Emergency Telecommunications Data System (ETDS)
User Guide

Innovation, Science and Economic Development Canada
Original Publication Date: April 2010
Updated: December 2015

Contents


Introduction

Emergency Telecommunications Data System (ETDS) is Innovation, Science and Economic Development Canada 's online tool for requesting Wireless Priority Service (WPS). You can also use it to manage your collection of emergency contacts for Business Continuity Planning.

Group Managers identify members of their organization who require priority services. They enter telephone numbers and can request WPS for critical mobile numbers. Wireless service providers are contacted by email, through the ETDS, with each WPS request. They typically activate the service within 3 to 5 business days.

Access to the system is limited to those in business continuity planning and telecommunications services roles. Innovation, Science and Economic Development Canada validates users in federal department/agencies and the applicable provincial Emergency Management Organization (EMO) validates users for ministries and communities. Users enter the system using identification and a password, and can only see their own data. Additional security is provided by encryption of all data passing between the server and the browser and validation of the user connection.

The ETDS has been utilized by Canadian organizations for over ten years. Many organizations are established in the ETDS and have active Group Managers.

Contact your local ETDS administrator to find the name of your Group Manager. If you are new to priority services, Innovation, Science and Economic Development Canada or your provincial EMO can help you set up an account and provide training on how to use the system. Critical infrastructure sector representatives are encouraged to join and gain access to our services where applicable.

The ETDS is designed to accept numbers for all types of telephone service, from plain old telephone service (POTS), fax numbers, and VoIP to wireless and mobile satellite. However, not all of the above services have priority access capability at this time. Other numbers can be kept in the ETDS for future implementation of priority services, or for the convenience of keeping your emergency contacts in one place.

Short Answer to "How do I get into the ETDS?"

  1. Get an ISED Account
  2. Give your user name to an ETDS admin or an established ETDS Group Manager
  3. They will add you to a group
  4. Now you will be able to log in and see that group

Short Answer to "How do I get WPS?"

For more detailed information, read more about these steps in the user guide.

1. Establishing and Managing your ISED Account

Register at the Innovation, Science and Economic Development Canada central registration website and then provide your user name to your Group Manager or a representative from Innovation, Science and Economic Development Canada or the provincial EMO (this is your local ETDS admin).

About Registration

The ETDS uses the central Innovation, Science and Economic Development Canada account registration system.

  • ISED user names and passwords are case sensitive.
  • Once you have registered an ISED account, retrieve and change your password using the same website. The ETDS administrators and Group Managers cannot assist you in retrieving passwords or user names.
  • If you have any questions about how to register, call the ISED Help Desk at 1-800-328-6189 or 613-954-5031.
  • You may already have an account with Innovation, Science and Economic Development Canada . Any account you have registered for accessing other ISED online applications can be used to gain access to the ETDS.
  • On the ISED Registration page, press Update to check your account status.
  • Your user name must now be provided to an ETDS admin or Group Manager to gain access to the system.
  • The email address you enter during registration will be used to contact you regarding ETDS updates. It will also be your Group Manager email address for WPS requests.

Tip: The "ISED account" referred to above is not the same account you used previous to February 2010 to access the legacy ETDS

I Forgot my Password

Changing my password

I Want to Change my Contact Email

2. Accessing the ETDS

To gain access to the ETDS in order to manage your groups, you must provide your ISED username to your Group Manager or to an ETDS admin. The ETDS admin is your regional ISED representative or provincial EMO.

  • Your Group Manager or an ETDS admin must add you to the Management section of one or more groups within the ETDS. See Adding a Group or Contact Manager for detailed instructions.
  • Once this is done, you will be able to log in and see the groups you manage, add/delete subgroups, enter and edit contacts, and request priority service (i.e. WPS) for phone numbers.

3. Logging In to the ETDS

Entering a User ID and Password

  • Once you have been added to the Management section of a group, you will be able to log in to the ETDS.
  • Use your ISED user name and password and remember that they are case sensitive.

