STANDARD USER GUIDE - Kent County Council
Contents
1. SWIMS STANDARD USER GUIDE Kent Kent Count mprovement and Efficiency 4 pele South East kent gov uk Contents OUR MN aa sage asin E E E E NT A EE AE E A E A T E 2 62 a E E E E A een eee 3 How the system works the proceSS oeneesnssenseenseeeserrsrrrsrresrresrrrssresrresrresreesreesrresrreseeeseereresreesreeseeesss 4 PUI POr SWIMS at crescent aea ete ne passe E E A 5 STEP 1 Log in to SV UIV Sivisusincssesackedsiaaecsiciiescdansndecssabiatedianncseniaiiatesecinantaobiabrinaraaeteiedietediaumansniaiuetinssantens 6 EPE EEEE eee ee ee ny T E A E ren E ETTE 6 STEP 3 Recording Impacts ie vndesedicicacnssecnccsdunscdesteands sade yoaeseevaciaaidtnandsadtaada td cpncadeavendnaidivaudcetteadasseevadesseeeans 7 EPE Ee Ee a A E A A S 8 STEP 3 2 Cost Details isspiss ar EAEE E Ea N EE 9 STEP 3 3 Reputation Detall ansin EE a a 9 STEP 3 4 Locality Details oe ne eer cs eee a ee nes ne ne en ae ne eee eee meee ene ee emer rere 9 STEP 3 5 Recording REsSpON SES eee en ee ee ec ee ee ee 10 STEP 4 Generating your Event Report c cccccsccssccseccseccseccsecenecuecseceseceseceneeeueeeueeseceseeeeeeeeeeetes 11 Annex L Example REPO See Re re ee ee Pee eee ee eee eer ae 12 Introduction What is this guide and who should use it This guide has been produced for users of the online Severe Weather Impacts Monitoring System SWIMS to capture impacts from and responses to severe weather events for business units and orga2. Damis Doais Omaa ante Datla Impact Responses development of monitoring r nae eee click the Add bution Pisase ensure that the record does met abeady most before addy p ro ce S S e S raran Use the Rasponse Dascnptise ink in the resuite gaid to display further empact response detads Sustainatiny amp Chmate No impact reponses found Chan TED oo 2 Response Type Please indicate whether this is a short or long term response 3 Response Effectiveness Please indicate how effective you feel the response was is High Medium or Low 10 4 Response Cost Please record the financial cost of the response where possible If the costs are not immediately known you may log back on to SWIMS at any time to update this information 5 Description This field is a free text box allowing further details about how you ve responded during this event to be recorded You can now press Add on the Impact Responses screen to add another response record or click on an existing category in the grid displayed on the screen to amend information or Delete a record Press Finish to save information on how your service has responded to the event You have now finished the data entry process for SWIMS and will be diverted back to the Maintain Event screen You can now log off of SWIMS or run a report to summarise the data you ve recorded for the event STEP 4 Generating your Event Report Reports form a key part of
3. Flooding Type if applicable sa j an re oaen n e dick the Add bution Plaase enaure that the roced does mat already asst a If you have ticked that flooding has a ee ES occurred during the severe weather Sinat Se Tea EE E TE CoS event you will be able to select the tan ME 14 Toe type of flooding that has occurred from the drop down list of options available e g surface flooding E eae 694236 You will now need to add an impact category categories for your service b Click on the Add button to the right of the screen c Select the type of impact that affected your service from the drop down list of categories available Click Next You will now be able to record numerical information for the type of impact experienced such as the number of schools or staff affected depending on which impact category is selected There is also a Description field enabling you to capture more information on how your service has been impacted during the event d Once this information has been recorded and you ve clicked Next the impact category should now appear in a grid displayed on the Maintain Basic Details screen Click Add to add another impact category and record more information or click Next to move to the next stage of the Impact Wizard Note If you would like to include an additional impact category to the drop down list contact your SWIMS administrator using the contact details on the l
4. SWIMS enabling your service or organisation to assess its current vulnerability to severe weather and build a clear business case for taking appropriate action and informing future decisions 1 To generate a report for your team organisation click on Reports in the left hand navigation menu of You ae hue WMS v Repo the SWIMS screen CO sect Report E This Syne means that you must anber this isfonmabon Please specify report in order bo wew reports on thre afte you need to disable ay pop up bocker 2 Select Organisation report to runa P Kant SMS report for your team and organisation Sst 8 Cite ETE iici ewe County Hali Meaidetone i Keni MEV 1 E i pays Note to run a report for all organisations in Kent depending on SURS S kangasuk whether data sharing has been agreed on registration please contact your SWIMS administrator 3 You must now select the event for which you would like to run a report Please select the relevant Event Code from the drop down list of events available 4 Click Run to run the report for your organisation and team 5 You will now be able to use File gt Save as on the menu at the top of the browser screen to save the pdf report generated to the desired location on your computer You can also print the report from here Please find an example of an Event Report in Annex 1 11 Severe Weather Impacts Monitoring System SWIMS Organisation N
