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BioRAFT

Whether you work in a laboratory, academic shop area, art studio, or maker space, Environmental Health and Safety wants to help you meet all of your safety needs.

UT is launching BioRAFT, a cloud-based software solution that will assist in meeting those needs and is the replacement for the old chemical inventory system.

We have launched most labs into BioRAFT with some exceptions. You will be notified via email for your setup, and you will receive a quick start guide with that notification. Non-laboratory groups will follow later, although some groups are active presently

updated 04/25/209


Instructions for Principal Investigators and Lab/Shop Supervisors

The following section includes links to the EHS Canvas site for training and tutorials as well as frequently asked questions.

Tutorials and Guides

Canvas (online)Canvas Logo

Important note: Canvas is accessible to anyone with a NetID, but you must either self-enroll or be manually enrolled by EHS to use the EHS Canvas site. If you are not yet enrolled select the appropriate button below, then select the self-enroll button in the top right when you arrive at the EHS Canvas site.

Canvas currently hosts several topics, the majority of which are related to laboratory research. EHS has created a module dedicated to BioRAFT support where you will find Quick Start Guides and tutorial videos.

To access the EHS Canvas site:

Once logged in, select Modules from the Main menu, then the BioRAFT Module.


You can also find the EHS canvas site by logging into Canvas https://utk.instructure.com. From the Menu select Courses, All Courses, then Browse More Courses to find the EHS course.

Frequently Asked Questions

Setup and First-Time Users

BioRAFT is a cloud-based solution for research management being implemented at the University of Tennessee, Knoxville, UTIA, and the Graduate School of Medicine. The system is modular, with a core platform and four additional modules that feed into it. UT is deploying each module in stages beginning with the Platform.

The modules include:

  • Platform (the central hub for all other modules)
  • ChemTracker (chemical inventory management)
  • Inspections (lab safety surveys)
  • Equipment (tracking and management of equipment such as fume hoods, eye washes, and biosafety cabinets)
  • Training (learning management system)

If you are a Principal Investigator or responsible supervisor of a laboratory research space then you must participate. In addition, if you possess hazardous chemicals (such as Facilities Services, Housing, or other operations group) then you must participate in order to maintain your chemical inventory.

Please note that BioRAFT refers to all groups as labs. At UTK, we have labs, art studios, shops, and other facilities that will participate in BioRAFT. Lab groups will use all modules, while some groups may only use the core platform and the chemical inventory functions.

The first time you login you will be directed through a setup wizard. We have seen some setups occur in about 15 minutes, but most take about 45 minutes. Once oriented, setup is fairly quick.

Yes. The first time you login, you will be directed through a setup wizard. The first step gives you the opportunity to delegate a Compliance Liaison.

They will have the ability to:

  • Complete the setup
  • Add and subtract members
  • Enter lab hazards and job activities
  • Manage your chemical inventory.

The privileges are rather high for this role so please select your compliance liaisons with care.

  • Most labs are setup to accommodate several spaces or rooms. Generally most labs will setup for one lab, which can be a suite of rooms.
  • In some rare cases, we may desire to subdivide a lab. For example you may have one lab in Dougherty and one on the UTIA campus.
  • EHS can subdivide your lab for you if this is necessary.
  • Information should be as accurate as possible. If changes occur please update them promptly. Changing conditions can alter an emergency response should it be needed in your space.
  • You will need to add and subtract members as they come and go.
  • If you have changes to your hazards or job activities, these can be changed anytime as well.
  • You will be asked to re-certify your hazard selections at least annually.

Yes. You can use a tablet or a phone, although a tablet would be easier to use. There is no app for BioRAFT, but it does function with a mobile friendly web interface.

Of course! This is a big challenge for all of us to greatly improve lab safety at UTK. We are here to work with you and help in any way we can. We can provide one-on-one guidance or short talks for small or large groups.

General

  • Log into BioRAFT
  • On left side menu bar, select your Lab/Group Name to expand selection
    • Note: you may belong to more than one group
  • Click on View Lab Profile
  • Lab Profile – summary of lab spaces, documents, equipment, lab safety surveys (inspections), and members
  • Compliance Dashboard – summary of personnel with job activities, training requirements, and inspection summary
  • View Members –manage members, add new members, assign optional access, and job activities
  • Send Lab Message –email group members and copy others (you can CC anyone who is listed in the UTK Directory, such as EHS members, or departmental leadership).
  • Self-Inspections –perform mock inspections of group spaces. This is not fully implemented at UTK yet.

Spaces, such as rooms, can only be added by EHS.

