How to report using the Single Window Information Manager: guidance

This guide will help you use the Single Window Information Manager (SWIM). Please refer to the sections below. If you require additional information or assistance, please email us at ec.gigu-swim.ec@canada.ca.

Navigating SWIM

This section outlines how both returning and new users can log into SWIM.  A video is also now available for this topic.

Returning users

If you reported using the Single Window Information Management (SWIM) system last year, follow these steps to navigate the system:

  1. go to Environment and Climate Change Canada's Single Window and select your language
  2. log in to the system using the same option you used the last time you logged in: either Sign-In Partner or GCKey
  3. verify your profile information by clicking on the My Profile tab on the left menu
  4. update the information as needed to keep it current
  5. verify your organizational information by clicking on the Organization tab on the left menu. You will have the same access and permissions as you did last year. If you can see your organization in the organization table, the facilities in the facility table and the reporting program on the home page you have the access/permissions you need to continue. If you require updated permissions, ask your Organization Lead to grant you this permission
  6. from the SWIM home page, select the Single Window partner program you wish to report to by clicking on the name of the program
  7. prepare and complete your submission/report inside the partner program section as per the program’s specific guidance. If you need help with the program report, please contact the program directly

First-time users

If this is the first time you are using the SWIM system, please follow these steps to log in.

  1.  go to Environment and Climate Change Canada's Single Window and select the language you wish to use
  2.  decide whether you want to log in through a Sign-In Partner (use your financial on-line banking credentials) or with GCKey (a secure log-in system used in federal government departments). You will need to use the same log-in option every time you enter SWIM
  3. follow the on-screen instructions to create an account. Remember your username, password and recovery questions
  4. when the confirmation message appears, select Continue to enter the Single Window system
  5. enter your email address on SWIM’s New User screen when prompted and select Search
  6. as a new registrant, you won’t appear in the system at this point. Click on Continue to navigate to My Profile
  7. From there, you can set up your profile. When finished click Save
  8.  you now have a SWIM account
  9.  you can follow the steps outlined above for “Returning users” the next time you log into the Single Window system
Connecting to your organization

This section will walk you through the process of connecting your SWIM account to an organization. A video is also now available for this topic.

Most programs using the SWIM system require that your account be connected to an organization. The organization is the top tier of the reporting structure. All of the other elements (contacts, facilities, parent organizations, and profiles) are connected to the organization even if it changes or its information is updated.

After logging into SWIM and setting up or verifying your profile, click the Organizations tab on the left menu.

The name(s) and business number(s) of the organization(s) you are connected to will be displayed. If your organization is not listed here, you will need to either establish a link to it or add the organization to the system.

Once you link your profile to an organization, your profile is displayed on the Organization page.

The three ways to connect to an organization are outlined below.

Get access through your organization’s SWIM Organization Lead

This is the fastest way to get access to your organization.

  • contact your SWIM Organization Lead
  • your SWIM Organization Lead will send you an ECCCKey by email
  • copy and paste that ECCCKey to the Redeem ECCCKey page and select Redeem (See Access to your organization for more information)

Get access through SWIM

  1.  go to the Organization tab on the left menu
  2.  click Add a New Organization
  3.  search for your organization
  4.  if you can’t find your organization, broaden your search criteria by shortening the name to try and find different spellings of the name
  5.  click on the name of your organization in the table results
  6.  choose which reporting program you need to access (choose Single Window Manager to gain access to the organization only)
  7.  choose the program role you need
  8.  choose the specific facilities (if applicable)

This will send a request to the SWIM help desk. Processing these requests can take up to three business days. Follow any instructions sent by email in order to gain access to your organization.

Create your organization in SWIM

  1. select Add a New Organization on the Organizations page
  2. enter your organization’s name or business number and click Search
    • if you can’t find the organization, broaden your search criteria by shortening the name to try to find different spellings of the name
  3. if you can’t find your organization through Search, select Add a New Organization
  4. complete the organization profile page as completely as possible and click Save. You are the SWIM Organization Lead of this newly created organization. You can grant yourself access to reporting programs and grant others access to the organization and programs
Managing your facilities

This section will tell you how you can manage access to your facilities in SWIM and maintain specific information about those facilities. A video is also now available for this topic.