Privacy Notice

  • Upon first login only, you will see a notice called Privacy and the ETDS. Please read it carefully. Press Accept and Continue to enter the system.
  • This notice is available for viewing on the group pages at: Privacy and the ETDS.
  • Group Managers are encouraged to make this information available to the contacts they enter into the ETDS so they understand how their information is being used.

4. The Dashboard

The Dashboard is where you will see the left navigation bar, Groups I Manage, Search Groups, and Search Contacts.

Account Search

  • Use this to see all Group Managers below you in the hierarchy, or to search on one in particular.

My ISED Profile

  • This page displays the email address you entered during account registration with Innovation, Science and Economic Development Canada .
  • It also shows you the groups you manage and your role (Group or Contact Manager).

User Guide

Logout

  • You must return to the Dashboard to log out of the ETDS.

My Groups – Groups I Manage

  • In the middle of the screen, under Groups I Manage, are shown the groups for which you are a direct Group Manager or a direct Contact Manager. Your subgroups within those groups are not shown.
  • To make a subgroup appear under Groups I Manage, add yourself to the management section for that group.
  • You can select a group to enter it or use Search Group or Search Contacts to navigate.

Group and Contact Search

  • You can search for Groups within your hierarchy. Partial entries work as well. There is no need to enter "wild card" characters in a search.
  • The search results show you where the group is located in the hierarchy. Select a group within the search results to get to it.
  • In the Contact Search, you may search on the contact first name, last name, title/description or phone number, or any combination of these. Partial entries work as well.
  • Contacts must be within your hierarchy. You do not have access to data outside of your groups.
  • Enter phone numbers may be entered with dashes, brackets, spaces, or no spaces.

5. Group Management

When your user name is entered by an ETDS admin into the system, it must be associated with one or more groups. You can only see, modify, and search on data belonging to groups where you have rights.

  • Groups for which you are a direct group manager appear on your Dashboard under Groups I Manage. Your subgroups within those groups are not shown on the Dashboard, but show in the Subgroup section of a Group page.
  • Group versus Contact Manager
  • Group and Contact Managers have the same rights with regards to adding and modifying a contact's information, including requesting/selecting priority services.
  • Group Managers can add other Group or Contact Managers, as well as create subgroups.
  • A Group Manager can see and modify all subgroups belonging to the main group.
  • Contact Managers cannot create subgroups or add other managers.
  • Contact managers can see the names of subgroups belonging to their group but cannot access a subgroup's information unless they are assigned specific rights.
  • Note that there must be at least one group or contact manager per group. The individual who creates the group is the default group manager. You may change this status if appropriate, by first adding a user and then deleting yourself from the management of the group.

Tip: Consider setting up your organization's group structure within the ETDS, then assigning Contact Managers to be responsible for larger subgroups or subgroups which are outside of your geographical area.

Adding a Group or Contact Manager

  • To add a Group or Contact Manager, you must have established rights to the ETDS and a group within it.
    1. Go to the Group page and in the lower portion of the screen, to the Management section.
    2. Press "Add User".
    3. Enter the user name of the individual you would like to add. (All users must first register with Innovation, Science and Economic Development Canada and then provide their user name to an ETDS admin or their own Group Manager. See Establishing and Managing your ISED Account and Accessing the ETDS.)
    4. Select either Add as Contact Manager or Add as Group Manager.
    5. The Management section will now display the name of the manager, whether he/she is a Group or Contact Manager and going forward, the manager's last login.
    6. Select Remove to take the manager out of that group.

Tip: Removing Group and Contact Managers does not remove them from the ETDS as contacts, nor does it remove their WPS and other information. It only removes their right to manage a group. Remove and replace managers who are not active or who have left your organization.

Editing the Telcos Available to the Group

The telcos which appear in your drop-down menus are selected on the Edit Telcos Available to this Group page. On this page, you can also see which telecommunications service providers (telcos) offer priority services.

