ENTSO-E CCT Tool Manual (Version 110806)

ENTSO-E AISBL • Avenue Cortenbergh 100 • 1000 Brussels • Belgium • Tel +32 2 741 09 50 • Fax +32 2 741 09 51 • [email protected] • www.entsoe.eu

European Network of Transmission System Operators

for Electricity

ENTSO-E CRISIS COMMUNICATION TOOL MANUAL

01.06.2011

VERSION 2.2

of 26



for Electricity

THE TITLE OF THE REPORT GOES HERE

1 INTRODUCTION ........................................................................................................ 3

2 ACCESSING THE ONLINE TOOL ................................................................................. 4

2.1 WEBSITE ADDRESS ......................................................................................................................... 4 2.2 LOGIN ............................................................................................................................................ 4

3 PRODUCTION AND TEST AREA .......................................................................... 5

4 THE MENU BAR ....................................................................................................... 6

4.1 MENU ITEM – HOME ......................................................................................................................... 7 4.1.1 HOME - PAGE DESCRIPTION ............................................................................................................. 7 MENU ITEM – CURRENT REPORT .......................................................................................................................... 8 4.1.2 CURRENT REPORT - PAGE DESCRIPTION ........................................................................................... 8 4.2 MENU ITEM – LIST OF CLOSED REPORTS ......................................................................................... 10 4.2.1 LIST OF CLOSED REPORTS - PAGE DESCRIPTION .............................................................................. 10 USERUSERUSERUSERUSERUSER ................................................................................................. 12 USERUSERUSERUSERUSER ......................................................................................................... 12 4.3 MENU ITEM – LOGOUT (USERNAME) ............................................................................................... 13 4.3.1 LOGOUT (USERNAME) – PAGE DESCRIPTION ................................................................................... 13

5 MESSAGES IN THE SYSTEM .................................................................................... 15

6 FUNCTIONS ........................................................................................................... 16

6.1 CREATE A NEW REPORT................................................................................................................. 16 VIEW AN EXISTING ONGOING REPORT ................................................................................................................. 17 6.2 UPDATE/MODIFY AN ONGOING REPORT ........................................................................................... 17 6.3 INSERT DATA ................................................................................................................................ 17 6.4 UPLOAD DOCUMENTS .................................................................................................................... 18 6.5 CREATE A CONFERENCE CALL ........................................................................................................ 19 6.6 VIEW VERSIONS OF AN ONGOING REPORT........................................................................................ 20 6.7 REFRESH AN ONGOING REPORT ..................................................................................................... 21 6.8 CLOSE AN ONGOING REPORT ......................................................................................................... 22 6.9 VIEW A CLOSED REPORT ................................................................................................................ 22 6.10 VIEW VERSIONS OF A CLOSED REPORT ............................................................................................ 22 6.11 UPLOAD DOCUMENTS FOR A CLOSED REPORT ................................................................................. 23 6.12 REFRESH A CLOSED REPORT ......................................................................................................... 24 6.13 LOGOUT FROM THE CRISIS COMMUNICATION TOOL.......................................................................... 25 6.14 LOGOUT AS A RESPONSIBLE PERSON .............................................................................................. 25 6.15 LOGOUT AS VIEWING PERSON ........................................................................................................ 26

of 26



for Electricity


1 INTRODUCTION

The present manual provides guidance on ENTSO-E‟s web-based Crisis Communication

Tool.

History

The Tool is based on UCTE‟s Crisis Management Platform, put in place in 2008. The Tool

was tested and updated twice, with the latest test taking place in July 2009. All

recommended improvements, resulting from that test were implemented until September

2009.

The Crisis Communication Tool has now being updated for the use of all 41 ENTSO-E

member TSOs and will be tested before the end of June 2011. An annual test of the system

is planned whilst any emergency scenario exercise would be administered under the

auspices of ENTSO-E‟s System Operations Committee

Other documents

This manual describes the use of the tool only. It does not give guidance on any decision to

initiate the procedure. This is found in the ENTSO-E CRISIS COMMUNICATION

PROCEDURE.

Please note that only registered Users can access the one line tool.

of 26



for Electricity


2 ACCESSING THE ONLINE TOOL

2.1 WEBSITE ADDRESS

The website can be reached with any existing Browser with an internet connection via the

URL: http://cc.entsoe.eu.

All though the website is working for all common used Browser types, its functionality is

mainly tested for the Microsoft Internet explorer and for Mozilla Firefox in version 3.

If it is not possible to reach the website, please make sure to have your internet connection

working properly. If there remains a problem please contact [email protected]"

2.2 LOGIN

If you have opened the Starting page of the system, you will see the input area for your

personal Username and your password.

