n4 hazards (hazardous cargo) training...

N4 Hazards

(Hazardous Cargo)Training Document

Prepared By: Gene Ferguson, Leslie Edmondson

1/2/2014N4 Hazards Training Document

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Table of Content

A. Typographical Conventions

B. Additional Training

C. Hazards form

1. Define

2. Add

3. Update (Edit)

4. Delete

5. Placard

D. Specifying Hazards

1. Order Level: Booking

2. Order Item Level: Booking

3. Pre-advised Export Container form

E. Display of Hazards

F. Update of Hazards

G. Columns for Hazards tab in Inspectors

H. Hazards form: Optional fields


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Typographical Conventions


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Presents a suggestion that may simplify or explain a procedure.

Presents reminders and suggestions to improve or explain a procedure.

Presents informational data that may or may not require action on your part .

Presents a visual alarm.Failure to observe this advisory could result in errors and data loss.

Indicates a menu path or a menu name in the SPARCS N4 user interface

For example, in the Operations work mode, select the Unit menu and then the Units option to display the Units view.

Bold Type Presents an item which is important and it maybe defined in the current Training Document or N4 Glossary of Terms

Hyperlink within the current document or to an email address

1. Click Presents a key to the visual display of items or instructions

Operations Unit Units

The following lists the typographical conventions used in this training document

Additional Training

VIT recommends that you have:1. a solid understanding of basic computer

operation2. ability to perform basic computer

navigation3. ability to perform Microsoft Windows task

VIT requires you to complete the below VIT courses prior to taking this course.

1. N4 Basic Terminology for Community2. N4 Basic Navigation

VIT recommends you to complete the below VIT courses after to taking this course.

1. N4 Specifying Hazards - Details


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Direct questions or comments to your instructor or email VIT at [email protected]

mailto:[email protected]

Hazards form: Define


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• Hazardous information may be added to a booking or when pre-advising a unit.

• Units on the facility cannot be updated with hazardous information by the line operator. When hazardous information updates are required for units on the facility email [email protected]

• VIT recommends you review Specifying Hazards Details Training Document for training on accessing the hazards form.


https://portal.vit.org/private/N4Portal/TeamHome/New Line Training/Hazards/N4_Specifying_Hazards_-_Details_Training_Document.pdf

Hazards form: Add


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To add hazards for the selected entity or unit:

1 In the Hazardous Cargo Items area, click .

2 In the UN/NA Number field, enter the United Nations or North American Department of

Transportation identification number for the hazardous commodity.

SPARCS N4 displays the available information in the appropriate fields in this form.

3 If not set automatically based on the UN/NA Number specified in step 2, select the IMDG Class of the

hazard that you want to add.

4 Select a value in the Hazard Number Type field. You can Select from the following values United

Nations (UN), North America (NA) or Identification (ID).

5 Enter any optional information, such as the Quantity, Weight, and Package Type for the selected

hazard class.

6 Set hazard placards, if any.

If hazard placards are associated with the hazardous goods record, SPARCS N4 automatically sets

those for the record.

7. Click Add. SPARCS N4 lists the hazard in the Hazardous Cargo Items area.

8. Repeat the above steps to add all the applicable hazards for the selected entity.

9. Click OK to Save. If you click or, SPARCS N4 closes the form without saving thechanges.

Add Order or Order Item or Booking or Unit Hazards

Use the Hazards form to add hazards for the selected entity, such as an order or order item or to units.

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Hazards form: Sequence Number field


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In the Hazardous Cargo Items area, SPARCS N4 displays the Seq Nbr field. When you add new hazards,

the Seq Nbr is blank, as shown below:

After you save the hazards associated with the unit, SPARCS N4 assigns a Seq Nbr to the hazards as

shown below:

If you delete a hazard, SPARCS N4 does not change the sequence numbers of the remaining hazards, as

shown below:

Now, if you add another hazard, it is assigned the next sequence number, as shown below:

To initialize sequence numbers for existing hazards, you must add a new hazard or edit an existing

hazard item.

Hazards form: Update (Edit)


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Update Order or Order Item or Booking or Unit Hazards

Use the Hazards form to update hazards for the selected entity, such as an order or an order item. You can

also use the Hazards form to update the placards that are associated with each hazard.

