On the Enterprise Entity form, establish records for the entities within your enterprise and the entities used by your enterprise to conduct business. Set up records for the physical/geographical/logical areas of your enterprise, such as sites where emissions are monitored or where exposure to stressors takes place. Create enterprise entity records for entities outside of your enterprise, such as customers to whom materials are shipped, equipment manufacturers, supply vendors, and waste treatment facilities.
In addition to a unique Enterprise Entity name, the following information MUST be entered for each enterprise entity record:
Enterprise Entity Type - identifies the entity's position in your Essential Hierarchy and determines which attribute/functionality settings apply to the entity. Refer to Enterprise Entity Types and Understanding the Essential Hierarchy for more information.
Entity Designation - determines how the entity is used in the software. The entity will NOT appear as a choice in other Essential forms if the entity is not classified correctly. For example, an entity not classified as a receiving facility, will not appear as a choice on the Waste module's Shipment Information form.
Depending on the entity being established, the other information entered on the Enterprise Entity form can vary. The attributes (sections) that appear on the form are determined by the Enterprise Entity Type selected. Whether the entity is internal or external to your enterprise also affects the data entered. For example, fully document the entities within your enterprise. (Include an address, location coordinates, ID numbers, and SIC codes, etc. when the attributes are available). But for customers to whom MSDSs are shipped, document just the name of the facility and its address. A name, Enterprise Entity Type, and entity designation are required entries for any entities not within the enterprise.
For additional instruction on enterprise entities, click the following links or use the scroll bar to scan the page.
It is recommended that you begin with the highest level in your hierarchy and work your way down to the lowest level. This approach will expedite parent assignments and attribute copying.
To establish enterprise entities
Click Data
Entry > Essential Hierarchy > Enterprise Entities in
the Navigation Tree to open
the Enterprise Entities list.
For Process Data Manager, a link to the form has been added to the
Process Unit Hierarchy folder.
Click the New
button.
The Enterprise Entity form
is displayed.
Enter the Entity
Name. Each enterprise entity name must be unique.
The Globe button provides access
to the Global Viewer. View a map of the entity's location based on
the entity's address entered in the Address
section. This mapping feature supports North American addresses only.
Select an Enterprise
Entity Type from the list.
Note: In most
cases, the Enterprise Entity Type cannot be changed after the enterprise
entity record is saved. Refer to Changing
Enterprise Entity Types for more information.
Select a Parent
Entity from the list to copy parent attributes; otherwise,
a parent entity can be assigned at any time.
Note: Attributes
from the parent enterprise entity record can only be copied when the
new enterprise entity record is being established. Once the record
is saved, no parent data can be copied. Refer to Assigning
Parent Entities and Copying Attributes for more information.
Select a Time Zone from the list. Time zones allow entity-related times, such as task due dates and completion dates, to be displayed in the entity's time zone.
Expand the Entity
Designation section, when necessary, and classify the entity
so it will be available in the software and appear as a choice on
other Essential forms. More than one type may be selected.
For information about classifications, refer to Entering
the Entity Designation.
Click the Save
button on the form.
The Enterprise Entity Type selected, the Entity Designation specified,
and any parent/child relationship defined determines which sections
are displayed on the form.
Add information in the other sections on the form. Review any copied data and modify it as necessary.
Click the Save button on the form.
Repeat steps 2 through 10 to add other entities.
A Parent Enterprise Entity can be assigned to any enterprise entity record as long as the Enterprise Entity Type associated with the record has been assigned one or more Parent Enterprise Entity Types. When a parent/child relationship exists, the enterprise entities available for assignment are the ones associated with the parent Enterprise Entity Type(s).
If a parent is selected for an enterprise entity, some or all of the attributes from the parent Enterprise Entity record can be copied to the new enterprise entity. Most attributes are grouped by section on the Enterprise Entity form and selected by specifying the applicable section. The Task Management Entity Default settings can also be copied, as well as any custom field attributes. Just the attributes available for the parent enterprise entity will be available for copying to the new enterprise entity. If entity materials are selected, any associated entity material properties and entity material variables will also be copied with the material information. All copied data can be edited.
Refer to Understanding the Essential Hierarchy for additional information about parent enterprise entities.
Note:
Attributes from the parent enterprise entity record can only be
copied when the new enterprise entity record is being established. Once
the record is saved, no data can be copied.
To assign parent entities
and attributes
Select a Parent
Entity from the list on the Enterprise
Entity form.
The Copy Data button is displayed
next to the field.
Click Copy Data to display the Parent Enterprise Entity window and copy attributes. Otherwise, skip to step 5.
Click the check box next to each
applicable section.
Just the sections available for the parent enterprise entity can be
copied. If entity materials are selected, any associated entity material
properties and entity material variables will also be copied with
the material information. All data copied to the new enterprise entity
can be edited.
