APS Experiment Safety Approval System
Instructions for Users

1. Go to the ESAF system URL: http://beam.aps.anl.gov/pls/apsweb/esaf0001.start_page.  Or access the system through the ESAF page link at http://www.aps.anl.gov/Safety_and_Training/.

System logon screen

2. If you have an APS user badge, continue to Step 2.a. If you do not have an APS badge, go to Step3.

2.a. Enter your badge number.

Your badge number appears on the back of your badge, below and to the right of the magnetic strip. Use the third through seventh digits of this number.

2.b. Enter your password--do one of the following:

• If you have never accessed any other APS web-based Oracle system, enter your badge number as your password.

Dialog box asking you to specify a new password

• If you have used an APS web-based Oracle system previously, enter the password you used on that system.

• If you have forgotten your password to the APS Oracle systems, click the first link below the dialog box to request a temporary password.

Dialog box with further instructions

2.c. Click the "Logon" button.

Main menu

3. If you do not have an APS badge register with the APS User Office to receive a badge number.

Please register with the APS User Office as soon as possible to obtain a badge number so you can complete the ESAF (see User Info on the APS web site).

1. Log on (see Part II)

Main menu

2. On the Main Menu, click Create ESAF.

A table listing all of your currently active General User Proposals and Beamtime Requests.

4. After you have entered the information requested on the "General" data-entry screen, click "Next Page" (button at lower right) or the "Save" button.

Additional data-entry screens

5. Navigate through the data-entry screens (identified by tabs at top of window) and provide data.

• For instructions and cautions on entering data, see Part VI.
• For descriptions of data fields, see Part VII.

6. Save data frequently: click the "Save" button at any time. If you want to stop working and continue later, click "Save", then go to Step 7 to log out.

You can edit data on any screen at any time before the ESAF is approved by both the host Beamline and the APS.

7. Review entries and verify that all field are complete.

WARNING: After the ESAF is approved by both the APS and the Beamline you cannot change it.

8. When you have verified all the data and you are ready to submit the ESAF, click "Submit".

If all data is OK: acknowledgment screen and email to everyone listed on the ESAF.

If required data are missing: error message listing the missing fields

9.a. If you get an error message, go to Step 9.b. If you get an acknowledgment screen, go to Step 10.

9.b. If an error message is displayed, do the following four steps. (1) Make a note of the missing fields. (2) Use your browser's "Back" function to return to the data-entry screens. (3) Enter missing data. (4) Return to Step 7 to resubmit the ESAF.

You may want to print the error-message screen with the list of required information.

10. Log out of the ESAF system by doing the following:

• If you are working with a draft ESAF, click the "Save" button.
• Click the "Logout" link in the top or bottom border bar.

WARNING: For a draft ESAF, if you log out without clicking the "Save" button, some changes may be lost.

1. If you are currently logged on, go to Step 6. Otherwise, log on (see Part II).

Main menu

2. On the ESAF system menu, click "Edit/View ESAF".

Screen requesting search criteria

3. Enter criteria that will identify the desired ESAF(s).

4. Click the "Submit Query" button at the bottom of the data-entry screen.

Query results screen listing ESAFs that you are eligible to view that match the criteria

If you do not enter any criteria, you will be shown all ESAFs that you are eligible to view.

5. Click on the ESAF number of the item you want to see. To make changes, follow the instructions in Part III.

ESAF

6. If you want to see another ESAF, click the "Search Criteria" link, either in the top or the bottom border bar. Return to Step 3 to select an ESAF.

Screen requesting search criteria

WARNING: If you are editing a draft ESAF and have made changes, click "Save" first, before clicking "Search Criteria."

7. When you are finished editing or viewing, click the "Logout" link, in either the top or the bottom border bar.

WARNING: If you are editing a draft ESAF and have made changes, click "Save" first, before clicking "Logout".

Move between fields

• Click within the desired field, or

• Press the Tab key to move to the next field, or

• Press Shift+Tab to move to the previous fields

Cursor in desired field

Move between data-entry screens

• Click the tab for the screen you want, or

• Click the "Previous Page" link at the lower left of the window, or

• Click the "Next Page" link at the lower right of the window.

Desired data-entry screen, showing all data previously entered

When you move to a different data-entry screen, all the data from the previous screen is saved.

"Find" link
The "Find" at the beginning of the row allows you to automatically insert contact information for users. This information is extracted from the APS User Database.
1. Click the link closest to the field you want to fill in. A pop-up window opens.
2. In the pop-up window, enter all or part of desired last name.
3. Click "Search."
4. To insert the contact information, click the "select" box by the user's name.

Step 3: displays window listing of users with "select" option by each.

Step 4: list window closes closed and user data is inserted into ESAF form

"Delete" checkbox
This checkbox allows you to remove all contact information for a particular experimenter.
1. If no checkboxes are visible in the "Delete" column, click "Save".
2. If checkboxes are visible in the "Delete" column, check the corresponding box(es) beside the names you want to remove.
3. Click "Save".

First field displays the word "MARKED"; information is removed at the next save

The "Delete" check boxes are displayed only after the name information has been saved.

1. Click the "Description" tab.

The experiment description page is displayed.

3. Click the link "Attach PDF or Word Documents".

A new window

4. Click the "Browse" button and select file you wish add.

5. In the "Description" box, type a description of the file (e.g., "Figure 1, Experiment Setup").

A description is required

6. Click the "Attach" button to add the file to the ESAF.

The filename for each attached document will be displayed as a link at the left side of the Description data-entry screen under "Attached Documents".

7. Repeat Steps 3-6 for each file you want to add.

8. When you are done, click the "Done" button.

Window closes