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Supplier Material Disclosure Training - Steelcase Reportable Substances Worksheet Steelcase. SEPT 2013 Version 1.11. Contents. Introduction Importance of material disclosure to Steelcase’s business Applicable regulations and trends Steelcase expectations for suppliers

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supplier material disclosure training steelcase reportable substances worksheet steelcase

Supplier Material Disclosure Training - Steelcase Reportable Substances WorksheetSteelcase

SEPT 2013

Version 1.11

contents
Contents
  • Introduction
    • Importance of material disclosure to Steelcase’s business
    • Applicable regulations and trends
    • Steelcase expectations for suppliers
  • Overview of Steelcase Reportable Substances Worksheet requirements
  • Overview of IPC-1752D Material Declaration Generator and the Steelcase Reportable Substances Worksheet
  • Process Overview
  • Request example

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

7. General submission procedures

8. Email your submission to Steelcase

9. Error Message interpretation

10. Common mistakes

11. Common issue in using PTC material declaration generator

12. Steelcase website where supplier can download documents

13. Contact Information and How to Get Help

1 introduction spotlight on materials chemistry
1. Introduction - Spotlight on MATERIALS CHEMISTRY

materials chemistry platform

  • Steelcase’s material chemistry objectives:
  • Develop a detailed understanding of chemical substances in our manufacturing processes and products
  • Design products and processes that minimize and eliminate chemicals of concern
slide4

Spotlight on MATERIALS CHEMISTRY

certifications, legislation + regulation

  • Ecolabels and certifications in-corporate material chemistry as well as energy measures, social impacts and health issues
  • LEED
  • Greenguard
  • Energy Star
  • Cradle to Cradle
  • SMaRT
  • BIFMA level
  • Proliferation of laws worldwide driving reporting, restriction, and elimination of toxic substances from products and manufacturing processes
slide5

Spotlight on MATERIALS CHEMISTRY

substance restriction and elimination examples

slide6

2. Overview of Steelcase material disclosure requirements

  • Steelcase Reportable Substances Worksheet
  • Steelcase will accept disclosure of material information by utilizing the Steelcase Reportable Substances Worksheet
      • You will evaluate whether any of the substances on the Steelcase Reportable Substances Worksheet are contained in the parts, materials or products you are supplying Steelcase at concentrations over 100 ppm (0.01%), and if so,
      • Report each substance and the amount contained in the product, using the IPC-1752D Material Declaration Generator
slide7

3. Overview of IPC-1752D Material Declaration Generator and Steelcase Reportable Substances Worksheet

  • IPC-1752D Material Declaration Generator
    • IPC1752 is a standard format for electronic data exchange for product environmental compliance/chemistry data.
    • The IPC-1752D Material Declaration Generator is a spreadsheet provided by Steelcase that the supplier allows you to enters your chemistry data.
    • When finished entering data, use the Material Declaration Generator to generate an xml electronic file which is then sent to Steelcase by email to Matlchem@steelcase.com.
    • Please note—It’s one part number per form – this includes unrestricted and non-regulated substances
  • Steelcase Reportable Substances Worksheet
    • For the convenience of suppliers, Steelcase has provided a spreadsheet (Steelcase Reportable Substances Worksheet) containing the list of substances that require reporting on the IPC-1752D Material Declaration Generator .
    • Suppliers who are only reporting those substances on the list must review the Steelcase Reportable Substances Worksheet to ensure they are reporting any of these substances their parts may contain.
    • The Steelcase Reportable Substances Worksheet and IPC-1752D Material Declaration Generator are bothavailable in http://www.steelcase.com/en/company/sustainability/pages/supply-chain.aspx
4 process overview
4. Process Overview

Review of key steps:

  • Check the substances you have in your product against the Steelcase Reportable Substances Worksheet
  • Create your submission using IPC-1752D Material Declaration Generator
  • Save a copy of your declaration to your local as you go in Excel spreadsheet format. Any field highlighted in grey will not repopulate from the XML declaration if closed and re-opened.
  • Check your submission by clicking on the “Run Error Check” button
  • Correct any errors found
  • Create an XML by using the “Create Declaration” button
  • Save it to your local hard drive and name your file to IPC1752_Companyname_partno
  • Email it to Steelcase at email address Matlchem@steelcase.com
slide9

5. Request example

Supplier will receive the requests sent from Steelcase like this one.

