epson group explanatory material for chemsherpa · each paragraph colored in red shows item numbers...

Scope of disclosure: Suppliers involved in the Epson supply chain

Epson Group Explanatory Material for chemSHERPA

Rev.2.0March 27, 2019CS/Quality Assurance & Environment DepartmentProduction Planning DivisionSeiko Epson Corporation

Please refer to the following manuals downloaded along with the chemSHERPA Data entry support tool chemSHERPA Data entry support tool for articles Operations manual chemSHERPA Data entry support tool for articles Data entry manual

2Scope of disclosure: Suppliers involved in the Epson supply chain

A scheme that facilitates sharing information on chemical substances in productsInformation handling between supply-chain partners is essential for appropriate management of chemical substances in products (CiP), in order to continuously respond to expanding regulations. The chemSHERPA can be used as a common scheme for information handling across a supply chain.

Designed for steady & efficient information handlingApplicable to various products and industries. Throughout a supply chain, from up- to down-stream, This scheme allows organizations to handle the CiP information under a shared policy.

Toward a better information handling and chemical management in a supply chainThe chemSHERPA ensures "responsible information handling” that transfers composition information based on a common substance list, as well as compliance assessment information for articles, striving for a better CiP management in the future.

What is chemSHERPA?

Source: chemSHERPA website

Alleviate the burden on suppliersBenefits of introducing chemSHERPA:- Data categories and forms are standardized and

kept to a minimum- Industry standard list of controlled substances- Information is exchanged such that trade secrets are

protected

Why Epson introduced chemSHERPA

Compliance of Epson productsCompliance with international standards such as RoHS & REACHEnable us to smoothly respond to survey requests from our own customers

Source: chemSHERPA Introductory Seminar Text

Basic guide for chemSHERPA data

Epson uses the chemSHERPA form for Articles (chemSHERPA-AI).

Compliance assessment information is mandatory. Composition information is optional.

Epson will send a request file (“.shai” file) when requesting data.

Use the chemSHERPA-AI file specified by Epson (usually the latest version).

Answers in chemSHERPA-AI files can be in Japanese or English.

Epson requires compliance assessment information. Composition information is optional. This document explains how to enter compliance assessment information. For instructions on entering composition information, see the Data Entry Manual for Articles and the Operation Manual for Articles, which are available for download on the chemSHERPA website.

Composition of chemSHERPA screens

Compliance assessment information screen

Composition information screen

General screen

Flow for using chemSHERPA to provide information

1. Obtain & start up the 2. chemSHERPA file

3. Enter the general information

4. Enter the company information

5. Enter the compliance assessment information

7. Temporarily save the answer file

6. Check the answers

8. Authorize the answer file (Enter the authorizer’s information)

8. Authorize the answer file(importing and confirming data)

8. Authorize the answer file (Authorize/Output)

EpsonRequest

Data preparer AuthorizerSupplier

2. Import the request file

Answer file

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¶.5.4¶.13.1, ¶.13.3¶.13.4, ¶.13.5

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¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

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*Each paragraph colored in red shows item numbers in ”chemSHERPA Data Entry Support Tool for Articles Operations Manual”

1. Obtain & start up the chemSHERPA file

Japanese(chemSHERPA成形品データ作成支援ツール)https://chemsherpa.net/tool

English & Chinese([English] Set of files of chemSHERPA data entry support tool for articlesand manuals)https://chemsherpa.net/english/tool

NOTE: There is a separate tool (Excel file) for articles and chemicals. Download the tool for articles.

Obtain chemSHERPA-AI from the chemSHERPA site.

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

Epson will have filled in the Requester information in the request file (***.shai) we send to you. Import the request data file into chemSHERPA-AI.(1) Import the request file by clicking File >

Open > chemSHERPA data.(2) Data entered by Epson will appear in

the Requester fields.* Ask Epson to send you a request file if you do not

receive one.

・・・.shai

General screen

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

3. Enter the general information Click the box for “Information on requester On/Off” so that a check mark appears in the box.

Click to put a check mark in the IEC62474 box in the Area field.

Data entry enabled

General screen

Compliance assessment information can be entered

Reference number：The data in these fields will be automatically entered when you import the request file from Epson

Request date：The date you received the request

Product number:Epson’s item code

Mass, Unit of mass：The weight of the product and the unit of measurement (e.g., grams)

Reporting unit：The unit of quantity. Select “piece” if the part can be counted.(Or, follow separate instructions from Epson, if any.)

