Data Management Manual. BLL Crisis Manager Database

Transcription

1 Data Management Manual BLL Crisis Manager Database

2 Bund für Lebensmittelrecht und Lebensmittelkunde e. V. 1

3 Bund für Lebensmittelrecht und Lebensmittelkunde e. V. Claire-Waldoff-Straße Berlin Contact person: Susanne Sigg Tel: Fax: krisenmanager@bll.de October

4 Introduction You have been appointed as data manager for the data of your company in our database. In this manual we will guide you through all steps. When companies are affected by crises, it is absolutely vital for their crisis managers to be available at all times. When their crisis managers are readily available, companies can respond to, manage and solve crises in the shortest possible time. The BLL crisis manager database facilitates fast communication in cases of crisis. It is open to all companies of the food sector and adjacent sectors. The online database was built in 2005 by the German Federation for Food Law and Food Science (Bund für Lebensmittelrecht und Lebensmittelkunde e. v. - BLL) leading association of the German food industry and has been expanded ever since. The database contains the contact data for companies' responsible crisis managers and their representatives. In addition, the database provides information about individual operational sites / branch locations, including postal codes, Federal States, type of operation involved and product categories. Via a simple search function, operational sites (for example, key sites during a crisis) can be quickly selected, hit lists with contact data for crisis managers can be printed out and messages can be sent directly to crisis managers. As of May 2008, the database also contains contact data for supreme monitoring authorities of the Länder (except Berlin), and selected staff of authorities have access to it. The companies, laboratories and associations represented in the database enter and manage the data for their own crisis managers and their crisis managers' representatives. Each company names to the BLL the person it has appointed to be responsible for such data management. You have been appointed for your company. In general, the crisis-manager database is available to all food-sector companies. At the same time, access to the database has been restricted as necessary in keeping with needs of data protection. Only data managers and crisis managers of food-sector companies, and their representatives, as well as selected staff of the supreme authorities of the Federal States (Oberste Landesbehörden) may access the database. All persons authorised to access the crisis-manager database promise to use the database data only for the purposes for which the database was established. If you have questions concerning the data management please contact the BLL. Yours Bund für Lebensmittelrecht und Lebensmittelkunde e. V. 3

5 Table of contents Introduction 3 General 5 1. Login 5 2. Navigation/Handling 6 3. Mail to data administrators 6 4. Change of data administrators 6 5. Data protection 6 6. Exclusion of guarantee and liability 7 7. Further information 7 Data entry procedure 8 1. Head office 9 2. Crisis manager Typ Data of the crisis manager Crisis manager s representative Checking entered data Login data for the crisis managers Add another operational site Add crisis manager of the operational site Add crisis manager s representative to an operational site Checking the data of the operational site Login data for the crisis manager and his representative of the operational side Overview of data 19 Edit data Edit / add data To set an operational site as head office Add a new crisis manager or representative Change of crisis manager (or in case of errors) 22 Delete data Delete crisis manager / representative Delete operational site Delete head office 24 4

6 General 1. Login Please open your internet browser. You can access the database on the BLL website Click on the button Krisenmanager-Datenbank / Crisis Manager in the left column. You will see a loginwindow. Enter your user name and password. If you do not want to enter this data on every single login, please activate the cookie login and your login data will be saved. You can change to the English version by clicking English Version. Button for the crisismanager database Access to the English version Login On first login you will be shown the information on data protection and on the exclusion of liability and guarantee. Please read these. You can accept these provisions by checking the box in the penultimate paragraph. To avoid being shown this message in future, check the next box as well. Clicking on OK will lead you to the search mask of the crisis-manager database. The button Data administration is only visible for registered data administrators and their representatives. Clicking on it enables you to enter the data of your crisis managers. 5