Please respond to the request by the response date with xml file attached as zip file. Send response by email to Matlchem@steelcase.com

slide10

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Load the xml file that is attached to your request email. This will automatically fill certain fields for you.

slide11

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Note:

Supplier should not make any changes to Company name if the xml is imported

Contact information:

Please change the contact name, contact phone and contact email to reflect the information of the person who submits the form or the person responsible for the chemistry data.

Response Date:

Change the response date to match the date the form is completed

Any error messages will be sent to the email contact entered in the “Contact Email” field – use a valid and correct email contact!

Other:

Do not make any other changes in the first 15 rows.

slide12

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Response Date:

Date of the completed form and submission

The correct Date format is YYYY-MM-DD-HH:MM

Month; Day; Hour and Second should have 2 digits;

Please put zero before the ones that have one digit

Please correct the format even if xml is loaded

slide13

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Supplier Acceptance:

Choose Accepted from Drop-down menu (It is populated if you load xml from your request email)

Legal Statement:

When you load the XML from your request email, the Legal Statement field will automatically fill with the Steelcase preferred legal statement.

slide14

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Legal Declaration:

In case you need to provide the Legal Declaration, please copy the following:

Make sure to double click the Legal Declaration cell to read the whole statement!

Legal Declaration:

Supplier certifies that it gathered the provided information relating to the part(s) and such information is true and correct to the best of its knowledge and belief, as of the date that Supplier completes this form. Supplier acknowledges that Company will rely on this certification in determining the compliance status of its products. Company acknowledges that Supplier may have relied on information provided by others in completing this form, and that Supplier may not have independently verified such information. However, in situations where Supplier has not independently verified information provided by others, Supplier agrees that, at a minimum, its suppliers have verified information relating to their contributions to the part(s), and the suppliers’ verification is at least as comprehensive as the certification provided by Supplier in this paragraph. If the Company and the Supplier enter into a written agreement with respect to the procurement of the identified part(s), the terms and conditions of that agreement, including any warranty rights and/or remedies provided as part of that agreement, will be the sole and exclusive basis for any liability of Supplier.

slide15

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Product Section

Part Item # / Part Description:

Part Item # and Part Description will be populated by import of the request xml. Supplier should not make any changes to these fields. Steelcase’s InSight Software is expecting to see the Part Item # and Part Description exactly as in the request XML and therefore will cause an error if you change these fields. If you feel these numbers are in error please send an email to the contact at the end of this training package.

Product Units:

Enter product units that matching the purchase part units. If the purchase part unit is not available, please enter "each."

.

slide16

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Supplier Part Section

Supplier Part # / Supplier Part Description:

Enter the correct Supplier Part # and corresponding description. It will be populated by import of the request xml. Supplier SHOULD NOT make any changes to these fields

Mass Amount and Mass Units:

Enter the weight of the part and the corresponding unit.

slide17

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Supplier Subpart Section (If needed) – This section is optional

Subpart Name:

Enter the Subpart Name if needed.

Quantity; Mass Amount and Mass Units:

Enter quantity; the weight of the subpart and the corresponding unit.

Note: the Subpart information needs to be on ONE line below the Supplier PN line, otherwise the data will be lost after uploading to the system.

slide18

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration

Weight balance:

Please make sure the weight of the supplier part is equal to the sum of subparts. If a subpart quantity is more than 1, make sure you multiply its weight by its quantity when calculating the part weight.

slide19

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Material Section

Homogeneous Material Name ; Material Group:

Enter the Homogeneous Material Name. Material Group should leave blank.

Mass Amount and Mass Units:

Enter the weight of the homogeneous material and the corresponding unit.

Note: The sum of the weights of the materials within a subpart must add up to the weight of the subpart. If there are no subparts then the materials must add up to the weight of the part.

The Homogeneous Material information must be on ONE line below the Subpart Name, otherwise the data would be lost after uploading to the system.

slide20

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Use the Steelcase Reportable Substances Worksheet to determine whether their parts contain any of the substances in the Worksheet.

In the Worksheet, Please enter the CAS#s (where not prefilled) and concentrations for any substances in SECTION ONE present over 100 ppm (0.01%) in each homogeneous material. The tool will indicate whether the CAS# entered is valid. Please copy all CAS#s and concentrations from SECTION ONE to Material Declaration Generator.

slide21

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Enter all the CAS#s and concentration in SECTION TWO that were not already entered in SECTION ONE.

Steelcase Product Environmental Compliance

Copy the CAS#s and concentrations and enter them into the Material Declaration Generator.