Click OK to return to the Enterprise Entity form.
Click Save
on the Enterprise Entity form.
Data from the parent enterprise entity is displayed in the appropriate
sections on the form.
Review the copied data, make any necessary edits, add new data where applicable, and click Save.
The entity must be classified with one or more designations in the Entity Designation section. The designations correspond to how the entity is used in the software. The entity will NOT appear as a choice in other Essential forms if the entity is not classified correctly. The available entity designations and their typical uses are listed below.
Customer/Receives MSDSs |
Select these check boxes for logging shipments of MSDSs that are authored using the MSDS module, and the entity is a customer to which materials are shipped. |
Material Vendor/Supplies MSDSs or Authors MSDSs |
Select these check boxes if the MSDS module is used and if authoring MSDSs. Or, select these check boxes if managing incoming MSDSs and the entity is a vendor from which materials are purchased. |
Waste Receiving Facility |
Select this check box if the entity is a Treatment, Storage, and Disposal (TSD) facility.
If the entity is approved for receiving waste, select the Approved check box. This is important when selecting receiving facilities in the Transporters and Disposal Facility section of the Shipment Information form. A receiving facility will only appear in the list of available entities if the Approved check box is selected.
If the facility is a POTW, also select the Publicly Owned Treatment Works check box. Use these options to distinguish between material releases to POTWs and other off-site locations for the form R.
When the Waste Receiving Facility check box is selected, the Commercial Capacity Codes field becomes available. Specify the code that describes the availability of the Waste Receiving Facility. The code is used primarily for form GM of the Hazardous Waste Report. |
Waste Generator |
Select this check box if waste is generated at the entity. Typically, this check box denotes entities within the enterprise for which waste is being tracked in the Waste module. |
Equipment/Supplies Vendor |
Select this check box if entering a manufacturer from which equipment is purchased such as sampling devices or medical equipment. |
Transporter |
Select this check box if the entity is a transporter who carries shipments. |
Laboratory |
Select this check box for a lab that analyzes samples. |
Establishment Type |
If you submit OSHA 300A report data electronically, you must select one of the Establishment Type options. |
To enter the Entity Designation
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and click Entity Designation.
Click each check box that applies to the entity. You must select at least one check box for the entity to be available in the software.
Click Save.
Enter address information for an entity in the Address section on the Enterprise Entity form. For documentation and recordkeeping purposes, enter address information for every entity being established.
To add address information
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the Address section if necessary.
Use the following guidelines when entering address information:
The entry in the Country field determines the field label and list values for the "Area" (states, provinces, etc.) field, which is located directly below the City field. Countries and Areas are defined on the Countries form. Select a country from the list in the Country field first and then select a value for the corresponding "Area" field.
If the selection list for the "Area" or Country field does not contain the required value, click the Ellipsis button next to the field and add it.
Click the Save button on the form.
Enter the latitude and longitude of the entity, as well as the UTM coordinates, elevation, and total land area in the Coordinates section on the Enterprise Entity form. This information is used on reports and is only applicable to entities within the enterprise.
To add coordinates
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the Coordinates section if necessary.
Enter the appropriate Latitude and Longitude data in the fields provided and select a directional abbreviation for each from the list.
Enter UTM information in the fields provided.
Enter the Elevation
and select a corresponding Unit
of measure from the list.
If the unit is not listed, click the Ellipsis
button and add it.
Enter the Land
Area and select a corresponding Unit
of measure from the list.
If the unit is not listed, click the Ellipsis
button and add it.
Click the Save button on the form.
Enter identification numbers for the entity, such as its Dun & Bradstreet number in the ID Numbers section on the Enterprise Entity form. If the identification number was assigned by a regulatory agency, select a governing body. This information is used for reports, such as the form R, and is only applicable to entities within the enterprise.
To add ID numbers
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the ID Numbers section if necessary.
Click Add
ID Number and select the ID
Number Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Note:
The Registration No./Province ID only displays on the Canadian
Manifest.
Enter the ID Number.
Select the Governing
Body from the list when applicable.
If the appropriate governing body is not listed, click the Ellipsis
button and add it.
Enter a Start
Date and End Date when
applicable. For example, a temporary ID has been issued pending a
permanent ID.
The Calender button is available
to select a date.
Click OK.
The ID number information is displayed as a line item in the ID Numbers section. Edit existing
ID number information using the buttons adjacent to the line item.
Repeat steps 2 through 5 to add other ID numbers.
Click the Save button on the form.
Assign a primary SIC code to classify the entity as well as any additional classifications in the SIC Codes section on the Enterprise Entity form. Specify the entity's type of business, such as a commercial facility, and indicate if the entity information being entered applies to the entire entity or just part of it. This last option is used for cases where the entity has been divided into several distinct divisions and a report, such as the form R, is submitted for each part. SIC codes are applicable only to entities within the enterprise.
