Emergency Management Enterprise Data Management System … Guides/EDMS... · Visit the EDMS...

Enterprise Data Management System

(EDMS) User Guide

TABLE OF CONTENTSCreate & Verify a New EDMS SharePoint Account 3Set-up or Update Your EDMS Membership Profile 6Log In & Navigate theEDMS Home Page 9Identify EDMS Webparts & Modify Views 11Access & Navigate Site Collaboration Pages 16Modify & Manage Files in Site Document Libraries 19Set & Manage Alerts on Site Documents, Lists or Events 22Modify & Manage Site Calendar 26

Enterprise Data Management System (EDMS) User Guide

| EDMS User Guide

Visit the EDMS Help page for additional quick guides. You can also contact [email protected] or call (505) 845-4936 for further assistance.

Step #1: Enter https:// sp.eota.energy.gov into your browser URL bar and press the Enter key

Step #2: Click on the Log In/New User button

Step #3: Click on the New Users link to create an account

Complete the following steps to access, create and verify a new EDMS SP account.

Create & Verify a New Enterprise Data Management System (EDMS) SharePoint (SP) Account

| EDMS User Guide

Quick Tip…

This account will give you access to both EDMS and EMI SIG SharePoint Sites.

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Create a New EDMS Account

Step #4: Enter your current Basic Information

Step #5: Click on the arrow to open and select your Affiliation

Step #6: Enter & Verify a Password that complies with all the complexity requirements

Step #7: Read the EDMSUser Code of Conduct before, you check this agreement box

Step #8: Click on the Submit Registration button

Read the EDMS User Code of Conduct for the terms of agreement and General User account responsibilities.

Take Note!

| EDMS User Guide

Vendors who provide products/services that directly support current DOE/NNSA emergency management initiatives/tasks at HQ, DOE/NNSA fields offices, contractor sites, or facilities. Federal, Tribal, State, County or Municipal Emergency Management Members who have mutual aid agreements or interdependence with DOE/NNSA sites/facilities.

Who’s EMI SIG Professional Affiliate?

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RefreshThe page will refresh with this confirmation message.

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| EDMS User Guide

Verify Your EDMS Account

Step #9: When you receive this EDMS Account Verification email, click here to verify your account

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What are my options?

Once you receive this Account Approval email, click on the links provided to access quick guides that will help you navigate and access tools in both the EDMS and EMI SIG SharePoint Sites.

EDMS Account Approved

Refresh

After you’ve clicked the link provided in the email, the EDMS page will open with this verification message.

If you receive an “Acti-vation Failed” message, please contact our helpdesk at (505) 845-4936.

Oops!

Access Your EDMS Profile

Step #1: From the EDMS SharePoint Site, click on the Edit My Profile button to open your profile page

Verify Your User Information

Step #2: Verify your user information and enter your current Phone number

Step #3: Select your Affiliation, Agency and Site from the dropdown menus

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RefreshAny changes made will be automatically saved.

Complete the following steps to access, set-up and or update your EMI SIG Membership Profile in the EDMS.

Set-Up or Update Your EDMS Membership Profile

You can also access your EDMS Profile by… • Clicking on the Edit My

Profile icon on the EMI SIG SharePoint Site

• Selecting EDMS Profilefrom the drop-down menu under your name in the upper right corner.


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Confirm Your Subcommittees

Step #4: Click on the Subcommittee tab to view and manage your sub-committee memberships and email alerts

Check Your Activities

Step #5: Click on the Activities tab to view and manage your activity notifications

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• Click Withdraw to leave a subcommittee

• Click Request Member-ship to join a sub-committee, you’ll receive a confirmation email once this request has been approved

• Uncheck or check any Receive Alerts boxes to be removed from or added to any sub-committee mailing lists.


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Check or un-check any of the enrollment boxes to receive activity alerts.

Take Note!

| EDMS User Guide

Change Your Password

Step #6: Click on the Security tab to change your password

Submit a Message

Step #7: Click on the Messages tab to chat with the EDMS Data Manager or review any actions taken on your profile

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Enter your message into the text field and click on the Send Message link to submit a message to the EDMS Data Manager.

Take Note!

If you make any changes, be sure to…• Your new password

adheres to all password requirements.

• Click on the Update Password button to save changes.


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| EDMS User Guide

Follow these steps to access, log in and navigate all the features and functions of the EDMS home page.

Log In to Your EDMS Account

Step #1: Enter https://sp. eota.energy.gov into your browser URL bar and click on the magnifying glass icon

Step #2: Click on the Log In / New User button to open the Sign In page

Step #3: From the Sign In page, enter your User name and Password and click the Sign In button

Log In & Navigate theEDMS Home Page

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Quick Tip…Select the type of computer / network that you’re using to access EMI SIG SharePoint.

New to the community?

Click on the New User link to create an account.

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Email EMISIGSupport@ nnsa.doe.gov or call (505) 845-4936 for assistance.

