Safety Training Database Guide

• First-time Users
• Lexicon - Abbreviations
• Personnel Data
• Training Details

First-Time Users:

1. Create access account - enter the username & password you wish to use.
2. Notify Norton Allen (allen@huarp.harvard.edu) that you have created your account.
3. Verification - after we verify that you are a member of the Safety Committee, your username and password will be activated and you will be notified by e-mail.

Lexicon - Abbreviations

Training Categories:

Last, First	Sup	Rad	Las	Chem	Elec	RTK	Gas	Bio	RSI
	Dept	Spill	Hyg	Mach	Back	FA	Ship	HW

• Back = back
• Bio = biohazardous waste
• Chem = chemical
• Elec = electrical
• FA = first aid
• Gas = gas
• HW = hazardous waste
• Hyg = Chemical Hygiene Plan
• Las = laser
• Mach = machine shop training
• Rad = radiation
• RSI = Repetitive Stress Injury
• RTK = "Right To Know" law
• Ship = shipping of hazardous materials
• Spill = chemical spill

Personnel Details:

Last, First

Dept

Sup

Status Start End

Phone Email Addr

• Addr = physical address
• Dept = department
• Email = email address
• End = end date of work assignment
• First = first name
• Last = last name
• Phone = phone number
• Start = beginning date of work assignment
• Status = student, special student, staff, post doc, faculty, etc.
• Sup = supervisor

Personnel Data:

What are the Personnel Data?

• contains names of all personnel in database, including their department, supervisor, phone and email address.
• useful to obtain contact information on a particular person.
• database is large and may take a minute to load into your web browser.
• can be sorted and filtered to narrow the database search to a specific group of people.
• after filtering the personnel names by Department or Supervisor, you can use the same filters to view their corresponding training data.
• the Personnel Data is considered CONFIDENTIAL and is intended to be used by the Safety Committee and Safety Committee Representatives only.

Where are they on the Safety web site?

• The Personnel Data web address is: www-safety.deas.harvard.edu/cgi/dbid
• You can also reach the database from the main page of the DEAS/Physics Safety Committee web site (www-safety.deas.harvard.edu) by clicking on "Safety Training" and following the logical links.

Sorting?

1. By default, the list is pre-sorted by last name/first name.
2. To change the sorting, simply click on the desired table heading, such as Dept, Sup, etc. For example, to sort by Supervisor, click on Sup.

Filtering?

1. To narrow the sorted list to a specific group of people, you can filter the data by using the "add filter on" and "matching" boxes which appear at the top of the page.
2. In the filter box, click on the small arrow and scroll through the options to select the heading you wish to filter on. For example, to reduce the list to the names which are associated with a specific Supervisor, select Sup.
3. In the matching box, enter the data which the filter should match. NOTE: this field is case sensitive! For example, if you select Sup in the filter box and enter "Anderson" in the matching box, the list will show only those names which are associated with the Supervisor named Anderson.
4. Multiple Filters? After a list has been filtered once, it can be narrowed even further by adding additional filters. For example, a list could be filtered by Dept, then Sup, then Status to show, say, all the "Students" supervised by "Anderson" in "DEAS".
5. The filter is implemented as a perl regular expression. This means that certain characters have special meanings, so you can get really fancy if you need to. For example, setting the "Sup" filter to "Anderson|Solomon|Weinstock" will list all the people supervised by Anderson, Solomon or Weinstock.

How can I view the Training Details?

1. Once you have sorted and filtered the Personnel Data to produce a narrow list of individuals, you can quickly view their training history by clicking on the link at the top of the page called "Training Details".
2. The Training Details link will create a list of names and training data; however, this list will not contain any contact information (phone numbers, e-mail, etc.). You may want to print a copy of your filtered Personnel Data list before clicking on the Training Details link, so that you will have the contact information associated with each name.
3. For more information on how to use the Training Details list, see the instructions listed below.

Training Details

What are the Training Details?

• contains names of all personnel and their safety training history and/or training needs.
• database is large and may take a minute to load into your web browser.
• can be sorted and filtered to narrow the database search to a specific group of people or to a specific type of safety training.
• after filtering the list to display the training history of specific individuals, you can use the same filters to view the contact information of these individuals.
• the Training Details database is considered CONFIDENTIAL and is intended to be used by the Safety Committee and Safety Committee Representatives only.