To add SIC codes
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the SIC Codes section if necessary.
Click Add SIC Code and select the SIC Code from the list.
Click the Primary
check box to designate the SIC code as primary, when applicable and
click OK.
The SIC Code is displayed as a line item. Edit existing SIC codes using
the buttons adjacent to the line item.
Repeat steps 2 and 3 to add other SIC codes. Just one SIC code may be selected as the primary code.
Specify whether the entity is the entire entity or just a part of it for the Entire/Part of Enterprise Entity options.
Designate the Type of Enterprise Entity. The Commercial option is the default.
Click the Save button on the form.
Select people working at the entity who are points of contact in the Contacts section on the Enterprise Entity form. For each contact, associate one or more contact type. For example, specify the public contact at the entity, people who manage incoming MSDSs at customer facilities, or individuals at a manufacturer from whom ordering equipment or supplies. Many contacts listed in this section are referenced on reports based on the contact type. For example, the contact associated with the Owner/Operator contact type is used to populate SARA 312 Tier Two reports. Contacts can also be assigned access to other forms by contact type, such as the Parameter Group form. Validate a list of contacts on the Contacts and Personnel form before beginning.
Note:
Any contact types added in the Contacts
section on the Enterprise Entity
form are also reflected on the Entity
Contacts form (for Event Tasking) and in the Assigned
Enterprise Entities section on the User
Manager form (for user login accounts). Contact type edits made
on any one of the forms update the information in all three forms.
To assign contacts
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the Contacts section if necessary.
Click Add Contacts and Personnel to open the Contact Information form.
Select the name of the Contact from the list.
Select one or more Available
Contact Types and click the right arrow button to assign the
type(s) to the contact.
Remove an assigned contact type by selecting it and clicking the left
arrow button.
Tip: When the Facility
Emergency Coordinator contact type is assigned to a contact
and the Subject to Emergency Planning
under Section 302 of EPCRA (40 CFR 355)? option on the Entity
Operations form is selected, the contact will be reported
as a Facility Emergency Coordinator for Tier2 Submit reporting. Refer
to SARA
312 Tier Two Report for additional information.
Click Save.
Repeat steps 3 through 5 to add other contacts and contact types.
Click Close
to return to the Enterprise Entity
form.
Each contact is displayed as a line item in the Contacts
section. All assigned contact types are included. Edit existing contacts
using the buttons adjacent to the line item.
Click the Save button on the Enterprise Entity form.
Note:
When copying Enterprise Entities, contact records are also copied.
Enter detailed information about the entity, such as an alias that might be used for reports, an entity description, the enterprise and parent company name, principal business, or construction and operations start dates in the General section on the Enterprise Entity form. This information is generally only applicable to entities within the enterprise; however, document the parent company and enterprise name of any other types of entities. The information entered in this section is commonly requested on reports, such as the form R.
To add general information
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the General section if necessary.
Enter the entity Alias and Description.
Select the entity's corresponding
Enterprise and Parent
Company from the list when applicable.
If the applicable value is not listed, click the Ellipsis
button and add it.
Enter the Principal Business of the entity.
Enter a Construction Date and Operations Start Date, or select one using the Calendar button.
Enter the entity Phone Number.
Enter the entity Email.
Note:
The email address only displays on the Canadian Manifest.
Select a Compliance Owner from the list to add a new owner or change the existing owner. (This field is visible only to Compliance Manager module users with the applicable security privileges.)
Click the Save button on the form.
Document emergency organizations that workers at the entities within the enterprise could call for information about hazardous materials in the Emergency Organizations section on the Enterprise Entity form. Before documenting this information, validate the organizations on the Emergency Organizations form, including the organization's phone number and times of availability.
To associate emergency organizations
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the Emergency Organizations section if necessary.
Select one or more Available
Emergency Organizations and click the right arrow button to
assign the organization(s) to the entity.
If an emergency organization is not listed, click the Edit
Emergency Organization List button and add it. Remove an assigned
organization by selecting it and clicking the left arrow button.
Click the Save button on the form.
Select the country, state, and city whose temperature profile closely matches the entity's profile in the Meteorological Data section on the Enterprise Entity form. Entity temperature information is used in some emission calculations and only applies to entities for which emissions are calculated and reported. Before beginning, make sure to set up or verify the temperature data on the Temperature Profile form.
To enter meteorological
data
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the Meteorological Data section if necessary.
Select the Country, State, and City from the list for each field.
Click the Save
button on the form.
Tip: When the country needs
to be changed, select the new area (e.g., state, province, etc.) and
city at the same time to successfully save the record with the new
data.
Assign a primary NAICS code to classify the entity as well as any additional classifications in the NAICS (North American Industrial Classification System) Codes section on the Enterprise Entity form. Validate the list of codes and corresponding descriptions established by the EPA on the NAICS Code form before beginning; add additional NAICS codes or edit any of the existing codes or descriptions.