5. details including your name email address password and administrative centre Kent The email address and password you create here will serve as your login details for SWIMS Please note that severe weather notifications will also be sent to this email address Therefore please ensure to register an email which is regularly checked by the SWIMS user s within your team If you provide your own email address on this screen the notification will be sent to you alone and you must forward the alert to other SWIMS users within your team Note You may find it useful to identify one individual in your team to record impacts responses for your service to prevent duplication of data 5 Click Next again to register information about your organisation and the business unit service you work within Note If your organisation is not listed on the drop down menu please contact your nearest SWIMS administrator who will add your organisation to the list and notify you to continue with registration 6 Click Finish to submit your registration details to the system administrators You will receive a message on screen confirming your registration details have been sent 7 You will now need to await approval from your nearest Admin centre SWIMS administrators will notify you when registration has been approved via the email you ve provided upon registering You your team will then be able to login to the SWIMS application ST
6. time by logging back into SWIMS and searching for the existing event and impact record you wish to update STEP 3 3 Reputation Details This screen enables you to record whether the reputation of your team service or business unit has been positively or negatively affected by the event This could be through compliments or complaints received etc and can be recorded using the free text box on this screen STEP 3 4 Locality Details This screen allows you to identify where the impacts you are recording have occurred If you selected that flooding had occurred in Step 3 1 you will also be Hens tome Zo Rapa tuscaty s Search Event als als als ta able to record the location of the flooding Rapors E PPPE 8 aymbel means that you must emer the information nen i oe Please select the Impact Localities Sustanabilty amp Climata 1 Click the localities button to record Coty Ho ret locations for the impacts or flooding eo you ve experienced SWIMS hont govak ptaase provide Flooding Locality Details 2 Please use the tick boxes to indicate where the impacts have occurred E Locations can be recorded either at town level or borough district wide not both Click Next 3 Locations which have been recorded will be displayed back on the Maintain Locality Details screen 4 To record that the impact occurred across a whole borough district tick the box of the borough district without selecting t
7. EP 1 Log in to SWIMS 1 Once you have received an email from ovvimsS on Veaiher imgs Mbnitonng oy Simm the SWIMS administrators to confirm you are registered as a Standard User please open your web browser such as ie Internet Explorer or Firefox and go to Plaane request a new pansion i you hare forgotten your password i SWIMS website Currently ihik ote i bat exginenced Fi intemet Explarer 6 7 or 3 Plise tole thet cocued mual be erakled in uae Ihia wabite h tt we b a S ke n t SOV uU k KCC SW M S Plassa angura that your brrwger hag jagenpl anabled ceheresa thea wab aiia wil met function eomacily z a Thig symbed mess yeu mani enter ihig imamnaian Web Sites Public Unsecure Login aspx Emall Addrews Password 2 Please enter your login details email address and password created upon registration STEP 2 Search Event When a severe weather event occurs across the county KCC Emergency Planning will log the event onto SWIMS and alert you via the email address you have provided when registering The email alert will contain a reference code for the event such as that shown below Severe Weather Impact Monitoring SWIMS EVENT ALERT Reference EV000003 Borough s Ashford Canterbury Dartford Dover Maidstone An event which may impact your services has been identified Please log on to SWIMS with the reference code given above and register any impacts you experienced Please only log