7 2. Navigation/Handling Navigation is possible using one of the several buttons at top and bottom of the page which guide you through the creation of a new entry (e.g. Enter head office ). At the bottom of each page you will find buttons mainly used for confirmation or deletion of data. You can always go back to the starting position using the back button. After entering the data for the first time you may always click on the name of the crisis manager or the operational site to open the corresponding input mask and alter the data. On the left you will find the navigation buttons that lead to other services, e.g. search, member services, etc. 3. Mail to data administrators When you or your representative creates a new entry or alters data in the database, a mail is sent automatically to you, your representative and the BLL. This mail contains the new or altered data of your crisis manager or their representative. Newly entered crisis managers will receive their login data shortly after in a mail by the BLL. 4. Change of data administrators Please inform us about changes in personnel when it leads to a change of data administrators. Please send an including information on whether the employee has taken over a new position in your company or has retired from the company (please name the successor) or similar to: krisenmanager@bll.de 5. Data protection The crisis managers' and their representatives' contact data stored in the crisis-manager database serves the sole purpose of facilitating contacts to companies in crisis, to their responsible crisis managers and their representatives. The BLL attaches great importance to the security of contact data, as provided by users of the crisismanager database, for crisis managers and their representatives, as well as to the security of stored information about individual operational sites / branch locations, including postal codes, German state (Land), type of business involved and product category. At the same time, access to the database is restricted as necessary in order to comply with data protection regulations. For this reason, and for matching the intent behind the database, such data is stored solely for the purpose of making necessary contacts in crisis situations. Database data are not provided to third parties for other purposes. All persons authorised to access the crisis-manager database promise to use the database data only for the purposes for which the database was established. The BLL stores name, and telephone number (company) of crisis managers in a separate address database solely for administrative purposes, to ensure the functionality of the crisis manager database and to enable contact to companies and contact persons entered into the database. You have the right to revoke your consent for future use at any time. If you decide to do so, your personal data stored will be deleted immediately. Your personal data stored will be deleted regardless of a revocation if it is no longer needed for the purposes for which it was stored or if you revoke your consent to your data being stored. Data will also be deleted if its storage is not permitted for other legal reasons. You may request detailed information on your personal data stored at any time. 6

8 6. Exclusion of guarantee and liability The BLL provides no guarantee, and assumes no liability, for the correctness, currentness or completeness of the data entered into the database and thus made available, which data administrators enter for their own companies. The BLL accepts no responsibility for any unauthorised use of data by access-authorised persons in participating companies, laboratories, associations or lawyers. Furthermore, the BLL assumes no liability for any damages incurred by users of the crisis-manager database, including damages to computer systems or caused by data loss. 7. Further information If you experience technical problems or if you have questions or suggestions please contact: Susanne Sigg Telephone: Telefax:

9 Data entry procedure After successful login please click on the button Data administration. Only you and your representative have access to the input mask of your company. Area for data entry and administration Now you get the overview of your entries. Your company s name is preset as indicated in the registration form and highligted in green Please check your company s name! If a correction is necessary please send a mail to: krisenmanager@bll.de We will then correct the company s name. But you can already start with the data entry. 8

10 1. Head office The head office covers the main adress of a company. You have the possibility to enter several operational sites or subsidiary companies in addition to the head office. You start with the head office. Please click on Enter Head office and the window containing the input mask will open. Please note: Fields marked with an asterisk (*) are required. Fields marked with a double asterisk (**) are required only for operational sites situated in Germany 9