Some programs in the SWIM system require your account to be connected to a facility. After logging into SWIM and setting up or verifying your profile and organization, you can verify your facilities.

See which facilities you have access to

  1. go to the Organizations tab on the left menu
  2. click on the name of the organization
  3. go to the Facilities tab on the left menu
    • all facilities associated with the organization will be listed, regardless of whether or not you have permission to access them
    • the facilities you have access to will be hyperlinked

Get access to other facilities in the organization

The fastest way to get access to other facilities already under your organization is through your SWIM Organization Lead.

  • contact your SWIM Organization Lead
  • your SWIM Organization Lead will send you an ECCCKey by email
  • copy and paste that ECCCKey to the Redeem ECCCKey page and click Redeem (See Access to your organization for more information)

If your Organization Lead is not available, you can request access through SWIM.

  1. go to the Request Access tab on the left menu
  2. select the required program
  3. select your required role
  4. enter the name of the organization
    • if the search does not find anything, shorten the name of the organization or check the spelling
  5. Ii you’ve chosen a facility-specific role, you must choose a facility
  6. if the role was an organization role, you will get access to all facilities within the organization

Add a new facility to an organization

  1. go to the Organizations tab on the left menu
  2. select the organization to add a facility
  3. go to the Facilities tab on the left menu to display a list of facilities connected to the organization (if any)
  4. if there are already facilities connected to the organization, you will see them listed
    • if you have access, the facility name will be hyperlinked
    • if you require access to a facility, please see the section above: “Get access to other facilities in the organization”
  5. to add a facility that is not already connected to your organization, select Add a New Facility
  6. search the database by facility name or postal code/zip code, to see if the facility is already in the system

There are three possible results from your facility search:

  1. the facility is found, but is already linked to another organization (facility will have a hyperlink)
    • select the facility name to refresh the page to see which organization it is already connected to
    • if it is connected to a different version of the organization you created, get access to this organization instead of using the duplicate you created
    • if you need to add the facility to your organization because the facility was purchased by your organization, select Add Facility next to the facility name and follow the instructions to request a trade.
  2. The facility is found, but it is not linked to any organization
    • the facility name will appear in the search results, but there will not be a hyperlink
    • select Add this Facility next to the facility name
    • on the next screen, select Submit to link to this facility without ECCC approval
  3. The facility is not found
    • broaden your search criteria by shortening the name to try to find different spellings of the name
    • if it is still not found, select Add a New Facility to open the facility profile page
    • complete all mandatory information on the page including the three address tabs. Please ensure that if your facility does not have a physical address that you complete the geographical address tab
    • select Save

NAICS, Identifiers and Permits

On the NAICS, Identifiers and Permits page, there are three separate tabs for your facility information. Enter all information for each tab that applies to your facility.

NAICS

We are currently using the 2017 NAICS. Returning users should verify that the NAICS codes selected last year are still appropriate.

You can add up to three NAICS codes per facility. You can access the codes by using the blue search icon. The codes will be listed as primary, secondary and tertiary according to the order you enter them.

If the NAICS code look-up tool is slow to open, you may need to upgrade your browser.

Identifiers

If you are a first-time reporter, you should enter the identifier provided by the program. If you are a returning reporter, you do not have to change the identifier.

If you want to update or change the identifier, select the program from the drop-down menu and enter the new identifier. Identifiers that do not appear in the drop-down menu are assigned and managed by Single Window partner programs and you cannot change them.

Please note that some program identifiers can’t be changed without notifying the program directly.

Upstream oil and gas facilities can now enter multiple Petrinex/provincial facility identifiers or license numbers if required.

Permits

Enter any permits that are relevant to your facility. You can also delete out-of-date or incorrect permits.