8. ame Kent County Council Severe Weather Event Event Code Start Date End Date Category EVOO0004 12 August 1228 12 August 1226 Stoms and gales including downpours This report has been generated by the Severe Weather Impacts Monitorning System SVMS developed by Kent County Council im collaboration weth Kent Partners and IESE 12 Executive Summary Severe Weather Event Event Code EVOO0004 Start Date 12 August 122 End Date 12 August 1220 Category Stooms and gales imcduding downpours Boroughs and Districts Impacted by Event Shepway Weather Data Collected Temp Temp Temp Mean Celsius Celsius Celsius Speed Knots Folkestone D i Es Hythe Gust Knots Daily Duration Rain of rum Rainfall 100 00 _ 100 00 Level Metres 13 Organisational Summary Costs to Organisation from impacts of Event 117000 00 Costs to Residents from Impacts of Event 000 Costs to Organisation from Responses to Event FO Departments Impacted by Event Deparment Duration of Impact Cost of Impact Cost of Response Emengency Planning KOC 2 00 Hours 117000 00 0 00 Flooding Type Surface Localities Affected by Flooding Department Emergency Planning KCC Folkestone Hythe Localities Affected by Impact Department Emergency Planning KCC Folkestone Hythe Department Impacts Department Category Schools Calls Staff Service Properties Receved Affected User Affected Resident
9. eft hand navigation menu of the screen 5 For details on flood types please visit http www environment agency gov uk homeandleisure floods 31652 aspx 6 These categories have been identified through previous project work on a Local Climate Impacts Profile LCLIP This project looked at how services across Kent have been impacted by severe weather in the recent past Note You can click on the cancel button to move back through the wizard at any point Your data will not be lost on the current section of the wizard unless you navigate away from the web page or refresh the browser web page STEP 3 2 Cost Details The Cost Details screen enables you to record the financial cost where known to your service from the impacts experienced during the event SWIMS is intended as a decision support tool and so by recording this information a cost benefit analysis can be carried out to inform future actions 1 Cost a Please indicate how much the impacts cost your service or service users residents If you do not know please record a O but ensure that this is noted in the description field to differentiate between no cost and_unknown cost 2 Description a This box can be used to provide further information as to how the cost was incurred e g staff time structural damage etc Note If you do not know the costs to you service when entering data into the system you can come back and update the information at any
10. ent Business Team Kent Kent SMS Sustainability amp Climate Change Im cta House County Haf Maidstone ME14 14 Kent Diz 64235 oWIMS kent gov uk Telephone Email pig p4 Simmo 1 icanten net sarani agna com hayrekl1 cantum net dimatechangegk ent gov uk 01622 220000 Trans porta kent gov uk 15 A Contact Us This guidance note has been produced by the Kent administrative centre SWIMS Kent Climate Change Team Kent County Council Invicta House County Hall Maidstone Kent ME14 1XX 01622 694236 b amp ISWIMS kent gov uk mprovement and Efficiency South East Kent SWIMS has been developed County by Kent County Council in Council collaboration with Kent EGEE AlS Kent gov uk Kent County Council 2011
11. he symbol which if pressed will display a list of towns within that borough district Back on the Maintain Locality Details screen the location name will display the character BD to indicate that a whole borough district has been selected Click Next to move through to Stage 5 of the wizard Click on the Finish button to save the data you ve recorded so far in stages 1 4 of the Impact Wizard This information is now stored in the system and you can go back to update this information at a later date if required however always ensure that you have saved any changes on this screen or your data will be lost You can now either continue with Stage 5 of the wizard to record information on how your team business unit is responding to the severe weather event or come back at a later date if responses are yet to be carried out STEP 3 5 Recording Responses To capture information about your team service or business unit s response to the event please navigate to Stage 5 of the Impact Wizard to reach the Impact Responses screen From here you will be able to record information on how you ve responded to the impacts experienced during the event by adding response categories to the system Click Add to add a response category to SWIMS 1 Response Category Please indicate how you your team responded to the event by selecting a category from the drop down list F of options available e g a
12. how you re responding tothe event using the 5 stage impact wizard STEP 4 Generating your Event Report Run a report through the system to summarise how your service and organisation as a whole has been affected by the event At any point you can log onto the system and update the data you ve recorded with the latest figures calculations or information For example the financial impact on your service may not be immediately known SWIMS allows you to record any descriptive information and then re visit at a later date to add more detail on the costs to your service 3 Administrators will provide access and notify users of when they have been registered onto the system In Kent this role will be provided by the KCC Climate Change Programme Registering for SWIMS 1 Please open your web browser such as Internet Explorer or Firefox and go to the SWIMS website http webapps kent gov uk KCC SWIMS Web Sites Public Unsecure Login aspx 2 To register as a user for the system please click on the register link within the first line of the login screen or click on Register in the left hand navigation menu 3 This will take you to the SWIMS registration screen where you will need a SWIMS Online Services account to use SWIMS Click on Next to begin registering your personal details for the system 4 This will take you to the SWIMS Registration Personal details screen where you can begin to register