To update hazards for the selected entity:

1 In the Hazardous Cargo Items area, select the hazard that you want to edit.

SPARCS N4 displays the details of the selected hazard in the Item Details area.

2 Update the information that is displayed in the Item Details area.

3 Set hazard placards, if any.


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Hazards form: Delete


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Delete Order or Order Item or Booking or Unit Hazards

Use the Hazards form to delete hazards that are recorded for the selected entity, such as an order or an order item or a unit. When you delete a hazard, SPARCS N4 also deletes any associated hazard placards.

To delete a hazard:

1 In the Hazardous Cargo Items area, select the hazard that you want to delete.

SPARCS N4 displays the details of the selected hazard in the Item Details area.

2 Click .

3. Click OK to Save. If you click or, SPARCS N4 closes the form without savingthe changes.

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Hazards form: Set Placards


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Set Hazard Placards

When you associate hazards with an entity, such as an order, an order item, or a unit, you can also add

hazard placards for the individual hazards.

Hazard placards are defined as reference data in SPARCS N4; you can only associate hazard placards that

exist at the current scope level. To define a new hazard placard email VIT at [email protected]

To update a hazard placard:

1 Do one of these

a. Add a hazard or

b. Select an existing hazard that is listed in the Hazardous Cargo Items area

c. SPARCS N4 displays the details of the selected hazard in the Item Details area.

2 Click Set...

3 Use the Placards form to include or exclude hazard placards for the selected hazard.

SPARCS N4 displays the included placards on the Set button,

4 Click Ok to Save Placards form.

5 Click OK to Save. If you click or, SPARCS N4 closes the form without saving thechanges.


Hazards form: Placard form


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5. Click .

You can click to exclude all included hazard placards.

6. Click OK to Save. If you click or, SPARCS N4 closes the formwithout saving the changes.

Placards form

The Placards form enables you to include or exclude hazard placards for a hazard that is associated with a

unit.

To include a hazard placard:

1 Select the hazard placard in the Excluded list.

The list displays only hazard placards that exist at the current scope level. For more information on

adding a hazard placard, email VIT at [email protected]

2 Click .

You can click to include all hazard placards.


To exclude a hazard placard:

4. Select the hazard placard in the Included list.

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Note: If you exclude a previously Included placard, it will show at the bottom of the Excluded list until you close and reopen the Hazards form

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Specifying Hazards at the Order level or at the Order Item level


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Specifying Hazards at the Order level or at the Order Item level

You can associate hazard details with an order or an order item. If you add a hazard at the order level, you

cannot add the same hazard at the order item level; however, if you add a hazard at an order item level,

you can later add the same hazard at the order level. When you pre-advise a container against this order,

SPARCS N4 associates the hazards associated with the order and the order item but leaves out any

duplicate hazards.

If hazards are associated with the order or the order item, SPARCS N4 sets the Hazardous? field in

the Booking Inspector to Yes. You can view the field in the Status area in the Booking Inspector.

When a user enters hazard information in the Pre-advise Export Container form, SPARCS N4 updates

the hazard information only at the order item level. The following business tasks look for hazard

information at the order level and at the order item level:

SPARCS N4 does not assign the order level hazards unless it can identify the correct order item. For

example, if multiple order items are present and the user does not select one of the order items, SPARCS

N4 displays an error. If SPARCS N4 can identify the order item, it applies the hazards in the order and the

order item, if any.

Additional detailed instructions and examples are available in separate training document titled:

N4 Specifying Hazards – Detailed Training Document

Specifying Hazards at the Order level for Booking


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1. Add Booking per N4 Booking Training Documents2. Add Hazards per N4 Hazards Training Document3. Set Placards per N4 Hazards Training Document4. Click Add Button5. Note 1.6 Explosive in Hazardous cargo Items tab Click OK6. Open Booking Inspector per N4 Booking Inspector Training Documents

Note “H z ?: Y ” S 7. Open Details and click on Hazards tab

Note 1.6 Explosive is in list view

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Specifying Hazards at the Order Item level for Booking