  • Once you add telcos for one group, any subgroup you create will inherit this list of telcos. Since you can customize a subgroup's telco list, future changes to the main group's telco list will not affect a subgroup's telco list.
  • Read the telco names carefully. Some are divided by geographic service area, such as Bell Canada and Bell West.
  • If you would like information about which telcos are in your area, contact your local ETDS admin.
  • Previous PAD service providers are still displayed for historical purposes.

Tip: Add only telcos you plan to choose from so that your drop-down lists are as short as possible.

Tip: Add all WPS service providers for all groups, since at this time there are only two in Canada.

  • To add or remove a telco available to the group:
    1. On the Group page, under the Group Details section, select Edit Telcos Available to this Group.
    2. Using the Select column to add and remove telcos.
    3. If you remove a telco from a group's list, this does not affect records in the database which refer to that telco.
    4. Save.

Tip: To save you time, set up your group options before updating your contacts. If you are updating a contact and do not see a telco, you must go back to the Group page to edit the telcos available to the group.

Creating Subgroups

Subgroups are a great way to subdivide your contacts to reflect your organizational structure. You may create as many as you require and enter however many contacts in each.

Tip: There is no requirement to create subgroups. If your organization is small, simply enter contacts in the main group.

You may also add sub Group or Contact Managers to each group, or remain the only manager for your subgroups. See Adding a Group or Contact Manager.

To add a subgroup, go to the Group page.

  • 1- Under the Subgroups section, press Add Group.
  • 2- On the Add/Edit Group or Subgroup page, fill in the required information.
  • You do not have to enter a bilingual name. If you enter a name in one language, that name will be used for the other language once you complete and save the form.
  • Use the User Notes field for information which may assist you or your other group managers.
  • City and province are mandatory fields so that Innovation, Science and Economic Development Canada staff can provide regional support where possible.
  • 3- Save and you will now see the subgroup listed on the Group page.
  • 4- Select that subgroup to add management and contacts.

Tip: Enter unique, brief and meaningful group and subgroup names. Add provincial identifiers where meaningful (e.g. CBC – Alberta). Try to be consistent in your naming conventions. Avoid entering long names as these make search results difficult to read. Avoid short forms which only have meaning to you. Also avoid generic words like "administration" which may be used by many other groups.

Editing Group Details

Group details can assist you and your group managers in understanding your group structure. Group Managers must consider that at some point another member of their organization may be taking on ETDS responsibilities. New group managers should be able to work easily and intuitively within a group structure.

To change your group details:

  1. On the Group page, just below the Group Details section, select Edit Group Details.
  2. Enter as much information as possible.
  3. Save and you will see your changes on the Group page.
  4. The Group Details Last Updated date will be revised.

Tip: If your group was migrated in February 2010 to the new ETDS, any information entered in the group details section of the legacy ETDS can be found be here. You are encouraged to update this section to accurately explain your group structure.

Moving a Group/Subgroup

You may move a group/subgroup to any group/subgroup where you have management rights.

To move a subgroup:

  1. Note the name of the group where you wish to move the subgroup.
  2. On the Group page, in the Subgroup section, select Move.
  3. Under Search for Group, enter the group name or the partial name.
  4. Select a group from the search results, scroll to the bottom of the search results and press "Move Group" or you may press "Cancel" to return to the Group page and leave the subgroup intact.
  5. From the Move Group: Success page, you can return to the original Group page or the Dashboard.

6. Contact Management

"Contact" is the term used in this database to refer to an entity for which you wish to request priority services. This may not always be a specific a person. For example, you may have a phone at a security desk which requires WPS. In the title field, you might enter "Security Desk First Floor".

