Greenhouse Gas Emissions Reporting Program: Step by Step Instructions
This document provides step-by-step instructions for accessing the Single Window (SW) system to create and submit your greenhouse gas (GHG) report to Environment and Climate Change Canada's (ECCC) Greenhouse Gas Emissions Reporting Program (GHGRP).
Environment and Climate Change Canada's SW system consists of a central component called the Single Window Information Manager (SWIM) which provides access to a series of services and reporting modules, including the ECCC and Partners Greenhouse Gas Reporting module used to report GHG emissions to Environment and Climate Change Canada's GHGRP. The SW system and its SWIM component streamlines the reporting to national and various provincial jurisdictions, thus helping to reduce the reporting burden and the overall costs to governments. Provincial partners using this system for GHG reporting include Alberta, British Columbia, Ontario and New Brunswick.
SWIM allows you to:
- enter, edit or update information about your profile, organizations, facilities and contacts;
- manage roles for other users; and
- access program-specific reporting modules.
For detailed instructions on the SWIM component, please refer to SWIM Guidance.
The instructions for accessing the SW system are:
- Step 01 - Log in through GCKey service or Sign-In Partner (SecureKey Concierge - your bank account credentials).
- Step 02 - Enter SWIM and create/update your profile.
- Step 03 - Establish/verify link between your profile and your organization.
- Step 04 - Add/update/verify organization and facility information.
- Step 05 - Access the ECCC and Partners Greenhouse Gas Reporting module.
- Step 06 - Use the Reporting Dashboard.
- Step 07 - Select Reporting Options.
- Step 08 - Complete your report.
- Step 09 - Certify and submit the report.
- Step 10 - Perform other Reporting Dashboard actions.
Step 1 - Log in through GCKey service or Sign-In Partner (SecureKey Concierge - your bank account credentials).
Navigate to the SW system.
You will then be presented with a choice of logging in with a Sign-In Partner (your bank account credentials) or GCKey.
- Sign-In Partner Log In - You will be transferred to the SecureKey Concierge service and prompted to select the sign-in partner (e.g., BMO Financial Group, CHOICE REWARDS MasterCard) and log in using your banking User ID and password.
- GCKey Log In - If you are a new user, select Register. Follow the on-screen directions to create a GCKey User ID and Password, and then use them to Log In. Otherwise, if you already have a GCKey User ID and Password, enter them now.
Step 2 - Enter SWIM and create/update your profile.
After logging in, you will enter SWIM. If your account is not recognized by the system, you will be directed to the New User page. Follow the instructions below to link your account to an existing SW system profile using your email address, or create a new profile:
- Enter your email address and click Search. An email containing an Account Recovery Key will be sent to your email address.
- Copy this Account Recovery Key from the email and paste it into the field on the Redeem EC Key page which can be accessed through the left-hand menu and click Activate Key. This will link your SW profile to your User ID and password, and allow you to continue to connect to your organizations and reporting modules through the system.
Click on My Profile on the left-hand menu bar and update your information as required.
Most of the navigation in SWIM is done using the left-hand menu bar. The options on the left-hand menu bar will expand and collapse as you move up and down the left menu structure.
When you are entering or modifying data, please ensure you use the Save/Continue function regularly. A warning message will be displayed after 18 minutes of inactivity. After 20 minutes you will be logged out and any unsaved changes will be lost.
Step 3 - Establish/verify link between your profile and your organization.
Click on Organizations on the left-hand menu to display a list of the organizations your profile is linked to. If the organization you need to report on is not displayed and has reported in the past, you will need to link your profile to it. The best way to link to an organization is to obtain an EC Key from an authorized user and use the Redeem EC Key screen.
If you are unable to obtain an EC Key and wish to link to an organization already present in the database, select Request Access from the left navigation menu. You will need to identify the program you wish to report to (i.e. ECCC and Partners Greenhouse Gas Reporting), the program role you are requesting (e.g. Reporting Lead – Specific Facilities), the name of the organization, and for some roles, the specific facilities you wish to report on. This will result in a request being submitted to Environment and Climate Change Canada staff. If your request is approved, an EC Key will be sent by email within 3 business days. Copy the key and paste it in the field on the Redeem EC Key function. Roles are discussed further in Step 4.