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1. Add Booking Item per N4 Booking Training Documents2. Add Hazards per N4 Hazards Training Document3. Set Placards per N4 Hazards Training Document4. Click Add Button 5. Note 2 Gases in Hazardous cargo Items tab Click OK6. Open Booking Inspector per N4 Booking Inspector Training Documents

Note “H z ?: Y ” S 7. Open Details and click on Hazards tab

Note Both 1.6 Explosive and 2 Gases is in list view

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Specifying Hazards at the Order Item level using the Pre-advised Export Containers form


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1. Add Pre-advised Export Container per N4 Pre-advised Export Training Documents

2. Add Booking Number3. Click Save4. Note Confirmation of Pre-advised at bottom of form5. Open Unit Inspector per N4 Unit Inspector Training Documents

Note “H z P ” S 6. Open Details and click on Contents tab7. Note Both 1.6 Explosive and 2 Gases is in the Hazardous Cargo details

tab

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Display of Hazardspage 1 of 3


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Hazards (Hazardous Cargo) information can be displayed at several locations as described below. This is a

partial list to provide examples.

The Hazards form (as explained in this document) must be used to add, update (edit), or delete hazards

for the selected entity, such as an order, an order item, a Booking, or a unit. In addition, you can use the

Hazards form to associate hazard placards with the specified hazards.

Unit Inspector

Operations Unit Units Units view Unit Inspector Detail Tab Contents Hazardous Cargo Details tab

You can access the Unit Inspector from various list views and tabs that display units.

Hazardous Cargo Details tab displays hazards associated with the unit, if any.



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Gate Transaction Inspector > Hazardous Cargo Details

Operations Gate Gate Transactions Gate Transactions view Gate Transactions Inspector Contents tab Hazardous Cargo Details tab

Hazardous Cargo Details tab displays hazards associated with the unit, if any.



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Placards tab

Operations Gate Gate Transactions Gate Transactions view Gate Transaction Inspector Placards tab

The Placards tab displays the hazard placards observed during an inspection at the gate.

Update of Hazardspage 1 of 3


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Hazards (Hazardous Cargo) information can be Updated at several locations as described below.




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Booking form

Operations Gate or Vessel Bookings Bookings view Booking form

1. Open Booking form2. Open Hazards tab

a. Add Hazardsb. Edit Hazards

3. Refer to instructions ina. N4 Booking Training Documentsb. N4 Hazards Training Documents

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Assign Booking form

Operations Unit Units Units view Actions Transactions Assign Booking Assign Booking form

Operations Unit Units Units view Unit Inspector Actions Transactions Assign Booking Assign Booking form

The Assign Booking form enables you to assign an order (booking or rail order) to export or transship

unit(s). If you select multiple units in the Units view, all the selected units must have the same line

operator.

To assign an order to the selected unit(s):

1 Select from the Booking Nbr lookup field, the order (booking or rail order) you want to assign to the

selected unit(s).

The list displays orders (booking or rail order) with the same line operator as the selected unit(s).

2 Click Save.

The Update Unit with Booking Item Values form appears.

3 Click Yes in the Update Unit with Booking Item Values form, to update the unit with the following

details from the booking item:

OOG details

Reefer requirements

Hazards

Goods details including commodity, origin, designation, shipper, and consignee

Otherwise, click No.

Refer to N4 Booking Training Documents for detail instructions

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Pre-advise Export Container formOperations Gate Pre-advise Export Pre-advise Export Container form

The Pre-advise Export Container form enables you to pre-advise export containers.

To pre-advise an export container refer to the N4 Pre-advise Training Document

1. Add or Edit Hazards can be added or edited using this form

Columns for Hazards Tab in Inspectors


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Deck Restr Deck Restrictions X X

EMS EMS X X

ERG Nbr Emergency Response Guide Nbr X X

Expl. Class Explosive Class X X

Fire Code Fire Code X

Fire Code Class Fire Code Class X

Flash Flash Point X X

Haz Id, upper part Hazard Id, Upper part X X

Haz Imdg Code Hazard Imdg Code X X

IMDG Class IMDG Class X X

IMDG Page IMDG Page Number X X

IMO1 IMO1 X X

IMO2 IMO2 X X

Ltd Qty Limited Quantity X X

Marine Pollutants Marine Pollutants X X

MFAG MFAG X X

Move Meth Move Method X X

Notes Notes X X

Pack Gr Packing Group X X

Planner Ref Planner Reference Number X X

Prop.Name Proper Name X X

Qty Quantity X X

Subst Id, Lower Part Substance Id, Lower Part X X

Tech.Name Technical Name X X

UN UN Number X X

Wt Weight X X

Hazards TabShort Label Long Label In Filter? Sorting?

