Greenhouse gas emissions: instructions for reporting

This guide shows you how to submit your greenhouse gas (GHG) emissions report to Environment and Climate Change Canada’s (ECCC) Greenhouse Gas Reporting Program (GHGRP).

Facilities report to the GHGRP using ECCC’s Single Window (SW) system. This SW system consists of a main component called the Single Window Information Manager (SWIM) and a series of services and reporting modules. SWIM provides access to the ECCC and Partners Greenhouse Gas Reporting module which you must use to report GHG emissions to the GHGRP. The SW system streamlines reporting to reduce reporting burden and the overall costs to governments. Provincial partners using this system include Alberta, British Columbia, Ontario and New Brunswick.

SWIM allows you to:

  • edit information about your profile, organizations, facilities and contacts
  • manage roles for other users
  • access program-specific reporting modules

For detailed instructions on the SWIM component, please refer to SWIM Guidance.

Steps to submitting your greenhouse gas emissions report

 

Step 1: log in through GCKey service or Sign-In Partner

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 (for example, BMO Financial Group, RBC, Scotiabank) and log in using your banking username and password
  • GCKey Log In:
    • if you are a new user, select Sign Up and follow the on-screen directions to create a GCKey username and password, and then use them to Sign In
    • if you already have a GCKey username 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 profile using your email address:

  1. enter your email address and click Search
  2. an email containing an account recovery key will be sent to your email address
  3. copy this account recovery key from the email and paste it into the field on the Redeem ECCC Key page which can be accessed through the left-hand menu and click Activate Key

This will link your SW profile to your username and password, and allow you to continue to connect to your organizations and reporting modules through the system.

To view or create a new profile, click on My Profile on the left-hand menu and add or edit your information as required.

Most of the navigation in SWIM is done using the left-hand menu. The options on the left-hand menu 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 15 minutes of inactivity. After 18 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 ECCC Key from an authorized user and use the Redeem ECCC Key screen.

If you are unable to obtain an ECCC 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 (in this case, ECCC and Partners Greenhouse Gas Reporting), the program role you are requesting (for example, 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 ECCC Key will be sent by email within 3 business days. Copy the key and paste it in the field on the Redeem ECCC 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 to view its details. The left menu will expand to show more options.

  • select Facilities to view, add or edit facilities
  • select Contacts to add or edit information for contacts who will not be users of the system themselves but will be referenced in reports
  • select Parent Organizations to add or edit parent organizations
  • select Manage Access to manage all program/facility roles for users within the organization
    • select Grant Access to generate ECCC Keys

The types of roles available in the ECCC and Partners Greenhouse Gas Reporting module are outlined below:

  • Reporting Lead - All Facilities: edit and submit reports for all facilities [SWIM Organization Lead automatically assigned]
  • Reporting Lead - Specific Facilities: edit and submit reports for certain facilities.[SWIM Organization Lead automatically assigned]
  • Data Entry: edit and fill out reports for certain facilities, but cannot submit them [SWIM Editor automatically assigned]
  • Signing Authority: view and submit reports for certain facilities [SWIM Member automatically assigned]
  • Read Only: view reports for certain facilities [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: edit organization and facility information and manage access to certain facilities
  • SWIM Editor: edit organization and certain facilities information, but cannot manage access to certain facilities
  • SWIM Member: view only access to organization and certain 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 ECCC 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 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 2017.

Report data for the 2009-2017 calendar years using the system. 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 us at ec.ges-ghg.ec@canada.ca.

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 edit 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.

For facilities subject to expanded reporting requirements that may have to report a specific fuel that is not identified in the master list, select Custom Fuels List to add the fuel to the master list.

