User Manual for the WDQMS Incident Management System

December 2019

Japan Meteorological Agency

Contents 1. System outline ....................................................................................................................................... 1 2. System webpage .................................................................................................................................... 1 3. Setting up user information ................................................................................................................. 1

3.1 User registration and log-in ........................................................................................................... 1 3.2 Changing user information ............................................................................................................ 2

4. Selecting a project ................................................................................................................................. 3 5. Display of incident listing .................................................................................................................... 5 6. Incident editing ..................................................................................................................................... 5

6.1 Incident priority .............................................................................................................................. 7 Appendix I Workflow ................................................................................................................................ 8 Appendix II Incident example .................................................................................................................. 9

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1. System outline The system enables online management of incidents occurring in contributing

countries during the pilot phase of the WIGOS Data Quality Monitoring System (WDQMS) run by the Regional WIGOS Centre Tokyo (RWC Tokyo):

https://www.jma.go.jp/jma/jma-eng/jma-center/rwc/index.html Under the system, incidents are managed as issues in the Redmine project

management tool. (The term “issue” in Redmine differs from the term “issue” in WMO's “Technical Guidelines for Regional WIGOS Centres on the WIGOS Data Quality Monitoring System” (referred to here as “the Technical Guidelines”) https://library.wmo.int/index.php?lvl=notice_display&id=20746). It is equivalent to the term “incident ticket” in the Technical Guidelines.)

Incidents and their closure are recorded by RWC Tokyo. Personnel in the relevant

countries are requested to acknowledge the incident, investigate, improve the related situation, and then report progress within the system (workflow summary: Appendix I; incident example: Appendix II). 2. System webpage

Registered users from contributing countries can edit incidents after logging in to the

RWC Tokyo WDQMS pilot mode webpage (Figure 1).

Figure 1. System webpage

3. Setting up user information 3.1 User registration and log-in

Once user accounts are pre-registered by the RWC Tokyo office, an automatic e-mail will be sent from the system with a user name and default password. Users can click “Sign in” on the upper right of the webpage and fill in the form to log in (Figure 2).

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Figure 2. Log-in form

3.2 Changing user information

After logging in, click “My account” on the upper right of the page to access the screen (Figure 3) where the password can be changed and email addresses can be added.

The “Email notifications” selection of “For any event on all my projects” should be

maintained. The mailing system sends an automatic response to the registered email address whenever incidents are added or edited.

Figure 3. The “My Account” screen

To change the password, click “Change password” on the top right of the screen

(Figure 4).

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Figure 4. The “Change password” form

To add email addresses, click “Emails” on the top right of the “My account” screen.

Up to five addresses can be added. 4. Selecting a project

Click “Projects” on the top left of the page and select “WDQMS_pilot_mode” (Figure

5).

Figure 5. “Projects” screen

Numbers of incidents will be displayed by category on the Overview screen (Figure

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6).

Figure 6. “Overview” screen

The categories of data availability, timeliness and uncertainty are displayed in “Issue

tracking.” Categorization is based on the Technical Guidelines (Figure 7).

Figure 7. WDQMS main quality monitoring categories (excerpt from the Technical Guidelines)

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5. Display of incident listing Select “Issues” (Figure 8) to display a list of currently active incidents (Table 1). Click

the link in the “Subject” column to show details of incidents.

Figure 8. Incident list

Table 1. Incident list items

Subject Incident ticket number (country code-incident date-ordinal number of incident on the day (CCC-yyyymmdd-nn))

Country 3-letter code representing the country where the incident occurred (ISO 3166-1 alpha-3), e.g., KEN

Type Ground or upper-air observation (SYNOP/TEMP) WIGOS-ID WIGOS Station Identifier (ID used in OSCAR/Surface, set when an

incident occurs in a single location) Tracker Main categories for WDQMS monitoring: data

availability/timeliness/uncertainty Priority Incident priority: low/medium/high/very_high Status Incident status: New/Assigned/In_Progress/Resolved/Closed Assignee Party reporting the issue: RWC-TOKYO Updated Date of update (local time)

Note: See also the Technical Guidelines. 6. Incident editing

1. To edit an incident click “Edit” on the top right of the page showing details of the incident (Figure 9). (“Edit” will not show unless the user is logged in.)

2. Using Markdown, report the outcome of the investigation and any related improvements in the “Edit” part of “Notes.” Reference： Markdown formatting https://www.redmine.org/projects/redmine/wiki/RedmineTextFormattingMarkdown

3. Electronic files can be attached. 4. Once editing is complete, click “Submit” on the bottom left of the page.

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Figure 9. Incident details

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6.1 Incident priority

Incident priority will be pre-set by RWC Tokyo based on the Technical Guidelines (Figure 10).

Figure 10. Incident priority (Technical Guidelines excerpt)

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Appendix I Workflow

Incident • Incident ticket (issuance in

Redmine; status: “New”)

Confirmation upon submission of a new Incident ticket.

• Redmine Issue status: “New” → “Assigned”

Incident investigation • Redmine Issue status:

“Assigned” → “In Progress” • Messages on work can be

submitted anytime.

Investigation feedback can be posted to Issue in Redmine at any time.

Incident is resolved • Redmine Issue status:

“In Progress” → “Resolved” Incident closure • Redmine Issue status:

“Resolved” → “Closed”

National Focal Point (NFP) RWC Tokyo

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Appendix II Incident example

Status change, comment post • Status: Assigned

Status change, comment post • Status: In progress

• Status change, comment post

• Status: Closed

Status change, comment post

• Status: Resolved

New incident ticket: [JPN-20191015-Tokyo]

• Status: New • Priority: high • Country: JPN • Type: SYNOP • WIGOS-ID: 0-20000-0-

47662 • Station: Tokyo