Valid From：

Date the answers were entered

Reference number：Your company’s reference number(any number used for identification purposes by your company)

Product number:Your company’s product numberIf you do not have one, use Epson’s item code

Product name：The name of your company’s product

The data indicated by red boxes is required.3. Enter the general information

General screen

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

4. Enter the company informationGeneral screen

Required Data Data Entered

Company name Name of the Epson Group company (e.g., Seiko Epson or Tohoku Epson)

Division name Name of the Epson division from which the request was received

Title Title of survey requester

Requester name Name of survey requester

Email address E-mail address of the survey requester

Phone number Telephone number of the survey requester

Mandatory fields Description

Company ID Your company code

Company name The name of your company

Division name The name of the department in charge at your company

Title Your title

Name of contact Your name or the name of the point of contact

Email address E-mail address of the point of contact

Phone number Your telephone number or that of the point of contact

Enter your company code for the company ID.If you are unsure of your company ID, please contact Epson.

The data in these fields will be automatically entered when you import the request file from Epson.

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

General screen

(1) Check the box.

(2) Click “Compliance.”

5. Enter the compliance assessment information(1) Check the box for the product for which you

are providing answers.(2) Click “Compliance.” The compliance

assessment information screen will open. (3) Refer to the chemSHERPA Data Entry

Support Tool for Articles Operations Manual & the Data entry manual, and enter the information.

Filter substance for Y/N entry (if effective)This is a support function to narrow down items on a view by filtering substances, in order to reduce your burden. This function is effective when you have a long list of reporting items.

[1] Confirm the subject substances, and place a check in the “Candidate item” checkbox for substances that may require “Y” to be entered.[2] If you click the “Show ‘ON’ only” checkbox, only the substances you clicked in [1] aredisplayed.

5. Enter the compliance assessment informationEntering Content above the threshold

[1] [2]

*Fields marked with a red asterisk (*) are required.

[1] Enter content above threshold levelCheck subject substance (on the left side of the view), law/regulation, reportableapplication, and reporting threshold, enter “Y” or “N”.

[2] Enter content rate, usage and portion used.Enter the Content rate, Usage, and Portion used, etc., corresponding to Content above the threshold [1].

“Batch N” button works to enter “N” in blank cells or to perform batch entry of “N” in allcells. Users may enter “Y” only and click this button to enter “N” in remaining cells.

Item RequirementContent above the threshold Must be answered Y or N

Content rateMust be answered if you answered “Y” for “Content above the threshold”

Quantity of content

Usage code

Required if you answered “Y” for “Content above the threshold” and a message in the usage code cell asks you to enter the data.

Usage Must be answered if you answered “Y” for “Content above the threshold”Portion Used

5. Enter the compliance assessment informationCriteria for choosing “Y” or “N” for “Content above the threshold”Choose “Y” if the application is reportable and the substance is present in an amount that meets or exceeds the reporting threshold. - Choose “N” if the content rate is less than the reporting threshold, even if the application

is reportable.- Choose “N” if the application is not reportable, even if the content rate meets or

exceeds the reporting threshold.- Choose “Y” if the content rate meets or exceeds the reporting threshold and you do not

know whether the application is reportable.- Even if the substance is present in an exempted application, choose “Y”. (“Reportable

application” and “reporting threshold” are the only criteria for choosing “Y” or “N”.)* Confirm that “N” is chosen for substances corresponding to Level 1

banned substances (ban effective immediately) under the Epson Group Green Purchasing Standard.

* Enter date in the “Use” and “Portion used” fields in English (in single-byte, half-width alphanumeric characters).

[3] Double-click a usage code cell to open the “Select usage code” view.[4] Click usage code and press “Select”.

5. Enter the compliance assessment informationPerform error checking and finalize the data[1] Click “Error check” buttonWhen errors occur, if any, you will have a list of errors. Make corrections by following errordescriptions on the view.[2] Press “Finalize” button tosave compliance assessment information.

[１] [2]

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

General screen

Has Epson’s item code been correctly entered in the product number field?

(1) Check that your company’s code is correctly entered in the Company ID field in the Issuer/Authorizer information screen.

(2) Check that Epson’s item code has been correctly entered in the product number field.

Has the company code been correctly entered in the Company ID field?

6. Check the answers(1) Confirm that the required fields (indicated by a red box) have been filled in. (2) Click “Error Check” and confirm that there are no errors.* If you get an error or warning, make corrections, click “Error Check” again, and

confirm that there are no more errors.