Step 7: select reporting options

The Select Reporting Options screen requires you to identify the type of report you wish to submit. This list depends on the physical address of the reporting facility. If you have not entered the facility's province 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:

  • select Report (ECCC Only) to submit a report to Environment and Climate Change Canada
    • select this option if your facility is subject to expanded reporting requirements
  • select Report (ECCC & NB), for facilities in New Brunswick (NB) only, to submit a report to Environment and Climate Change Canada and New Brunswick
  • select Report (ECCC & AB), for facilities in Alberta (AB) only, to submit a report to Environment and Climate Change Canada and Alberta
  • select Report with BC or ON Pre-population, for facilities in British Columbia (BC) or Ontario (ON) that are NOT subject to expanded reporting requirements, to load data from a submitted provincial report into an Environment and Climate Change Canada report
    • please review and modify the loaded information to ensure it meets your reporting obligation to ECCC
  • select DNMC notification (ECCC) 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, select one of the above report types.

Select the appropriate option for your facility and click Save/Continue.

Step 8: verify facility information

The Verify Facility Information screen is where you view company, facility and contact information.

If you need to make corrections on the Verify Facility Information screen, you can return to SWIM to make these changes by clicking Home on the top menu. 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 screen. 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.

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.

Step 9: select facility activities

The Facility Activities screen requires you to identify the activity that your facility is engaged in. The list of activities includes:

  • aluminium manufacturing
  • cement manufacturing
  • lime manufacturing
  • iron and steel manufacturing
  • carbon capture, transport, and storage

Select None of the above if your facility is not engaged in any of the listed activities.

Facilities engaged in the above activities are subject to expanded reporting requirements as part of phase 1 of the GHGRP expansion.

Related links

  • Canada's Greenhouse Gas Quantification Requirements (For a copy please contact us at ec.ges-ghg.ec@canada.ca.): guide to the expanded reporting requirements that apply to lime, cement, iron and steel, and aluminium manufacturers, and to carbon capture, transport and storage activities
Step 10: provincial report

The Provincial Report screen will appear if you meet the following conditions:

  • if you selected an activity from the Facility Activities screen and if your facility is in British Columbia, Ontario, Nova Scotia or Quebec
  • if you selected carbon capture, transport and storage from the Facility Activities screen and the facility is in Alberta or Saskatchewan.

This step reflects the provisional option available to the above facilities for 2017 to provide their provincial GHG report as part of their report to ECCC.

Select Yes to attach and submit a provincial report as part of your report to the GHGRP. By submitting a provincial report, you do not need to go through the expanded screens for the facility activities previously identified (see Step 9). Select No to proceed to the expanded screens for the activities selected.

Step 11: report your greenhouse gas emissions

If you selected an activity from the Facility Activities screen (see Step 9) and selected No on the Provincial Report screen (see Step 10), then expanded screens will appear. You are required to enter data related to 2014 to 2017 calendar years for carbon capture, transport and storage.

Enter the required information as prompted on each screen using the Validate and Save/Continue buttons.

Sections A, B and C will require you to enter GHG emissions data by gas by emission source category. These categories include:

  • stationary fuel combustion
  • industrial process
  • industrial product use
  • venting
  • flaring
  • leakage
  • on-site transportation
  • waste
  • wastewater

A Load Activity Emissions into Section A, B & C button will appear for those who had to report information to the expanded screens. Select Load Activity Emissions into Section A, B & C to load information entered from the expanded screens into sections A, B and C of the report.

Related links

  • Technical Guidance on Reporting Greenhouse Gas Emissions: guidance for potential reporters, along with general information on methods for calculating emissions
  • Canada's Greenhouse Gas Quantification Requirements (For a copy please contact us at ec.ges-ghg.ec@canada.ca.): guide to the expanded reporting requirements that apply to lime, cement, iron and steel, and aluminium manufacturers, and to carbon capture, transport and storage activities
Step 12: request confidentiality

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

After leaving the last page of the report, you will return to the Reporting Dashboard screen.

Step 13: certify and submit the report

Once a Report Status is 'Ready to Submit', the Submit action will appear on the Reporting Dashboard screen for users who have a role which allows them to submit reports. These roles include:

  • Reporting Lead - All Facilities
  • Reporting Lead - Specific Facilities
  • Signing Authority

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 14: perform other 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 of your report 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

Please retain a copy of the report and any information on which the report was based. This is a legal requirement as per the latest Canada Gazette notice requiring the reporting of GHG emissions.

 

 

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