Where are they on the Safety web site?

• The Training Details web address is: www-safety.deas.harvard.edu/cgi/dbtrain
• You can also reach the database from the main page of the DEAS/Physics Safety Committee web site (www-safety.deas.harvard.edu) by clicking on "Safety Training" and following the logical links.

Table header abbreviations?

A key to the abbreviations in the table header can be found in the Lexicon listed above.

Table rows?

The database table consists of names with training data listed in double rows. Because there are so many training categories, each name has two rows of training data. To differentiate them, the upper row is tinted a darker blue than the lower row. See example #1 below:

Last, First	Sup	Rad	Las	Chem	Elec	RTK	Gas	Bio	RSI
	Dept	Spill	Hyg	Mach	Back	FA	Ship	HW
Doe, John	Anderson	93	94	96	Y	98	94	N	N
	DEAS	98	98	97	96	97/98	97	Dec-98

Example 1.

Sorting?

1. By default, the list is pre-sorted by last name/first name.
2. To change the sorting, simply click on the desired table heading, such as Dept, Sup, etc. For example, to sort by Supervisor, click on Sup.
3. After you have sorted by a category (such as Sup), the corresponding cells in the list will be highlighted in yellow. See example #2 below:

Last, First	Sup	Rad	Las	Chem	Elec	RTK	Gas	Bio	RSI
	Dept	Spill	Hyg	Mach	Back	FA	Ship	HW
Doe, John	Anderson	93	94	96	Y	98	94	N	N
	DEAS	98	98	97	96	97/98	97	Dec-98
Samsa, Gregor	Anderson	N	N	96	96	97	97	N	Y
	DEAS	97	94	93	97	98	97	Sep-98

Example 2 - sorted by Sup, Last, First

Filtering?

1. To narrow the sorted list to a specific group of people, you can filter the data by using the "add filter on" and "matching" boxes which appear at the top of the page.
2. In the filter box, click on the small arrow and scroll through the options to select the heading you wish to filter on. For example, to reduce the list to the names which are associated with a specific Supervisor, select Sup.
3. In the matching box, enter the data which the filter should match. NOTE: this field is case sensitive! For example, if you select Sup in the filter box and enter "Anderson" in the matching box, the list will show only those names which are associated with the Supervisor named Anderson.
4. Multiple Filters? After a list has been filtered once, it can be narrowed even further by adding additional filters. For example, a list could be filtered by Dept, then Sup, then Las to show, say, all the "Students" supervised by "Anderson" who need "Laser" safety training.
5. The filter is implemented as a perl regular expression. This means that certain characters have special meanings, so you can get really fancy if you need to. For example, setting the "Sup" filter to "Anderson|Solomon|Weinstock" will list all the people supervised by Anderson, Solomon or Weinstock.
6. After you have filtered by a category, the corresponding cells in the list will be highlighted in yellow. See example #3 below:

Last, First	Sup	Rad	Las	Chem	Elec	RTK	Gas	Bio	RSI
	Dept	Spill	Hyg	Mach	Back	FA	Ship	HW
Doe, John	Anderson	93	Y	96	Y	98	94	N	N
	DEAS	97	94	93	97	98	98	Sep-98
Samsa, Gregor	Anderson	N	N	96	96	97	97	N	Y
	DEAS	98	98	97	96	97/98	97	Dec-98

Example 3 - sorted by Sup, Last, First; filtered by Dept

What does the training data mean?

1. The data in the training categories consist of one of the following:
   • a date - indicates that the corresponding training was completed on that particular date (such as 93 or Dec-98)
   • Y - an uppercase Y indicates that training is needed in that category
   • N - an uppercase N indicates that training is not necessary in that category
2. The database can be filtered by training category to produce a list containing only those names which need training in that particular category. Simply select the particular training in the filter box and enter Y in the matching box.

How can I view the Personnel Data?

1. Once you have sorted and filtered the Training Details to produce a narrow list of individuals and their training history, you can quickly view their contact information (phone number, e-mail, etc.) by clicking on the link at the top of the page called "Personnel Data".
2. The Personnel Data link will create a list of names and contact information; however, this list will not contain any training info. You may want to print a copy of your filtered Training Details list before clicking on the Personnel Data link, so that you will have the training record associated with each name.
3. For more information on how to use the Personnel Data list, see the instructions listed above.