(2) Click “Error Check” and confirm that there are no errors.

General screen

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

(1) Check the box for the product for which you are providing answers.

(2) Click “Temporary save.”(3) Click “OK” if you are sure you

want to save the content.(4) Select where to save the file, and

click “Save.”* The file name will automatically be set to

“SHAI_Temp_****.shai”.

(1) Check the box.

General screen

(2) Click “Temporary save.”

(3) Click “OK.”

(4) Click “Save.”

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

8. Authorize the answer file (importing and confirming data)

(1) On the menu bar, go to File, then Open, then chemSHERPA Data, and import the file that you temporarily saved for authorization.

(2) Check the product number.(3) Check the box that corresponds to

that product number.(4) Click “Compliance” and check the

content.(5) After checking the content, click

“Return to general.”

(1) File > Open > chemSHERPA Data

(2) Check the product for which you are providing answers.

(3) Check the box that corresponds to that product.

(4) Click “Compliance”

Check the compliance assessment information.

General screen

(5) Click “Return to general.”

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

8. Authorize the answer file (enter the authorizer’s information)

(6) On the menu bar, click Company > Enter > Issuer/Authorizer.

(7) Fill out the fields in the Authorizer section shown in the lower screen.(Fill out the fields enclosed by the red box.)

(8) Click “OK“ at the top of the screen, and return to the General screen.

General screen

(6) Click Company > Enter > Issuer/Authorizer.

(7) Fill out the fields in the Authorizer section.

EpsonRequest

Answer file

¶.5.2

¶.5.1

¶.5.4 ¶.13.1, ¶.13.3¶.13.4, ¶.13.5

¶.5.5

¶.5.6¶.5.7 ¶.5.8

¶.11.1 ¶.11.2¶.11.4

¶.11.5 ¶.11.6

¶.11.7

¶.11.8¶.11.9

(9) Confirm that the “Preparation Date”, “Authorization date” and the “Valid from” date are entered.

(10) Click “Error Check” on the bottom of the General screen, and confirm that there are no errors.

(11) Click “Output (Authorization),” and check the content of the Authorization screen that appears.

(12) After checking the Authorization screen, click “Authorize/Output.”

(13) Type in the file name.(14) Click “Save.”(15) E-mail the saved file to the

requester at Epson.

(10) Click “Error check.” (11) Click “Output (Authorization).”

(12) Click “Authorize/Output.”

(14) Click “Save.”

(13) Type in the file name.

(9) Confirm that the “Preparation Date”, “Authorization Date” and “Valid From” fields are entered.

Responsible information transfer- Conforming to chemSHERPA usage rules issued by JAMP - “Responsible information transfer” refers to the transfer of accurate, authorized information

about substances in products. It means that an organization has made every effort to ensure accuracy based on information from its suppliers as well as on its own knowledge. It also means that the information has been authorized in accordance with procedures prescribed by the organization by an individual with responsibility for substances in products.

Product suppliers shall prepare compliance assessment information for articles based on the data specified in the Area field and transfer it to customers as ”responsible information.” The accuracy of compliance assessment information shall correspond to the value of allowable content as stipulated in regulations that are the basis of the Area.

“Responsible information transfer” does not mean that information requesters shall force information providers to continue to search for information that they have no way of obtaining or force them to conduct detailed analyses with high-precision instruments.

Trading companies, fabless operators, and contract manufacturers shall examine information from suppliers and transfer it to downstream operation as if it were their own, to ensure responsible information transfer.

Guide to creating chemSHERPA dataExplanatory materials, manuals, movies, and learning tools for chemSHERPA are available on the METI website and on the chemSHERPA website.Please review the information on them to learn more about filling out the chemSHERPA files.

http://www.meti.go.jp/policy/chemical_management/english/cip-e_index.html

https://chemsherpa.net/english

METI website:

chemSHERPA website:

Revision history

Rev. Date of Revision Page Revised ContentBefore ⇒ After

Reason

1.0 August 29, 2018 All ・Rev. 1.0 was issued

2.0 March 27, 2019 7 ・https://chemsherpa.net/chemSHERPA/tool/⇒https://chemsherpa.net/tool・https://chemsherpa.net/chemSHERPA/english/tool/⇒https://chemsherpa.net/english/tool

URL Change

34 ・https://chemsherpa.net/chemSHERPA/english/⇒https://chemsherpa.net/english

URL Change

epson group explanatory material for chemsherpa · each paragraph colored in red shows item numbers...

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