Stacks

Some partner programs require you to assign certain emissions to stacks at your facility. Before entering this data in the partner program, you need to set up Stacks in SWIM. You can do this by;

  1. open the facility’s Stacks page
  2. go to the Organizations tab on left menu
  3. select the organization to add stacks.
  4. go to the Facilities tab on left menu
  5. select the facility to add stacks
  6. go to the Stacks tab on left menu
  7. select Add a New Stack
  8. complete (at a minimum) all fields marked with a red asterisk., click save
  9. if your facility has a provincial identifier for the stack add this to the stack profile page as well
  10. select Save again
Managing access to your organization

This section will show you how to grant access to other users in your organization for various programs. A video is also now available for this topic.

Some programs (partner program) require assigned roles to determine how users interact with data (such as organization, facility, contact and parent company information) and reports. Other programs (public access) allow any user with a SWIM profile to access their data.

The following outlines, by partner program, how the different levels of users can interact with the data.

Single Window Information Management system  

SWIM Organization Lead
  • the user that creates the organization is automatically assigned this role
  • can update organization and facility information
  • can grant and delete access for all other users
SWIM Editor
  • can update organization and facility information
  • cannot grant or delete access for other users
SWIM Member
  • can view organization and facility information
  • cannot edit records
All SWIM roles provide automatic access to
  • Chemicals Management Plan
  • CEPA pollution prevention planning (P2)
  • Electronic PCB reporting
  • Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations
  • Low Carbon Economy Fund

ECCC Greenhouse Gas reporting program, BC Greenhouse Gas, ON Greenhouse Gas, NPRI and partners

The SWIM role is automatically assigned depending upon which role is granted.

Reporting Lead (all facilities)
  • the SWIM organization lead role is automatically assigned to this individual
  • can update organization and facility information
  • can complete and submit reports
  • can grant and delete access for other users within organization
Reporting Lead (specific facilities)
  • the SWIM organization lead role is automatically assigned for the specific facilities
  • can update organization and specific facility information
  • can complete and submit reports for specific facilities
  • can grant and delete access to specific facilities
Data Entry (specific facilities)
  • the SWIM editor role is automatically assigned to this individual
  • can update organization and facility information
  • can complete, but cannot submit, reports for specific facilities
Signing Authority (specific facilities)
  • the SWIM member role is automatically assigned
  • can view, but cannot edit, organization and facility information
  • can submit reports
Read only (specific facilities)
  • the SWIM member role is automatically assigned
  • can view, but cannot edit, organization and facility information
  • cannot submit reports

Effluent Regulatory Reporting Information System (ERRIS)

The SWIM roles are not automatically assigned.

Wastewater System Effluent Regulations (WSER) Signing Authority
  • can enter data
  • can approve submitted reports
WSER Regulatee
  • represents a wastewater facility affected by the WSER and/or a provincial wastewater permit
  • can enter reporting data

Environmental Emergency Regulations Reporting System (E2)

The SWIM Member role is automatically assigned.

Regulatee or Contractor
  • can complete reports
  • can submit reports
Public Safety Authority
  • can view limited facility information for sites within their province
  • cannot submit reports

Environmental Effects Monitoring Electronic Reporting (EEMER)

The SWIM Member role is automatically assigned.

Regulatee
  • can enter data
  • can submit reports
Lab consultant
  • can enter data
EC coordinator
  • can view and unlock submitted reports
Authorization officer roles
  • Authorization role
Pulp and paper Effluent regulation (PPERA) - Alberta Authorization Officer
  • Authorization role for province of Alberta
Pulp and paper effluent regulation (PPER) - Saskatchewan Authorization Officer
  • Authorization role for province of Saskatchewan

Grants and Contributions Enterprise Management System (GCEMS)

The SWIM role is automatically assigned when the GCEMS submitter role is granted.

GCEMS Submitter
  • the SWIM editor role is automatically assigned to this individual
  • can update organization and facility information
  • can create applications
  • can approve submissions

Mine Effluent Reporting System (MERS)

The SWIM roles are not automatically assigned.