NB It is possible to try the input of your data several times without your account getting

locked. If you put in some wrong data, the system displays a link to notify the system

administrator in order to get your password reset.

http://cc.entsoe.eu/

mailto:[email protected]

of 26



for Electricity


3 PRODUCTION AND TEST AREA

Once logged-in, you will see a page which will ask you to choose between the Test/Training

Area and the Productive/Live Area.

There is one main difference between the two areas:

1. No activity within the Test Area will result in other responsible persons being notified by SMS, email and/or voice mail. Thus, you can use the whole functionality of the tool without causing unintentional communication.

2. Productive Area actions will always result in all „responsible persons‟ being informed by SMS, email and/or voice mail. Therefore, please use this area exclusively in case of a real incident!

Please view chapter 5. (Messages in the System) to get to know the channels used to

communicate messages.

of 26



for Electricity


4 THE MENU BAR

The menu bar of the system lets you use the functions you want to perform. Further, it shows

the current working area you have chosen right after login. In both cases you have the same

structure displayed, only different notifications:

The green text means: you‟re logged into the Test Area.

The red text means: you‟re logged into the Productive Area.

The main difference is the administration option. Administrative access is only available in

the Productive Area, but does not exist in the Test Area at all.

Selected items will not be shown underlined, so you can always see your current position

within the system. In order to make the view easier the active items are boxed with red colour

in the explanation chapters following.

of 26



for Electricity


4.1 MENU ITEM – HOME

The first page after selecting your working area will always be the “home” page.

4.1.1 HOME - PAGE DESCRIPTION

There are three main actions which you can perform on this page:

1. Create a totally new report. 2. Select an ongoing report to work with. 3. Go one step back in order to choose another working area (in this case Test Area).

If there are any ongoing disturbances in the moment, you can see those in the box with the

name „current reports‟. All elements in there are defined as hyperlinks, so just clicking on

them will get you to the wanted report to work with.

If there is no disturbance currently ongoing, you will be informed via text in this box and you

will not be able to click that box.

Creating a new report can be done via clicking the red centralized button in the box named

„create new report‟. You will be forwarded to a new input area for the report you just created.

!! Please note that every User will be immediately informed about this action!

Clicking the Hyperlink „go back to area overview‟ will get you to the selection page in order to

choose another area you want to work in.

of 26



for Electricity


MENU ITEM – CURRENT REPORT

This area can be reached via clicking an existing Link from the “home” page or just clicking

the „current report‟ tag in the menu bar. Two different views are possible here.

More than one disturbance is ongoing, so more than one report is open:

You can now choose the report you want to view. In case you are the person who created

the report (you are the responsible person for this report), you can create a conference call

by clicking the „call‟ button. By choosing to click the report button, you will see the whole

report.

If only one disturbance is ongoing, you will directly see the whole report. Please view the

next section for more information.

4.1.2 CURRENT REPORT - PAGE DESCRIPTION

In this section you can view the report and also make changes to it if you have the access

right to do this. Since all the items on this form are actually clear, only the header information

will be described here:

of 26



for Electricity


„Reporting TSO‟: the name of the correspondent‟s TSO that reported the disturbance.

„Current Status‟: status of the report.

The data about the responsible person are important, because this person has the right to

change every data of this report.

Please note: The Responsible Person does not necessarily have to be the creator of

the report! This can be changed!

Under „Report Versions‟ you can view any version of this report. This feature is available to

all Users for all open reports.

„Current Version‟ shows the main information about the report. Only the responsible person

has access to this information.

of 26



for Electricity


4.2 MENU ITEM – LIST OF CLOSED REPORTS

This item brings you to the page where all closed reports are stored. A report is closed when

the disturbance ended and no further information is needed to be collected and spread. This

must be done manually and is described in chapter 6.8 Close an ongoing report.

!! Please note: reports are never deleted, only closed!

4.2.1 LIST OF CLOSED REPORTS - PAGE DESCRIPTION

As described, it‟s possible to choose from a number of reports. By clicking the hyperlink you

can reach the data of this report (shown in the area „current report‟):

of 26



for Electricity


Here you can view any version of this report (all Users can do this), refresh the information

(reload the webpage) or upload an additional file for this report. Please view chapter 6.3

If you are the responsible person of a selected report, you can make changes to the report

form and in the bottom of the page you can save the data by clicking the "send and save

information" button.

All your changes will be saved into the database, the report gets a new version number (new

full version number) and all registered Users will be informed via email, SMS and voicemail

about changes to this report.

of 26



for Electricity


If you are not the responsible person of a selected report but you are a member of the same

TSO, you can also make changes to this report. In the bottom of the page you find the button

"update report".

By clicking this button you can save your changes into the database. The report gets a new

version number after the point (not a full new version number) but no messages about

your changes will be sent to any Users.