Mandatory Fields

The primary purpose of the ETDS is to request and receive priority services (i.e. WPS) for your critical telephone numbers. Certain fields are marked mandatory either because of a requirement for activating a priority service, or for the purpose of collecting statistics and organizing the database to better serve our clients. Innovation, Science and Economic Development Canada does not require Group Managers to enter data in non-mandatory fields.

Adding a Contact

After you have decided whether your organization requires subgroups, you can start entering contacts so they can receive priority services. The contact's primary information must be entered first.

To add a contact:

  1. Under the Contacts section, press "Add Contact".
  2. Provide the name and/or title/description of the individual associated with the phone number(s) requiring priority services. The primary contact information may be used for administrative and statistical purposes. It reflects the contact's workplace coordinates.
  3. "Save". To return to the Group page, without saving the information, press "Cancel".
  4. Once the primary information is entered, you may enter WPS and other information (see below).

Tip: Use the First and Last Name fields only for persons' names. Use the Title field when the number belongs to a shared resource. Consider adding User Notes to explain a shared resource so that the next or other Group Managers understand better how priority services are allocated within your organization.

Requesting WPS

  • Service providers charge a monthly fee for WPS and in some cases an activation fee as well.
  • Indicating a number for WPS in the ETDS automatically begins the activation process.
  • Once you have entered a number for WPS, no other contact can request WPS for the same number.
  • Anyone, however, can add the number to their Additional Contact Information section. This may be useful for shared resources.
  • In the Additional Contact Information section, a number which already has WPS will be marked with an icon.

TIP: Before you enter a number for WPS be sure that you have internal approval to accept all related charges.

Tip: Carefully read the information on the Emergency Telecommunications website regarding WPS. This information is up-to-date and critical for understanding how this priority service works, when it is applicable and when it isn't. See WPS.

To add a number for WPS:

  • On a Contact page, under the Wireless Priority Service Numbers (WPS) section, press "Add WPS number".
  • All fields on the Add Wireless Priority Service (WPS) page are mandatory.
  • If you do not see the telco you need to press "Cancel" and select Return to Group and Edit the Telcos Available to this Group.
  • Type is listed so you can better identify a number. Accuracy here is not required for activating WPS.
  • You must correctly identify the telco and number to receive WPS.
  • Due to number portability, there is no way to verify through the ETDS whether you have made a data entry error.
  • During the activation process, the service provider will contact you if any problems arise. This can add to activation time.
  • The Public Safety and Emergency Preparedness (PSEP) critical responsibility level is based on a person's level of responsibility within their organization and within the emergency response community.
  • It is used to queue WPS calls should there be congestion and active use of WPS by many callers.
  • A hyperlink is provided in the ETDS to view definitions and examples.
  • Innovation, Science and Economic Development Canada reviews the level you chose and can require you to modify your entry.
  • The Associated (Contact's) Email Address is mandatory for communication to the user of the service.
  • The user receives notice of when the service is activated and deactivated, as well as information bulletins.
  • My Phone Number (Group/Contact Manager) is mandatory so if the service provider has problems with activation, there are multiple ways of reaching a Group Manager.
  • You must read and put a checkmark in the box beside the certification paragraph.
  • To return to the Contact page without saving the information, press "Cancel".
  • "Save". You will be asked to confirm or edit the information.
  • Once you press "Confirm", you will see the number on the Contact page in the WPS section, and on the Group page beside the contact.

Tip: Secure Phone Users - enter your primary number for WPS, not your secure number. For more on secure phones and WPS, see the Emergency Telecom website.

Editing or Removing a WPS Pending Entry

  • During the approval process, your request will show as pending until activated by the service provider.
  • You will be able to edit or remove a request up until it is approved by Innovation, Science and Economic Development Canada by selecting on the appropriate command beside the number.
  • Selecting Remove takes the number off the Innovation, Science and Economic Development Canada work list for approvals. No emails are generated by this action.
  • Edit any of the fields, read and put a checkmark in the box beside the certification paragraph.
  • Save. No emails are generated by this action.
  • Cancel returns you to the Contact page and leaves the WPS request intact.
  • Once approved by the ISED, the Edit option will no longer be available. To change the request, you must remove the entry and resubmit.
  • You may also remove a WPS entry once ISED approval has taken place. You will be asked to confirm this action.