Forgot your Password?

Navigate the EDMS Home Page

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Restrictions may apply!

Click on the here link to review how the EDMS SP controls access of other users to your documents and data.

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D E• Click on short cuts

located in the tool bar• Conduct a search

using selected parameters

• Access SP Links to the EMI SIG, EMAC, EPI code, Exercise Builder, as well as EMI SIG Training & Products

• Look up Referencessuch as a listing of Sites & Facilities, Site Liaisons, EM Points of Contact (POC), along with access to Edit My Profile and Quick Guides

• Utilize Tools like the THIRA, EMG review & comment, Service/ Support Requests and FAQs

• Check the boxes next to each program office to view their locations on the interactive map.


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From the EDMS Home Page you can:

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Identify EDMS SharePoint Webparts

The FAQ page contains the following Webparts:

List of answers.

List of questions.

Library of archived documents.

Explore Webpart Views

Webparts have a default view determined by the designer. These views can be changed when you click on…

Column Headings to filter and sort items.

Navigational arrows to browse Webparts that have been limited to a certain number of items.

Webpart Titles to open a full page for a more detailed view.

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Identify EDMS SharePoint (SP)Webparts & Modify Views

View WebpartList Tools

• In a full page view the “List Tools” are now available

• List Tools can be applied to Items in the list

• List Tools can be applied to the Whole List

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Take Note…

If viewing a document library Webpart in full page, toolbar will say “Library Tools” with the options of “Documents” and “Library”.

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Change Webpart Views

Webpart views can be changed when you…

• Click on the dropdown arrow in the page title (also referred to as “bread crumbs”) and select your view preference

Click on the Datasheet View from the List Tools Tab

Create a View

New Webpart views can be created when you…

• Click on the Create View link in the List Tools tab

• Select a standard view format or start from an existing view

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Take Note…

The Datasheet looks and functions like an Excel spreadsheet.

Create a View cont’dSorting and filtering are powerful tools for customizing your view.

• Enter View Name

• Assign to the intended Audience

• Select columns to be displayed and how they should be organized by position

• Select the criteria to Sort the view

• Choose the criteria to Filter the view

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• Explore the other parameters that can further customize new views

• Select OK to save

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Follow these steps to access and navigate a Site’s EDMS Collaboration Page.

Access a Site’s EDMS Collaboration Page

Step #1: From the EDMS Home Page, click on theSites Facilities icon

Step #2: Click on a Site’s Title to access their EDMS collaboration page

Access & Navigate a Site’s EDMS Collaboration Page

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Access is limited to members associated with the selected site. If the “Error: Access Denied” message appears, click on the Request Access link to start the process.

Take Note!

Navigate a Site’s EDMS Collaboration Libraries

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• THIRA: site specific Threat/Hazard Identification and Risk Assessment.

• HS/EPHA: required annual Hazards Survey and Emergency Planning Hazards Assessment.

• Assessment: reports conducted at your site/facility. These can be both internal or external assessments.

• ERAP: annual Emergency Readiness Assurance Plan.

• Ex Plans: Exercise Plans.

• E Plans: annual Emergency Plans.

• EPZ: required annual Emergency Planning Zone report.

• CAPs & Status Reports: Corrective Action Plans or status reports that have been prepared to address findings and recommendations.

• After Action Reports: reports and lessons learned from exercises and unplanned events.

• References: other files that are part of your EM program.


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Ready to make some changes?

Contact the SharePoint Data Manager to discuss customization options available to your Site EDMS Collaboration Page.

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Quick Tip…

Visit the THIRA page for templates, guidance and other resources to help complete a THIRA.

Site Libraries have been created to store and exchange files among site personnel, HQ & other oversight entities on the following subjects:

J Rest Assure, They’re Secure!

Each library is restricted and only accessible to approved site users and NA-41 staff .

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Navigate a Site’s EDMS Collaboration Tools

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• Calendar displays upcoming events for awareness and planning purposes.

• Points of Contact identifies the Federal and contractor staff in the site’s emergency response organization.

• Exercise Tracker allows site to plan short and long term exercise activities.

• Image Library stores images and graphics about the geography of a site and its facilities.

Take Note!

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Findings Tracker

This section only applies to DNF sites and is used to track corrective actions from external audit findings. D

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Quick Tip…

Site Information identifies your site’s symbol, liaison POC, capabilities and more.

Each site page contains several collaboration tools that are accessible to approved site users:

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Add a File to a Library

Step #1: From the library page, click on the Add document link

Step #2: Click on the Browse button to select the file from your computer that you’d like to add to the library

Step #3: When you’ve made your selection, click on the OK button to complete the upload

Download a Copy of a File

Step #4: Check the box next to the document you’d like t copy

Step #5: Click on the Download a Copy link

Step #6: Click on the Open button

| EDMS User Guide

Quick Tip…Click on your Site’s name, above the library list, for the quickest way to return to your site’s home page.