  • To view your spaces, click on the Spaces option on the View tab.
  • Spaces are rooms connected to groups that are using the space.  Some spaces may be connected to more than one group.
  • To add/remove spaces, contact EHS.
  • To view your members, click on the Members tab.
  • Members are people who are part of your lab/group.

To add a member:

  • Type three or more letters of first and/or last name, or their NetID in the Name box.
  • Select the Designation most appropriate for the role the person has in your group.
  • Under Optional Access in BioRAFT
    • If you have a Lab Manager, Supervisor, or other personnel that would like to be able to manage the group’s BioRAFT page, select:
      • Edit Basic Group Information
      • Group Compliance Liaison
    • If you would like your member to be able to add and subtract from the lab/group’s chemical inventory select
      • Manage Group ChemTracker Inventory.
  • Under Job Activities, verify that default activities are correct.
  • Click Look/Up Add to add the person.  Confirmation is provided.
  • If personnel have two letters only in their name (e.g. Ho, Yi, Xu, Li etc.), you will need to type an additional name or use the NetID.
  • If there is more than one person with the same name, it will display both persons and their NetID.
  • Use the NetID to confirm the correct entry.
  • If in doubt, search the UT directory to confirm the department.
  • If they are not in the LDAP directory, then they should be registered with OIT. Visiting Scholars usually have the designation of “Friend of the University” to obtain an OIT issued NetID.
  • To view your members, click on the Members tab.

To remove a member:

  • Click Remove next to the member’s name
  • Click Confirm.  Confirmation is provided.
  • To view your documents, click on the Documents option on the View tab.
  • Types of documents that can be uploaded into BioRAFT include but are not limited to:
    • Permits
    • Policy/Procedure
    • Standard Operating Procedure
    • Laboratory Door Placards

To our understanding there is no limit on file size or quantity of files stored here.

There are some known issues that we are working with BioRAFT to correct.

If you find a data error or inaccuracy, please communicate to us by emailing the Laboratory Safety Group at ehs_labsafety@utk.edu.

Otherwise, BioRAFT has a built in support contact found in the upper right of the BioRAFT interface.

ChemTracker

  • If you are the PI or BioRAFT Compliance Liaison, ChemTracker may not be “turned on” for your lab. You can request this from EHS.
  • If you are a lab member of a lab that does have ChemTracker turned on, you may not have been given permission to View or to Manage ChemTracker. Your PI or Lab Compliance Liaison can give you permission.
  • View Permissions are granted for those who may need to see or refer to the inventory but not change elements.
  • Manage Permissions are granted for those who may need to update or change the status of inventory items.

For most users, no.

ChemTracker has been pre-populated with the inventory you last provided to EHS in 2018. You may edit the inventory that is in place.

If you are a new researcher or have opened a new lab, then a new inventory may be needed. Please start to add items to your inventory.

If your inventory is unusually large (several hundreds to thousands of entries) and in another format already, EHS may be able to facilitate a bulk upload. Please consult EHS if this is your case.

You can use the bulk edit feature to select chemicals that have moved to the new location. In the bulk edit dialogue you can then edit the fields you wish to change.

Any changes made in the bulk edit will be applied to all of the selected chemical containers. Any data entered for these fields will overwrite data currently existing for these chemical containers. Leaving a field blank means the original values for that field are kept.

The bulk edit is not reversible.

In this case you would change only the “Location (space)” field. If you do not see your new space in the drop-down menu, please contact EHS to request that the space be added to your lab.

Your data was imported from the last available data. Historically, UT did not ask for some fields, such as physical state or manufacturer ID. Your data may be linked to the nearest match that was available in the database library of all possible chemicals and may have assigned a value that is not accurate.

You can select the new values for your chemical by editing individual items or selections of items using the bulk update feature.

Any changes made in the bulk edit will be applied to all of the selected chemical containers. Any data entered for these fields will overwrite data currently existing for these chemical containers. Leaving a field blank means the original values for that field are kept.

The bulk edit is not reversible.

With this new system. You can keep you chemicals up to date on a regular basis. When you receive orders or dispose of old containers, update your inventory to reflect the changes.

EHS still wants to ensure that the inventory is accurate at least annually and will request this via an email.

Some chemicals may not have changed. To confirm no changes to chemicals you can use the bulk edit function.

  • If the chemicals are in one room select all
  • If the chemicals are in several rooms you will need to select each room separately and perform the following tasks.
    • In the edit dialogue simply select the “Location (space)” field and select the space you are editing (you are just resetting the space to the current space).
    • Select submit and this will update the last date changed field to the present date.

Remember any changes made in the bulk edit will be applied to all of the selected chemical containers. Any data entered for these fields will overwrite data currently existing for these chemical containers. Leaving a field blank means the original values for that field are kept.

The bulk edit is not reversible.

 

 

 

 

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