13. n the system e g new impact or response categories or remove information from these lists Amend your contact or user details Run reports for all organisations depending on whether data sharing has been agreed on registration In addition the centre will record the following information which will be included in your reports Weather details e g temperature rainfall etc received from the Met Office Media details e g newspaper or radio coverage How the system works the process Once you have registered for the system you will receive email alerts when a severe weather event occurs In Kent the KCC Emergency Planning Team will log these events and generate the alerts Individual users can then log on to the system search for the severe weather event a code will be provided in the email alert and record the impacts and responses for their service Event Notification Once registered you will be notified by the e mail provided during registration when a severe weather event has been logged onto the system These events will be logged by the KCC Emergency Planning team STEP 1 Log in to SWIMS Enter your login details e mail address and password created upon registration STEP 2 Search Event Search for the severe weather event you wish to record information for using the event code the event date or the event category STEP 3 Recording Impacts and Responses Record how your service is being impacted and
14. nisations What is SWIMS SWIMS is an online data capture facility enabling teams business units to record how their service is being affected by current and past severe weather events Key data that can be captured through the system includes 1 Impacts each user can record information on how their service and service users have been affected during the event 2 Responses each user can record information on how they have responded to an event both in the immediate aftermath of the event and any longer term responses or changes they are making in light of the impacts identified Each business unit or team can then generate a report through the system to show how their organisation has been affected by severe weather Why has it been developed Studies and research undertaken to assess the vulnerability of Kent to past severe weather events has already revealed a heavy impact on Kent s services and community both socially economically and environmentally SWIMS is intended to provide a valuable decision support tool for service providers helping to identify the impact of severe weather on Kent s services communities residents and the natural and built environments By using this system individual teams business units and organisations can build up a picture of their vulnerability to severe weather and develop business cases for taking appropriate action Teams can also share data across Kent if the option is chosen so that c
15. ommon barriers and areas of vulnerability across services can be addressed in partnership and longer term cost savings made 1 In 2009 Kent County Council KCC carried out a Local Climate Impacts Study LCLIP looking at the vulnerability of Kent s services and community to severe weather events over a 14 year period The study revealed severe weather had caused 35 million of direct costs to Kent services and a further 428 million indirect costs For more information on the LCLIP please visit the SWIMS web page on the KCC website at www kent gov uk SWIMS 2 Please see the Stern Review for more information on the cost savings which can be made by preparing now for changes in our future climate Contact Us Contact details are shown on the left hand side of the SWIMS browser and will default to your local administrative centre in this case it will be Kent Please contact the administration centre if you have any questions queries or wish to request additional information to be added to the system The Administrative Centre Your administrative centre has a number of functions to assist users and also provide background information to further inform reports The centre is a main point of contact should you want to Register for the system Add remove an organisation to from the system Log a weather event or event location which has not been recorded elsewhere Add any new information to drop down fields not currently included i