Since an Activation Request email has already been sent to the Group Manager, the service provider and contact, removing a WPS request which is pending service provider activation generates a Deactivation Request email to the same recipients.

Modifying a Contact Email Address

You may edit an email address from the contact page by clicking the icon placed next to the email address. Press "Save" when you are ready. No emails are generated by this process.

Tip: Note that the icon to change your email address is only available when a number is activated with WPS.

Modifying a Priority Level

To submit a priority level change request for an activated WPS number:

  • From the Group Page press View beside the user's name.
  • Press the paper and pencil icon found in the "Wireless Priority Service Numbers (WPS)" table.
  • New PSEP allows you to choose a new level.
  • Save
  • An icon will appear until Innovation, Science and Economic Development Canada completes the approval and until the telco completes this request.

Note that Innovation, Science and Economic Development Canada approves all priority level changes. You will be notified by email once ISED has reviewed this request. The owner of the phone will not be notified by ISED or the telco of any change to the priority level. You may do so at your own discretion.

Modifying a WPS Number

How should you go about modifying a WPS number? Below are two scenarios where a WPS number needs to be modified. Do either of them apply to you?

Scenario One:

Over time, the ownership of a phone can change. For example, Jane Smith has been offered a job at another department and must leave her phone for Sally Jones who is taking on Jane's old position. The ownership of the phone changes but the number stays the same and still requires WPS. In this case it is important that Innovation, Science and Economic Development Canada is made aware of these changes so that they can keep sending important communications to the right people.

Therefore, the Group Manager would have to go into the ETDS and remove Jane Smith as a contact, thereby requesting the deactivation of WPS for her number. Sally Jones should be entered as a new contact and a new request for WPS should be submitted. After having made the new request for WPS, the Group Manager is encouraged to call Innovation, Science and Economic Development Canada to let them know of the changes.

It is important to know that emails will be generated to inform the previous and new owner of the phone of the request for WPS deactivation and activation has been made. This does not mean that WPS has been cancelled or that WPS has never been on the phone. These emails are simply generated automatically. Group Managers are encouraged to explain this process to the new owner of the phone.

Scenario two:

In this scenario Jane has been offered a job at the same department but in a regional office and has to replace her device and number. What should she do? In this case it is encouraged that the Group Manager cancel WPS on the phone that is currently Jane's and make a new WPS request through the ETDS.

Tip: Simply replacing an old contact name with a new contact name does not notify Innovation, Science and Economic Development Canada , Rogers or the client of any changes. Clients need to know they have WPS.

The WPS Approval Process

Tip: Obtain all necessary internal approvals required for authorizing the charges associated with this wireless service before entering the number in the ETDS in the WPS section.

  • Your WPS request is first examined by Innovation, Science and Economic Development Canada . ISED can require you to change a priority level. ISED retains the right to refuse a request should it fall outside the scope of the guidelines and directives set out on the Emergency Telecommunications website.
  • During the approval process, your request will show as pending until activated by the service provider.
  • You will be able to edit this request up until it is approved by Innovation, Science and Economic Development Canada .
  • Once approved by the ISED, the Edit link will no longer be available. To change the request, you must select Remove and resubmit a WPS request.

Once approved by Innovation, Science and Economic Development Canada , an Authorization Request email will be sent to you (the Group Manager), the service provider and the contact on whose behalf you have requested WPS.

  • The service provider acts once the Authorization Request email is sent. The service provider may contact the Group Manager if more information is required. Frequent issues include:
  • The number does not belong to the service provider.
  • The number belongs to the service provider but is listed under a different user (contact) name.
  • The number is already activated with WPS.
  • The service provider may reject a WPS request based on any of these or other reasons, but normally contacts the Group Manager before doing so.