In the bottom of every information block you can set a flag "strictly confidential / for internal

use only". If you set this flag and save the report, the background of the information block

marked red for better detection of the confidential information.

Upload documents in order to get information about uploading documents. For viewing

versions of a report please view chapter 6.10 View versions of a closed report.

of 26



for Electricity


4.3 MENU ITEM – LOGOUT (USERNAME)

When leaving the system, you should log out! Please use the item in the menu bar in order to

perform the log out.

4.3.1 LOGOUT (USERNAME) – PAGE DESCRIPTION

The view you get will look like the following if you are responsible for an ongoing report!

When logging out, you may pass the responsibility of your report(s) to another active User of

your TSO. Select the User (only Users from your TSO will be displayed) and press „change‟.

You will be logged out and the other person will be named as responsible person in the

report from now on!

You can log out without having any responsibilities passed:

of 26



for Electricity


Or just don‟t log out:

In the last case, you will be redirected to the „current report‟ area.

of 26



for Electricity


5 MESSAGES IN THE SYSTEM

To ensure the maximum opportunity to inform ENTSO-E TSOs about an incident or potential

event the following communication channels are used:

1. Email 2. SMS 3. Voice mail

The system holds two mail addresses and two mobile numbers for each registered User.

Please note: Only mobile numbers can be reached via SMS and Voicemail.

Overview about actions and the messages which will/can be send to every User. „Opt‟

means that the system administrator can decide if a notification is sent. The administrator

role is held by the ENTSO-E Secretariat only.

Email SMS Voicemail

Create new report x x x

Update report x x x

Create Conference call x x x

Close report x x x

Modify User (opt.) x x

Log out (change resp. person) x x

Admin message (opt.) x x

of 26



for Electricity


6 FUNCTIONS

This section explains all the functionality of the CCT and how to access individual features

6.1 CREATE A NEW REPORT

To generate a new report, please go to the "home" page accessible through the "home"

button in the top menu bar. In the middle of this page you will see the red button "create new

report".

If you now click the red button, a security warning will be displayed and if you really want to

generate an new disturbance report you must accept this message with "OK" otherwise you

click "cancel" to abort this process.

After accepting the security warning, a new empty disturbance report is generated in the

background of this tool and all authorized Users will be informed about the new report via E-

Mail, SMS and Voicemail provided there is a valid e-mail address and a valid phone number

available for the individual Users.

Now you will be redirected to the details page of this new report and you can edit the default

values. The new report automatically receives the status: "warning / preliminary disturbance

report" and gets the version number "0.1".

Please Note: the User that generates a report is, by definition, the responsible person for

that report.

of 26



for Electricity


VIEW AN EXISTING ONGOING REPORT

6.2 UPDATE/MODIFY AN ONGOING REPORT

To update/modify an open report you must go to the details page of that report. You have

two options to view the details page. First you can go to the home page by clicking on the

"home" button on the top menu bar and select one available report.

For the second option you can click on the "current report" button on the top menu bar. If

only one report available you will see the details page.

If more than one ongoing reports available, you can see a list of all available reports and you

must select one through click on the "report" button.

If you are already on the details page you will see the details of a report in its latest version.

The responsible person of this report or another User from the same TSO can make changes

to the form.

All Users from other TSO's can only view the report but cannot edit or modify the form.

6.3 INSERT DATA

If you are the responsible person of a selected report, you can make changes to the report

form and in the bottom of the page you can save the data by clicking the "send and save

information" button.

All your changes will be saved into the database, the report gets a new version number (new

full version number) and all registered Users will be informed via email, SMS and voicemail

about changes to this report.

of 26



for Electricity


If you are not the responsible person of a selected report but you are a member of the same

TSO, you can also make changes to this report. In the bottom of the page you find the button

"update report".

By clicking this button you can save your changes into the database. The report gets a new

version number after the point (not a full new version number) but no messages about your

changes will be sent to any Users.

In the bottom of every information block you can set a flag "strictly confidential / for internal

use only". If you set this flag and save the report, the background of the information block

marked red for better detection of the confidential information.

6.4 UPLOAD DOCUMENTS

In part "C" of the details page of a report you can upload one or more documents.

Documents can be uploaded for open and already closed reports but only the responsible

person of a report and Users from the same TSO can use the upload function. All other

Users can only view already uploaded documents.

of 26



for Electricity


To upload a document, click in part "C" of a reports details page on the button "upload file"

you will now be redirected to the upload page.

Here you can select a category and write a description for the file you upload. To do so, you

must select a file you want to upload. Click the "Browse" button and select a local file from

your computer.

To upload the selected file you must click the button "upload selected file". After clicking,

your selected file will be uploaded in the background of this tool and you will be redirected to

the same page. In the top you can see your uploaded file. You can upload more documents

or go back to the report.

You can cancel the process at any time by pressing the "back to report" button.