16. orded until Stage 5 of the Impact Wizard Response Details If you navigate away from the web page or refresh the page the data you have captured earlier will be lost The web browser will refresh after approximately 20 minutes if left inactive for that time However response details can be entered at a later date if needed once actions have been put in place see Step 3 5 of guidance notes Note Please navigate through SWIMS using the previous next or cancel buttons within the screen The back and forward buttons at the top of the web browser are not part of SWIMS and may cause you to navigate away from the page or lose data STEP 3 1 Basic Details The Maintain Basic Impact Details screen enables you to record information on the type of impact you ve experienced both descriptive and numerical data and the duration of the impact You can also indicate whether your service has been impacted by flooding along with the type of flooding which has occurred Resize tot W A A 1 Duration and Duration units a Please enter how long the impact you ve experienced has occurred for H Duration is a numerical field only if Maske 2Co SReuston Slsesy 5 Regone b Has flooding occurred If this box is pi cee ticked you will also be able to capture Pania roiite Baak kipao Kiel the type of flooding that has M occurred h l saa ail Pisao enter the type of feeding flooding has otcumed Floeding Type Es 2
17. s Affected Emergency Planning KEC Customer Senate AA 200 W A NA Over 200 calis recerved in first 2 hours of event Emengency Planning KOC Property external Land 192 MWA WA 20 Properties flooded imbematy Business coninuiiy was an issue fora few days only Department Responses Department Category Type Effectiveness Cost Emergency Planning KOC Emergency Response Short Tenn High The Counci opened its Oneratons Room and wok ihe 200 calls from resments Counci assed emergency services in the evacuation of residents to rest centes and m erena clear up Residents oferedd tenporary accommodation Emengency Pianang KOC Development Of Long Tenn Meum Plans Strategies Polices The counc revised its policy on the provision of samdbags Emergency Planning KOC Increase In Staff Required Long Term High Following event a Flood tirowgh fhe Govemmentfunded Felwag Scheme This post has now remained as a part amne Emergency Planning KOC Repairs Maintenance Long Term High A major flood alleviation scheme was buit in 1339 2000 witch has been a greaf success 14 For further detads on the impacts and responses for thes organisation please contact the SWIMS admenistrator Contact Name Address Town 7 Post Code Telephone Department Contact Information Cimate Change Team Emergency Planning ROC Flood Risk and Natura Environment Semte integrahbon Team sustainability amp Climate Change Transport amp Developm
18. those relevant to your team service business unit event EV000003 If you have experienced a different event or at a different location please contact swims kent gov uk SWIMS ther impacts Martorng System 1 Goto the SWIMS website and log in to SWIMS You we here SWIMS Search Pvent Search Event 2 On the left hand navigation menu ona Plaster ets te eat you want 1o search fer click on Search Event The Search opa event screen will now be visible Nicija m e vem Category All Event Categories sorbate amp Climate From Date Bq a y E To Date 5y 3 You can now search for the severe agstone Te weather event either using the m m aaa End Dat e EI Fv000008 05012011 08042011 reference code provided in your email f _smusierenesoras evo0eoer Saath EVO00006 22 03 2011 alert or via the event date or category nana naes e g Heatwave EV000003 01 08 2006 e e Evoo000 01102000 0102 2001 EvO00001 041012010 200172020 4 If you have experienced impacts from severe weather but have not received a notification please contact your system administrator swims kent gov uk to log the event 4 A grid will be displayed showing the events matching your search Click on the Event Code in the grid that you wish to record information against to navigate to the Maintain Event screen Note You can sort the order that events are displayed in the grid chronologically using the start and end date of the e
19. vent or by the event code Simply click on the column headers displayed in the grid You can click to display results in ascending or descending order 5 From here you can click on the Maintain Impact button to begin recording impacts against this event for your service Note If you have experienced a different event or would like to include a different location affected by the event please contact your SWIMS administrator STEP 3 Recording Impacts SWIMS uses a 5 stage impact wizard to enable users to capture a range of information on how their service has been affected which can be seen at the top of the screen below and includes basic Basic 2Cest J Reputation 4 Locality information about the type of impact ae Meie zi experienced the cost to the service any idi Ths symel meena that you meat ener os iniommation reputational impacts and the location EN where the impacts occurred either same we occurring at town level or borough wide ase He oong ccana E Kert METS KX Please enter the type of faoding fooding has occurred S 01622 694236 D Flooding Type Ploase Select SWIMS kent gov uk To add a new impact category to the kst below cick the Add button Please ensure that the record does not ulready exrst before adding Use the Category Desorption bak in the resus gnd to display farther impact response dotals No impact categories found ZED Co Note You cannot save the data you have rec
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