When a request is rejected, a Request Denied email is sent to the Group Manager and the Contact.

  • In normal circumstances, WPS activation by the service provider will proceed within 3-5 business days.

Through the ETDS, the service provider sends an Authorization Completed email to the Group Manager and Contact. The email includes usage instructions.

Removing WPS

  • Once you are certain an employee or device no longer requires WPS, you may request deactivation of this service.
  • Ensure you have internal approval to remove Wireless Priority Service.

Tip: Before removing a WPS number, consider whether you want to add it to the Additional Contact Information or to another contact's WPS information. If you do, copy the number to the clipboard or jot it down on a piece of paper. Once you press Remove and Confirm, the number can no longer be retrieved for use in another field.

  • To remove WPS:
  • Go to the Contact page and in the Wireless Priority Service Numbers (WPS) section, under Actions, select Remove.
  • You will be asked to confirm this action.

Once you press Confirm, a Deactivation Request email is sent to you (the Group Manager), the contact, and the service provider.

The service provider will send a WPS Removal Completed email to the Group/Contact Manager only.

  • The contact is not notified of the final deactivation.
  • Cancel returns you to the previous screen and leaves your WPS entry intact.

Moving a Contact

You may move a contact to any group or subgroup where you have management rights.

  • To move a contact:
    1. Note the name of the group where you wish to move the contact.
    2. On the Group page, in the Contacts section, select Move.
    3. Under Search for Group, enter the group name or the partial name.
    4. Select a group from the search results.
    5. Press Move Contact (you will not be asked to confirm this action) or Cancel to return to the Group page and leave the contact intact.
    6. From the Move Contact: Success page, you can return to the original Group page or the Dashboard.

Deleting a Contact

You may delete a contact from any group or subgroup where you have management rights.

  • When you delete a contact, you are permanently removing it from the ETDS, along with all the contact's information.

Once the contact is deleted, the WPS deactivation process is initiated and emails are sent to the Group Manager, the service provider and the contact.

  • To delete a contact:
    1. On the Group page, in the Contacts section, select Delete.
    2. Press Delete Contact to confirm this action or Cancel to return to the Group page and leave the contact intact.
    3. From the Delete Contact from ETDS – Success page, you can return to the original Group page or the Dashboard.

Viewing the Expanded Contact List

View Expanded Contact List shows you all the information associated with your contacts on one page. WPS information is highlighted.

  • Contact names and email addresses are hyperlinked for your convenience.
  • The Last Updated Date is triggered when any update is made to a contact's information.
  • An option to print the page is also available for your convenience.
  • To see all your contacts' information on one page:
    1. On the Group page, just below the Contacts section, select View Expanded Contact List.
    2. To return, select Return to Group
  • To download all contacts from a Group in an XLS file:
    1. On the Group Page, select Export Contacts as XLS
    2. Contacts are then exported into an Excel spreadsheet

Additional Contact Information

  • This section was designed for those Group Managers who wish to use the ETDS as a business continuity planning tool. You may enter additional numbers and contact information for your convenience.
  • The PAD numbers have been copied to the Additional Contact Information section and are managed separately from the historical PAD table (see My PAD Numbers in ETDS).
  • You can indicate here whether a number displays beside a contact on the Group Page.
  • There are no mandatory fields and priority services cannot be requested by entering data in this section.
  • Innovation, Science and Economic Development Canada may use this information for statistical purposes or to contact clients should other telcos begin to offer priority services.
  • Since contact email addresses are only mandatory for WPS users, email address fields have been added in this section.
  • You may edit and remove numbers at will. No emails are generated nor can any numbers be flagged for priority services by actions taken in this section.

Tip: The ETDS is not supported outside of normal business hours and does not guarantee your access to the information at any time. If you chose to use the ETDS to store your emergency contacts, print out a copy so that you have guaranteed access to the data

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