To add NAICS codes
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, and expand the NAICS Codes section if necessary.
Click Add NAICS Code and select the NAICS Code from the list.
Click the Primary
check box to designate the NAICS code as primary, when applicable,
and click OK.
The NAICS code is displayed as a line item in the NAICS
Codes section. Edit existing NAICS codes using the buttons
adjacent to the line item.
Repeat steps 2 and 3 to add other NAICS codes. Just one NAICS code may be designated as the primary code.
Click the Save button on the form.
For the Task Manager module, the Permissions subsection of the Task Management section is available on the Enterprise Entity form to view a list of the contacts that have been designated as Available for Task Assignment and/or identified as a Task Administrator for the entity. Task Administrator capabilities include specific access permissions (read, update, add, delete) for all task assignment records at an entity. A Yes or No value identifies the existing designation for each contact property setting. Either setting can be changed; however, if both settings are changed to No, the contact will no longer be listed. For users with the appropriate security privileges, contacts can be associated with the entity and assigned task-related contact properties via the Permissions subsection. Otherwise, your system administrator can reassign the appropriate properties on the User Manager form when a contact is inadvertently removed from the list.
An y contact properties added or removed in the Permissions subsection of the Task Management section on the Enterprise Entity form or the Task Management section on the Entity Contacts form (for Event Tasking) are also reflected in the Assigned Enterprise Entities section on the User Manager form (for user login accounts). Contact property edits made on any one of the forms update the information in all three forms.
Note:
Refer to Understanding
Task Management to set entity-wide default values for task assignments
in the Defaults subsection of
the Task Management section.
To view and edit task-related
contact properties
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, expand the Task Management section, and expand the Permissions subsection if necessary.
Review the list of contacts displayed.
When multiple pages exist, navigation links are available.
A contact is displayed when the contact has been designated as Available
for Task Assignment and/or Task Administrator for the entity.
Click the Edit button adjacent to a contact line item to change the current settings.
Click the Available for Task Assignment and/or Task Administrator check box to assign the designation. Remove a designation by clicking the check box to clear it. If both settings are changed to No, the contact will no longer be listed.
Click the Save
button, then close the window.
View the updated setting(s) in the Task
Management section on the Enterprise
Entity form.
To add new contacts and
assign task-related contact properties
Locate the entity on the Enterprise Entities list, click the entity link to open the Enterprise Entity form, expand the Task Management section, and expand the Permissions subsection if necessary.
Click the Add Contacts link and select a contact from the list. Just the contacts associated with a user login account that provides access to the entity are available for selection.
Click the Available for Task Assignment and/or Task Administrator check box to assign the designation. Remove a designation by clicking the check box to clear it.
Click the Save
button, then close the window.
The new contact information is displayed as a line item in the Task Management section. The contacts
are sorted alphabetically by the contact's last name.
Repeat steps 2 through 4 to add other contacts and assign task-related contact properties.
Note:
This section is available for the Air module only.
Track ownership by:
Equity Share percentage
Operational Control percentage
Emission Liability percentage
Financial Control percentage
for an entity and any of its descendent entities (child, grandchild, great-grandchild, etc.) in the Organizational Boundaries section on the Enterprise Entity form. An effective date is required to maintain a history of changes. Each time information is added for a different effective date, the date is added to the Select Effective Date field where you can view historical data by selecting the appropriate date. One or more parents/ancestors can be defined for an entity at a particular effective date. Percentages are entered on the descendent entity record; valid values are 0 through 100. A percentage total for each organizational boundary is also automatically calculated and provided in the Organizational Boundaries section to keep track of the completeness and accuracy of the information entered.
Organizational boundary information is useful for GHG reporting.
To enter organizational boundariesLocate the child
entity on the Enterprise Entities
list, click the entity link to open the Enterprise
Entity form, and expand the Organizational
Boundaries section if necessary.
Any existing data for the most recent effective date is automatically
displayed.
Click the Add
Parent link.
This link is used when adding parents for a new effective date or adding
parents for an existing effective date.
Select the Parent entity from the list.
Enter an Effective Date or click the Calendar button and select the effective date.
Enter the appropriate value in the Entity Share Percentage, Operational Control Percentage, Emission Liability Percentage, and/or Financial Control Percentage field.
Click OK.
The effective date is displayed in the Select
Effective Date field and the parent information entered is
displayed as a line item in the Organizational
Boundaries section. Use the buttons adjacent to the line item
to edit or remove existing organizational boundary information.
Repeat steps 2 through 6 to add other parent entities for the same effective date and/or add parent entity information for other effective dates.
Verify each percentage total. Totals are automatically calculated and updated as percentage values are added or changed.
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