For the uploads, only ppt, pdf, xls, doc, jpg or txt files allowed and the maximum size of file

may not exceed 5 MB.

6.5 CREATE A CONFERENCE CALL

To generate a conference call you can go through the details page of a report. In the bottom

of this page you can see the button "conference call" by clicking on that button, you will be

redirected to the conference call form.

If there is more than one ongoing report, you can click the menu point "current report". You

will see a list of all open reports. To the left of each report you have a button "call". By

clicking that button you will be redirected to the conference call form.

of 26



for Electricity


If you have completely filled the form, you can display a preview of your call. Click on the

button "text preview". Now you can click the button "send call", a security warning will be

displayed and you must accept this message. If you want to cancel the send call function

click on the "cancel" button at the security warning.

After accepting the security warning, your message will be send to all authorized Users via

email, SMS and voicemail provided there is a valid e-mail address and a valid phone number

available for the individual Users.

Please Note: Only the responsible person has the possibility to generate a conference call

6.6 VIEW VERSIONS OF AN ONGOING REPORT

For every report there are three different status versions. The first status is "warning /

preliminary disturbance report" this is automatically generated when creating a new award

report. All the following status versions are "updated disturbance report" whenever a report is

saved. If a report is closed, the status, "end of disturbance report” is displayed.

To view the versions of an ongoing report, click in the top menu bar on the button "home".

Now you will see listed all ongoing reports in the first part of the site and you can select the

one you want. Also, you can click in the top menu bar on the button "current report" here you

will see also all ongoing reports and you can select one by clicking on the button "report".

Now you are on the details page of a report. In the part "Report Versions" you see all

available versions of this selected report listed. On the right side in every row you have a link

"show this version".

of 26



for Electricity


If you click these links, a new page will open and display the details of this report version in

the following style.

6.7 REFRESH AN ONGOING REPORT

In the bottom of the details page of every on-going report, you have the button "refresh

information". You can update your viewed details, if another User made changes to this

report.

of 26



for Electricity


6.8 CLOSE AN ONGOING REPORT

To close an ongoing report, go to the details page of the report you want to close. In the

bottom of this page you have the button "end of disturbance". If you click this button, the

report will be closed and a new final version is generated.

6.9 VIEW A CLOSED REPORT

To view a closed report, go to the top menu bar and select the link "list of closed reports".

Now you will see a list of all closed reports and you can select one to display all details of the

final version of this report.

6.10 VIEW VERSIONS OF A CLOSED REPORT

To view the versions of a closed report, click in the top menu bar on the button "list of closed

reports". Now you will see listed all closed reports and you can select one to come to the

details page.

In the part "Report Versions" of the details page, you see all available versions of this

selected report listed. On the right side in every row you have a link "show this version".

If you click these link, a page will open and display you‟re the details of this report version in

the following style.

of 26



for Electricity


6.11 UPLOAD DOCUMENTS FOR A CLOSED REPORT

To upload a document for a closed report, click on the link "list of closed reports" and select

the report you want to upload one or more documents for. Now, the upload function is the

same as described in chapter 6.4 Upload documents.

of 26



for Electricity


6.12 REFRESH A CLOSED REPORT

In the bottom of the details page of every closed report, you have the button "refresh

information". You can update your viewed details, if another User made changes to this

report.

of 26



for Electricity


6.13 LOGOUT FROM THE CRISIS COMMUNICATION TOOL

If you want to exit the crisis communication tool, go to the link "logout" in the top menu bar.

Now there are two different possibilities. The first is logging out as responsible person and

the second is logging out as viewing person. See chapter 6.14 and 6.15 for details of these

logout processes.

6.14 LOGOUT AS A RESPONSIBLE PERSON

To logout from the crisis communication tool, click on the link "logout" in the top menu bar. If

you are the responsible person for one or more on going reports, you will be redirected to a

logout page and you must choose between three options.

- you can give the responsibility for your reports to another User from your TSO. Select the User you want to give the responsibility to and click on the button "change".

You will be logged out and redirected to the login page. You have now successfully

logged out from the application.

- If you don‟t want to change the responsibility use the second part of this page and press the button "log off without changes"

You will be logged out and redirected to the login page. You have now successfully

finished logged out from the application.

- In the last part you can cancel the logout process. If you click on the button "Do not log off" you will be redirected to the page "current report" and you can continue using the crisis communication tool.

of 26



for Electricity


6.15 LOGOUT AS VIEWING PERSON

To logout from the crisis communication tool click on the link "logout" in the top menu bar.

If you are not responsible for one or more on going reports, you will be directly logged out

and redirected to the login page. You have now successfully logged out from the application.

ENTSO-E CCT Tool Manual (Version 110806)

Documents

Transcript of ENTSO-E CCT Tool Manual (Version 110806)