You are only required to enter substance in concentrations above 100 ppm (0.01%) that are present in the Steelcase Reportable Substance list (column J) e.g. CAS# 101-27-9

slide22

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Substance Section

If you find that any substance on the Steelcase Reportable Substances List is present in the homogeneous material(s) in concentrations over 100 ppm (both SECTION ONE AND TWO), then those substances must be reported as described below.

Substance Name; CAS Number:

Copy all substances on the Steelcase Reportable Substances List that are present in the homogeneous material(s) in concentrations over 100 ppm using. Paste those substances and concentrations into the Material Declaration Generator. For the remaining weight to make up the total weight of the of the part enter “MISCELLANEOUS (DO NOT DECLARE)” with CAS “00-00-0”. Please make sure that all CAS numbers are valid and correct.

% of Material:

Enter the percentage of each substance and make sure the total percentage adds to 100% , including the MISCELLANEOUS (DO NOT DECLARE) substance.

slide23

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Substance Section

If none of substances on the worksheet are contained in the product being supplied to Steelcase, then you can report only MISCELLANEOUS (DO NOT DECLARE), CAS # 00-00-0, and enter the “% of Material” as 100.

slide24

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Substance Section

RoHS exemption:

Please apply suitable RoHS exemptions with exemption number.

Example: 6(a)

BIFMAexemption:

Please apply exemption 2000 for BIFMA exemption for the following CAS #s, but only if the amount exceeds the BIFMA limit 100 ppm;

Titanium dioxide when not airborne, unbound particles of respirable size, CAS # 13463-67-7

Carbon black when not airborne, unbound particles of respirable size, CAS # 1333-86-4

Ex1; Ex2; Ex3:

In case there are more than 1 exemption used, please apply in the Ex2 and Ex3 columns, if any.

slide25

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Checking weight

Please make sure the sum of the material weights is equal to the weight of the subpart, and the sum of the weights of the subparts are equal to the total weight of the part.

slide26

6. Instructions for completing IPC-1752D Material Declaration Generator section by section

Materials Composition Declaration: Run Error Check

Finally, run an error check and correct any errors prior to submission.

slide27

7. Generate Declaration

Prepare your submission XML by clicking on the “Generate Declaration” button. Save your declaration on your local hard drive for submission to Steelcase.

8 email your submission to steelcase
8. Email your submission to Steelcase

Review of key steps:

  • Check the substances you have in your product against the Steelcase Reportable Substances Worksheet
  • Create your submission using IPC-1752D Material Declaration Generator
  • Save a copy of your declaration to your local as you go in Excel spreadsheet format. Any field highlighted in grey will not repopulate from the XML declaration if closed and re-opened.
  • Check your submission by clicking on the “Run Error Check” button
  • Correct any errors found
  • Create an XML by using the “Create Declaration” button
  • Save it to your local hard drive and name your file to IPC1752_Companyname_partno
  • Email it to Steelcase at email address Matlchem@steelcase.com
error message 1

9. Error Message interpretation

Error message 1

Make sure all the dates provided are in YYYY-MM-DD-HH:MM format.

error message 2

9. Error Message interpretation

Error message 2

Make sure email address is in correct format!

slide32

10. Common mistakes

  • Some common mistakes we’ve seen:
  • Improper exemption or missing exemption
  • Less than 100% disclosure of materials and substances
  • Provide unreasonable material declarations, such as 100% or no Aluminum in Al alloys, steel without Iron, plastic with 100% mixture of metals, etc

11. Common issue in using PTCmaterial declaration generator

  • Without starting a new row, the PTC material declaration generator will not recognize any material and substance declaration
  • An empty line in the material field will cause all material declaration after that empty line to be removed
  • An empty line in substance field will cause all substance declaration after that empty line to be removed
slide33

12.Steelcase website:

  • http://www.steelcase.com/en/company/sustainability/pages/supply-chain.aspx

Steelcase Product Environmental Compliance

You will find some downloadable documents at the right side of the page

slide34

13. Contact Information and How to Get Help

  • Steelcase provides suppliers:
  • Business process optimization
  • Technical support
  • 3rd party data package validation

Contacts:

Primary contact for guidance on

completing the required Steelcase

documentation:

Polly Leung (Hong Kong)

PLEUNG@steelcase.com

+852 -2217-2362

Additional contacts

Leslie Porter (US)

Leslie.Porter@WSPGroup.com

+ 1 (720) 272-6447.