If your organization is not present in the database, you will need to add it. Select Add a New Organization on the Organizations page. The system will prompt you to search for the organization before adding it. If the organization is not found, select Add a New Organization again and enter the organizational details.
Step 4 - Add/update/verify organization and facility information.
After clicking on Organizations, click the name of the organization you are interested in to view its details. The left menu will expand to show more options including Contacts, Parent Organizations, Manage Access and Facilities.
Select Facilities to see the organization’s facility list, add facilities, and edit details about particular facilities.
Select Contacts to add and manage basic information for individuals who will not be users of the system themselves but will be referenced in reports. The option to delete obsolete contacts is also available.
Select Parent Organizations to add parent organizations or update their information.
Select Manage Access to ensure that the appropriate people have access to the programs and facilities they need for reporting. From here, you can view all program/facility roles for users within the organization, Grant Access to yourself and/or others by generating EC keys, and delete individual roles as required.
The abilities for each role in the ECCC and Partners Greenhouse Gas Reporting module are outlined below:
Reporting Lead - All Facilities: Update organization and facility information, grant and delete access for all other users of your organization, fill out reports and submit them. [SWIM Organization Lead automatically assigned]
Reporting Lead - Specific Facilities: Update organization and facility information, grant and delete access to specific facilities, fill out reports and submit them. [SWIM Organization Lead automatically assigned]
Data Entry: Update organization and facility information, fill out reports for specific facilities but cannot submit them. [SWIM Editor automatically assigned]
Signing Authority: View organization and facility information and the reports for specific facilities, and submit the report. [SWIM Member automatically assigned]
Read Only: View organization and facility information and the report. [SWIM Member automatically assigned]
You will note that there are additional SWIM roles visible. These roles govern the ability of users to perform functions in SWIM. These can also be managed here:
SWIM Organization Lead: Update organization and facility information, grant and delete access to specific facilities.
SWIM Editor: Update organization and selected facilities information, but cannot grant or delete access to facilities.
SWIM Member: View only access to organization and selected facilities information.
Step 5 - Access the ECCC and Partners Greenhouse Gas Reporting module.
Click Home on the left navigation menu to see links to the individual reporting programs you have access to. Look for the ECCC and Partners Greenhouse Gas Reporting link. If the link does not appear, you do not have access to the ECCC and Partners Greenhouse Gas Reporting module. A role can be obtained by redeeming an EC Key (see Step 3). If this option is not available, use Request Access.
Click the ECCC and Partners Greenhouse Gas Reporting link to navigate to the reporting module.
Step 6 - Use the Reporting Dashboard
This page is a dashboard where all your reporting actions will be initiated. On your first visit, you will need to identify the facilities you wish to report on.
Within the ECCC and Partners Greenhouse Gas Reporting module, a Help drop-down menu will appear at the top of the page where additional helpful information is available. Click Help on the top menu bar and select Toggle In-Context Help to toggle the additional information on or off.
Select the reporting company and reporting year from the two drop-down menus under Report(s). The reporting year period refers to the calendar year during which the emissions were produced. The default selection is 2015.
You can report data for the 2009-2015 calendar years using the system. You can amend previous submissions that are available in the system. If a past report is not available, please create a new report and indicate in the comments area that you are submitting an amendment. If you wish to amend a GHG report submitted prior to 2009, please contact the GHGRP.
To add a facility report, click the Add New Report button. You will be directed to the Find Facility page, which displays the facilities that you are allowed to report on. You can add only one facility report at a time. To add a facility report to the dashboard, select the Add icon for the facility located under the column Actions. Please note that the Add New Report button will not appear if you do not have a program role that allows you to create a report (See Step 4).
Once the reports have been created for each facility you wish to report on, select the Edit icon located under the column Actions for the facility report you want to complete. Or select Edit from the drop-down list containing a set of available Actions for the report.
Step 7 - Select Reporting Options.
The Select Reporting Options screen requires you to identify the type of report you wish to submit. The list of options available depends on the physical address of the reporting facility. If you have not entered the facility's province under the physical address in SWIM, you need to select the province of the facility from the drop-down list before choosing the report type. The reporting options are:
Report (ECCC Only): Select this option to create a standard ECCC GHG report. (This option is available to all facilities except those in Alberta.)