Metal and Diamond Mining Effluent Regulations Consultant or Laboratory User
  • consultant and laboratory user can enter data into the Mine Effluent Reporting System on behalf of the regulatees. The user cannot modify data or submit reports
Metal and Diamond Mining Effluent Regulations Regulatee
  • regulatee user can enter and modify data in the Mine Effluent Reporting System and submit reports

Multi-Sector Air Pollutants Regulations (MSAPR)

The SWIM role is automatically assigned depending upon which role is granted.

Data entry
  • the SWIM Editor role is automatically assigned
  • can update organization and facility information
  • can enter data
  • cannot submit reports
Authorized submitter
  • the SWIM Organization Lead role is automatically assigned to this individual
  • can update organization and facility information
  • can enter data
  • can submit reports
  • the first Authorized Submitter role for the organization must be created by ECCC staff through Request Access; however, subsequent authorizations can come from within the organization

Products Containing Mercury Regulations (PCMR)

The SWIM roles are not automatically assigned.

Data entry
  • can manage the organization’s information
  • can enter data
  • cannot submit reports
Authorized submitter
  • can manage the organization’s information
  • can enter data
  • can submit reports

Renewable Fuels Regulations Electronic Reporting System (RFRERS)

The SWIM role is automatically assigned depending upon which role is granted.

Authorized Official
  • the SWIM Organization Lead role is automatically assigned to this individual
  • can update organization and facility information
  • can grant and delete access for other users in organization
  • can complete reports
  • can submit reports
  • the first Authorized Official role for the organization must be created by ECCC staff through Request Access; however, subsequent authorizations can come from within the organization
Data Entry
  • the SWIM Member role is automatically assigned
  • can update organization and facility information
  • can complete reports
  • cannot submit reports
Read Only
  • the SWIM Member role is automatically assigned
  • can view, but cannot, edit information
  • cannot submit reports

Road Salts – Annual Report (RSAR)

The SWIM Editor role is automatically assigned.

Road Organization
  • can view, edit and submit reports

Vehicle Engine and Emission Reporting Registry (VEERR)

The SWIM roles are not automatically assigned.

User
  • the automobile manufacturer account is only available through the VEERR program

Request access

If this is your first report to ECCC from your current organization, you must get an ECCCKey from your organization’s SWIM Organization Lead or program reporting lead.

The fastest way to get access is through your SWIM Organization Lead.

  • contact your SWIM Organization Lead
  • your SWIM Organization Lead will send you an ECCCKey by email
  • copy and paste that ECCCKey to the Redeem ECCCKey page and select    Redeem (See Access to your organization for more information)

If you can’t reach your SWIM contacts, complete the following steps:

  1. go to the Request Access tab on the left menu
  2. select the program you need to access
    • to access the Chemical Management Plan, CEPA Pollution Prevention Planning, ePCB or Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations, select Single Window Information Manager
  3. select the level of access you require
  4. in the search window, enter the organization name or the business number of the organization you are trying to access
  5. select the organization in search results
  6. in you have selected a role that requires access to a facility , select the facility
  7. the details of your request will be displayed in the Request Access Confirmation screen and ECCC will send you an automated confirmation immediately and will respond to your request within three business days

Grant Access

If you are the SWIM Organization Lead, you can grant access to others in the organization immediately by completing the following steps:

  1. go to the Organizations tab on the left menu
  2. select the name of the organization to which you are granting access
  3. go to the Manage Access tab on the left menu
  4. click on the Grant Access button at the top of the page
  5. select the required reporting program
  6. choose the role you wish to assign
  7. select the applicable facilities if the role requires it
  8. enter the number of keys you wish to create – one per person – and click the Generate button
  9. you will receive automatically generated codes – one for each person
  10. copy the codes and send the key(s) to the team member who requires access
  11. team members will redeem their keys in the Redeem ECCCKey section of the left menu

Remove Access

SWIM organization leads can remove team members access to their organization by selecting an organization and selecting the Manage Access tab on the left menu. Select the person you wish to remove and select Delete. If an employee leaves the organization or changes roles within the organization, it is a good practice to remove that employee.