DcLgRef DcLgRef X X

Field Label Description

UN/NA Number Enter the United Nations or North American Department of Transportation identification number for the hazardous commodity.

Hazard Number Type Select either United Nations (UN) or North American (NA) to specify the

organization that issued the identification number for the hazardous goods.

This field defaults to United Nations (UN) and does not accept empty

values.

Proper Name Enter the legal name for the hazardous goods.

Technical Name Enter the technical name of the hazardous commodity.

Notes Enter any notes for the hazardous commodity.

Quantity Enter the quantity of items, such as the number of barrels or boxes.

Package Type Enter a short description, such as barrels or boxes, of the packaging type of the hazardous commodity.

If you use EDI to send and receive hazard information, SPARCS N4 trims the package type to seven characters.

Packing Group Select one of the following packaging groups to indicate the type of packaging that the hazardous commodity is in:

• Packaging Group - I

• Packaging Group - II

• Packaging Group - III

Weight Enter the weight of the hazardous commodity.

To enter weight using a specific unit, type the standard unit symbol, such as

lb (pounds), mt (metric ton), lt (long ton), or st (short ton), immediately after the numeric value. For example, to specify weight in Pounds, enter 50000 lb in

the text field. The symbol for the default unit for a field is displayed as part of the

field label.

Hazards form: Optional fields


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The following table lists the optional fields in the Hazards form:

Hazards form: Optional fields


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Field Label Description

Explosive Class Enter the explosive class, such as A or B, for the specified hazardous commodity.

Flash Point If applicable, enter the flash point for the hazardous commodity.

Emergency Contact Enter an emergency contact phone number.

Emergency Response Guide Nbr Enter the four-character alphanumeric code that provides a quick lookup to a guide that describes how to manage a spill or a fire involving this hazardous item.

The US Department of Transportation, Transport Canada, and the Secretariat of Communications and Transportation of Mexico jointly publish

the Emergency Response Guide.

Limited Quantity Select the check box if the quantity of the hazardous commodity is too small to require segregation or special handling.

The Limited Quantity flag also comes into play when determining segregation requirements. For example, when a Class 3, hazard is placed next to a live reefer, it causes a segregation warning. Adding a Limited Quantity flag to this same hazard allows it to be placed next to the live reefer.

IMDG Page Number Enter the page number of the IMDG book (English version) where the hazard is described in detail.

Marine Pollutants Select the check box if the hazardous commodity is a marine pollutant.

DcLgRef Enter the DANCARG DC-lg reference number.

Inhalation Zone Enter the inhalation zone code, A, B, C, or D. It is an indication of the range at

which the vapors are toxic. This is required by the US-DOT.

EMS The Emergency Schedule Number from the Emergency Procedures for Ships Carrying Dangerous Goods that is published by IMO.

MFAG The Medical First Aid Guide reference that is used by IMO.

Hazard Id, Upper Part Enter the hazardous identification number, upper part.

Substance Id, Lower Part Enter the substance identification number, lower part.

Planner Reference Number Enter the DG reference number that is allocated by the central planner.

Move Method Enter the method that should be used to move the cargo, such as by fork lift.

IMO1 Select the IMDG Class of the first subsidiary risk associated with the hazard.

IMO2 Select the IMDG Class of the second subsidiary risk associated with the hazard.

Deck Restrictions Enter any DANCARG deck restrictions.

Placards Click Set... to update hazard placards for the selected hazardous commodity.

Fire Code Automatically displays the fire code that is associated with the selected IMDG Class and UN/NA Number. If no fire code is defined for the selected IMDG Class and UN/NA Number, SPARCS N4 does not display any value in this field.

The drop-down list displays only the fire codes that exist at the current scope level. To add new fire codes, see Hazard Fire Code view.

End of Training


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