Report (ECCC & NB): For facilities in New Brunswick (NB) only, this option should be selected to submit a combined report to Environment and Climate Change Canada and New Brunswick Environment and Local Government.
Report (ECCC & AB): For facilities in Alberta (AB) only, this option is a combined report that is submitted once and goes to both Alberta Environment and Parks and Environment and Climate Change Canada.
Report (AB only): For facilities in Alberta (AB) only, this option is a report that is only submitted to Alberta Environment and Parks. It is intended for facilities that meet AB's reporting criteria but do not meet Environment and Climate Change Canada's criteria (e.g. due to the different way CO2 from biomass combustion is handled in each program's threshold calculation).
Report with BC or ON Pre-population: For facilities in British Columbia (BC) or Ontario (ON) only, this option will load information from a submitted provincial GHG report (to either BC or ON) into an Environment and Climate Change Canada GHG report. Please review and modify, where appropriate, pre-loaded information to ensure it meets your reporting obligation to Environment and Climate Change Canada.
DNMC notification (ECCC): Select this option to inform Environment and Climate Change Canada that your facility does not meet the reporting criteria for the current year. If your facility does not meet the reporting criteria, but wish to submit a voluntary report, you do not need to submit a do not meet criteria (DNMC) notification. (This option is available to all facilities.)
Select the appropriate option for your facility and click Save/Continue.
Step 8 - Complete your report.
Go through the report, completing the data as prompted on each screen using the Save/Continue button.
If you need to make corrections on the Verify Facility Information page, you can return to SWIM to make these changes by clicking Home on the top menu bar. If you wish to have this screen reflect changes you have made in SWIM, click the Refresh from SWIM button at the bottom of this screen.
For your convenience, some fields have been made editable on the Verify Facility Information page. Note that changes made on this screen will only affect this report, and may be overwritten if the Refresh from SWIM button is used. If you make changes on this screen, click Save to SWIM to save the changes made here back to SWIM.
You will also need to complete the screen where you can request confidentiality. If you wish to request confidentiality, select Yes and upload a document, containing your written request to Environment and Climate Change Canada, with your report submission that includes:
- Identification of the specific information that you wish to keep confidential
- Appropriate justification and supporting documentation
Note that each screen is initially ‘Incomplete’ and will have an orange square icon with an exclamation point "!" displayed on the left-hand menu. Once all required data has been entered and saved and all errors have been resolved, the screen will become ‘Complete’ and a green square with a checkmark will be displayed. All individual screens of the report need to be completed before it can be submitted.
After leaving the last page of the report, you will return to the Reporting Dashboard screen.
Step 9 - Certify and submit your report.
Once a Report Status is 'Ready to Submit', the Submit action will appear on the Facility Reporting ‘Dashboard’ for users who have a role which allows them to submit reports. A user with the role “Reporting Lead - All Facilities”, "Reporting Lead - Specific Facilities" or "Signing Authority" will see the Submit action for facilities as long as their roles apply to those facilities. User roles are viewed and managed in SWIM (see Step 4).
Select the Submit action to navigate to the Report Submission and Electronic Certification screen. On this screen, the "Authorized Signing Officer" indicates agreement with the statement of certification and submits the report by clicking the Submit button. If a "Reporting Lead" acting on behalf of the "Authorized Signing Officer" will be submitting the report, this page should be printed (by clicking Print Statement of Certification at the bottom of the page), signed in hard copy by the "Authorized Signing Officer" and uploaded to document the approval prior to clicking the Submit button. Once the report has been submitted, it cannot be edited or deleted.
Step 10 - Perform other Reporting Dashboard actions.
In addition to the Edit and Submit actions discussed above, a number of other actions are available from the Reporting Dashboard screen (Step 6). The available actions change depending on the report status.
Select Generate Report to produce a version that can be easily printed or saved to your computer.
Select Delete to delete a report before it has been submitted (please note that you cannot delete a report once it has been submitted).
Select Update to update the most recently submitted report.
Select History to view a list of all reports for this facility for the current reporting year, in chronological order. You can view, print and save to file any report by clicking on the appropriate link to generate a report. Please retain a copy of the report and any information on which the report was based. This is a legal requirement pursuant to subsection 46 (8) of the Canadian Environmental Protection Act (CEPA) as per the latest Canada Gazette notice requiring the reporting of GHG emissions under section 46 of CEPA.
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