Redeem ECCCKey

ECCCKeys are alphanumeric codes that connect users to the system. ECCCKeys can be created by SWIM Organization Leads and by ECCC administrators. Follow these steps to redeem a key:

  1. go to Redeem ECCCKey on the left menu
  2. copy and paste your key into the box indicated
  3. select Activate Key

Do not copy any spaces before the key or you will receive an error message.

The key can only be used once.

Recovering your account

This section will show you how to recover your SWIM account if you have forgotten your log-in information. A video is also now available for this topic.

If you have forgotten your GCKey log-in information and you need to create a new one, follow these steps to reconnect to your old account permissions.

  1. create a new GCKey and log in to SWIM
  2. the New User screen will open. Enter your email address and select Search
  3. if your email address is the same as for your old account, you will be emailed an Account Recovery Key code
  4. select Continue to redeem the key
  5. copy the alphanumeric code from the email
  6. paste the code into the box on the Redeem ECCCKey page and select Activate
  7. navigate to the home page. Your reporting program links will appear, and your old account will be linked to your new account
  8. all of your organizations and facilities will be available to you

If you have a new email address, the recover account process will not work. Ask an Organization Lead for access or request access through the system.

Managing your contacts

This section will show you how to create or delete contacts in SWIM. A video is also now available for this topic.

Most programs in the SWIM system require you to list some contacts in the report you are submitting. These contacts may or may not have access to SWIM. If the contact is not already registered in SWIM, you must add them as a contact by completing the following steps:

  1. go to the Organizations tab on the left menu
  2. select the organization to which you wish to add a contact
  3. go to the Contacts tab on the left menu
  4. select Add a New Contact
  5. complete and save the mandatory information (given name, family name, email address)
  6. deleting a contact does not delete the contact’s access to SWIM or any permissions he/she may have
Managing your parent organizations

This section will show you how to add parent organizations in SWIM. A video is also now available for this topic.

Some programs in the SWIM system require you to list your parent organizations in the report. The parent organization is the highest-level company or group of companies that own or directly control the reporting organization or facility.

To add a parent organization, complete the following steps:

  1. go to the Organizations tab on the left menu
  2. select the organization to add a parent organization
  3. go to the Parent Organizations tab on the left men.
  4. select Add a New Parent Organization
  5. complete and save the mandatory information marked with an asterick
  6. the business number is mandatory if your organization has a Canadian address
  7. you can now add more parent organizations if applicable
Glossary

This section is a handy reference that gives more information about specific terminology used in the different Single Window Information Manager (SWIM) system data fields.

If you aren’t sure what to enter in the SWIM system data fields, check the descriptions and examples below:

Glossary terms
Word Definition
Alberta approval number The first eight digits of the facility approval or registration number under Alberta’s Environmental Protection and Enhancement Act.
Business legal name The legal name of an organization as of the end of the reporting year.
Business number The nine-digit business number issued by the Canada Revenue Agency for corporate income tax, import/export accounts, payroll deductions or GST/HST.
Copy to Physical This is a feature that allows you to complete the mailing address section in SWIM and if the location of your company is the same as the mailing address then you can just click the button and the whole address will be copied over to the physical address as well.
Delivery mode Used by Canada Post if recipient doesn’t have an actual mailing address. This mode does not affect the majority of people. If you have this situation choose a special type of delivery (General Delivery, Rural Route, Suburban Services, Post Office Box or Mobile Route).
Data Universal Numbering System (DUNS) number The DUNS number is a unique nine-digit number that D&B (formerly Dun and Bradstreet) uses to identify companies in its financial database.
ECCC Key This is a code that is created by Environment and Climate Change Canada in order to give you access to either an organization, a program or your old account. ECCCKeys only need to be redeemed once. The permission will last until it is removed by someone in your organization.
Email Your personal business email address
GCKey This is the login process required to enter SWIM. This process is managed by the Treasury Board and is secure.
Grant Access The process that the SWIM Org Lead uses to give and remove access to the organization and/or programs.
Land survey description The dominion land survey type in the format: quarter-section (2 digits), township (3 digits), range (2 digits) and meridian (W + 1 digit), such as: NW-01-012-01-W5.
Language of correspondence Your preferred language of correspondence.
My Profile The information you enter should be personal information not company information. This section of SWIM is used for contacting you if needed.
National topographical description The national topographic land description in the following format: A-111-B/222-C-33.
North American Industry Classification System (NAICS) code Use the Statistics Canada search tool to find the six-digit NAICS code that best describes your facility’s primary activity.
Parent Organizations A parent company is a company that owns enough voting stock in another firm to control management and operation by influencing or electing its board of directors. The company is deemed a subsidiary of the parent company.
Percentage owned The parent organization’s share of ownership.
Permits Include the issuing agency and full permit number for any permits issued to the facility.
Physical address Physical addresses may be reported in a number of different formats (including civic address or dominion land survey). One physical address type must be reported completely.
PO box or rural route number If you have one enter only the numeral.
Position Your organizational title.
Relationship type Select the drop-down option that best describes the relationship between an organization and a facility.
Request Access This process sends an email to ECCC asking for access to an organization. ECCC will always refer you back to your SWIM Org Lead within your organization first.
UTM If applicable, enter the Universal Transverse Mercator for the facility location in the format: Zone (2 digits), East (6 digits), North (6 digits).
Web Site your company’s website.
List of federal and provincial partners currently using Single Window Information Manager

Below are the programs currently using Single Window. To contact anyone one of these programs please refer to our contact page.       

  • Alberta Environmental Protection and Enhancement Act
  • Alberta GHG Reporting: Specified Gas Reporting Regulation
  • British Columbia Greenhouse Gas Reporting Program
  • Canadian Fuels Association
  • CEPA Pollution Prevention Planning
  • Chemicals Management Plan
  • Chemical Industry Association of Canada/National Emission Reduction Masterplan
  • Climate Action Incentive Fund
  • Effluent Regulatory Reporting Information System
  • Environment and Climate Change Canada's Greenhouse Gas Emissions
  • Environmental Effects Monitoring Electronic Reporting
  • Environmental Emergency Regulations Reporting System
  • ePCB Reporting Program
  • Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations
  • Grants and Contributions Enterprise Management System
  • Low Carbon Economy Fund
  • Mine Effluent Reporting System
  • Multi-Sector Air Pollutants Regulations
  • National Framework for Petroleum Refinery Emission Reductions
  • National Pollutant Release Inventory
  • New Brunswick Environment and Local Government Greenhouse Gas Reporting Program
  • Nova Scotia Quantification, Reporting, and Verification of Greenhouse Gas Emissions
  • Ontario Greenhouse Gas Reporting Program
  • Ontario Regulation 127/01
  • Ontario Toxics Reduction Act
  • Output-based Pricing System
  • Products Containing Mercury Regulations
  • Renewable Fuels Regulations Electronic Reporting System
  • Road Salts Annual Report
  • Saskatchewan Greenhouse Gas Reporting Program
  • Vehicle Engine and Emission Reporting Registry
About Single Window Information Manager

Environment and Climate Change Canada's Single Window was initiated to reduce the administrative cost and paperwork burden of regulatory compliance.

It was created in response to the government’s Paperwork Burden Reduction Initiative (PBRI) and was driven by federal/provincial collaboration through the Canadian Council of Ministers of the Environment (CCME) and the federal government’s Clean Air Regulatory Agenda (CARA).

Creating one place where industry could report emissions data has allowed for a more efficient and effective reporting process, which supports the shared interest across jurisdictions in tracking and reporting progress on the reduction of greenhouse gas emissions and pollutant releases. This represents an important first step in reducing the reporting burden and cost to industry and governments.

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