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Click on the Upload Multiple Files link to drag & drop files directly from your Windows file manager.

Take Note!

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When this box is checked it opens the Library Tools menu bar with more options to modify your document or libraries.


Follow these steps to access and manage site document libraries that can be used to store, exchange and submit files that are useful to HQ in supporting your Site.

Modify & Manage Files in Site Document Libraries

Check out & Modify a File in SharePoint

Step #7: Click on the titleto open and modify the document

Step #8: Click on the Check Out & Open button to access the document

Step #9: Once modify-cations are complete, close the file, return to the Library Tools bar and click on Check In link

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Most site documents have been converted to Adobe PDF files, but can still be modified with comments, redacted, protected, signed, etc, using these tools in the side menu.


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The icon next to the document will change when it has been checked out and can only be edited by the person who has checked it out.

All Internet browsers require different or additional steps for checking out a file.

Browsers Matter!

Access & Maintain File Version Control

Step #10: From the top toolbar, click on Version History link to view a list of all the changes made to a document

Recover a Deleted File

Step #11: Open the library where the document last resided and click on Recycle Bin

Step #12: Select the file you want to restore

Step #13: Select “Restore Selection”

| EDMS User Guide

SharePoint’s version tracking feature…• Retains old versions of a

file that you can retrieve by clicking on the arrow next to the date & time of the file you’d like to view or restore.

• Allows users to edit & save changes without having to rename the file every time it’s been modified.


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SharePoint uses your systems default software to generate and E-mail a Link to someone.

Take Note!

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Follow these steps to set and manage alerts on site documents, items in lists and or events.

Set & Manage Alerts on Site Documents, Lists or Events

| EDMS User Guide

Set an Alert on a Document

Step #1: Click on the Library Icon that holds the document you’d like to track

Step #2: Check the boxnext to the document title you’d like track

Step #3: Click on the Alert Me icon to open the menu and select Set alert on this document option

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Step #4: Select the method you want this alert to be delivered

Step #5: Select the criteriaused to filter this alert

Step #6: Select how frequently you want to be alerted

Step #7: When finished with your selections, click on the OK button

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You will receive an email that confirms the alert has been set.

Take Note!

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• Ensure the Alert Title, that automatically appears, is correct.

• If your name doesn’t automatically appear in the Users text field, use these icons to select the people who should receive this alert.


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Set an Alerton an Item in a List

Step #8: Check the boxnext to the item in the list to open the List Tools tab

Step #9: Click on the Alert icon to select “Set alert on this item”

Manage Alerts

Step #10: Select the Manage My Alerts option to open and modify the alerts you’ve set

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Based on the criteria you established for this alert, you’ll receive an email notification that will include: • A link to Modify my

alert settings• A Document link

• The person’s name who made the changes.


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Quick Tip…Once you’ve selected the Set alert on this item menu option, repeat steps #4 thru #7 on previous page.

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| EDMS User Guide

From this page you can click on the links on this page to:• Add Alerts

• Delete selected Alerts


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Quick Tip…

You can also click on the My Alerts on this Site link provided in your email confirmation to modify your alerts.

Follow these steps to modify and manage a Site’s EDMS Calendar with meetings, exercises, training, audits or other events to improve awareness and planning at your site.

Modify & Manage Site Calendar

| EDMS User Guide

Access a Site’s EDMS Calendar

Step #1: From a Site’s EDMS Collaboration Home Page, click on the Calendar link

Add an Event to Your Site’s EDMS Calendar

Step #2: Click on the New arrow and select Eventfrom the menu

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Click on the Actions link to open and select these event options to…

• Connect to Outlook

• Export to Spreadsheet

• Open with Access

• View RSS Feed

• Alert Me


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Quick Tip…

You can also click on the Add Event button under the Calendar on your Site’s Home Page.

Step #3: Enter the Title of this event

Step #4: Use the calendar icons to pick the Start and End Times

Step #5: Select the Sitefrom the dropdown menu

Step #6: When finished with your entries, click on the Save button to post to the calendar

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While these items aren’t required they can help attendees know the…• Location or WebEx

contact info.• Comments, info & or

links to resources to help people prepare for this event.

• Category or type of event.

• Duration and or Reoccurrence of the event.


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Quick Tip…Click on the Attach File to add any documents such as a meeting agenda.

EMI SIG Master Calendar

The Master Calendar is only accessible to NA40 staff through the Federal Dashboard and linked to all Site calendars.

SHOW planned audits or assessments and major training events to their individual calendars and ShowOnMaster…

Displays field activities that are relevant to HQ. Assists HQ in planning and deconflicting major

events to better utilize resources.

KEEP events not relevant to HQ to appear on the Site calendar that’s accessible to members only.

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Emergency Management Enterprise Data Management System … Guides/EDMS... · Visit the EDMS...

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