11 a) Name Please enter the name of the head office (normally the company s name) b) Address dress and contact data Please enter the address and contact data of your head office. Telephone and fax numbers must be entered according to DIN standard. Country code (blanc) local area code (blanc)line-extension (e.g ) c) Type of business: Please choose the type of business of your head office! Multiple selections possible. If you can not find your type of business please send a mail to: krisenmanager@bll.de d) Product categorie ategories: Please specify product categories as detailed as possible. The more data we have the better resp. more exact the search results of the search for crisis managers will be. You can choose more than one category. Please note: If you choose No specification, your crisis manager will be entered in all product categories and found in all searches for product categories! Information on data protection to be accepted For reasons of data protection we ask you to confirm that the relevant person has been informed about the use of data of this form and agrees to. You will find this hint in the input mask for the head office and operational sites as well as in the input mask for the crisis manager and the crisis manager s representative: Use of data of this form The personal or company data you provide serve the sole purpose of facilitating contacts to companies in crisis, to their responsible crisis managers and their representatives. For this reason, and in keeping with the intent behind the database, such data is stored solely for the purpose of enabling access-authorised persons to view it and to use it to make necessary contacts in crisis situations. Under no circumstances may such data be processed and used for other purposes. Needless to say, database data may not be provided to third parties. Furthermore the BLL stores name, and telephone number (company) of crisis managers in a separate address database solely for administrative purposes, to ensure the functionality of the crisis manager database and to enable contact to companies and contact persons entered into the database. 10

12 You have the right to revoke your consent for future use at any time. If you decide to do so, your personal data stored will be deleted immediately. Your personal data stored will be deleted regardless of a revocation if it is no longer needed for the purposes for which it was stored or if you revoke your consent to your data being stored. Data will also be deleted if its storage is not permitted for other legal reasons. You may request detailed information on your personal data stored at any time. Please contact us. You may find detailed information on data protection and the processing of personal data in the general data protection statement of this website. Please confirm by checking the box. Entered data can be stored only after comfirming the Use of data of this form. Please store your data by clicking on the button Add operational site. Unless the information is not complete then the remaining required entries are displayed in red. After storing the data of the head office you will automatically get to the input mask of the crises manager. 11

13 2. Crisis manager Now you can enter the crisis manager pertaining to the head office. Please note that at least one crisis manager has to be entered. Please note: Fields marked with an asterisk (*) are required. Fields marked with two asterisks (**) are only required for operational sites in Germany. 2.1 Typ Here you specify whether the person is the crisis manager or the representative of the crisis manager. The crisis manager is the main contact person of your company in case of a crisis. The representative of the crisis manager represents the crisis manager. You may change this presetting at any time by changing the status of the crisis manager to crisis manager s representative. Then the representative becomes the crisis manager. But when entering data for the first time this option is preset. 2.2 Data of the crisis manager Please enter the name and the contact details of the crisis manager. Please note: Fields marked with an asterisk (*) are required. Fields marked with a plus sign (+): At least one field is required 12

14 a) Hotline Here you can enter the contact details for the availability outside of regular working hours. Enter the telephone number in the field Telephone. In the field Additional Information you can enter a specification of the hotline. b) (private) Here you can enter the private contact details. c) Information on data protection to be accepted Before you can store the data of the crisis manager you are asked to confirm that the crisis manager was informed about the use of data of this form and that he agrees to the use of data. (for the text see Chapter Data entry procedure, Head office) 13

15 Entries made are stored in the data base by clicking on Enter crisis manager. Now you have the possibility to enter a representative of the crisis manager for the head office. Click the button Add crisis manager s representative and go to chapter 3. Crisis manager s representative of this documentation. If there is no representative of the crisis manager you have the possibility to add further operational sites. Operational sites can mean further sites of the company or subsidiaries with independent names. Operational sites are listed below the head office. They can be searched by their name. Click the button Add operational site and follow the instructions in chapter 6. Further operational sites. 14

16 3. Crisis manager s representative Please click on Add crisis manager s representative and the window containing the input mask will open. The typ of the crisis manager s representative is preset too. You may change this presetting at any time by changing the status of the crisis manager s representative to crisis manager. Then the representative becomes the crisis manager. The former crisis manager becomes automatically the crisis manager s representative. Please enter now name and contact detail of the crisis manager s representative. The input mask is the same as for the crisis manager. Before you can store the data of the crisis manager s representative you are asked to confirm that the crisis manager s representative has been informed about the use of data of this form and that he agrees to the use of data. (for the text see Chapter Data entry procedure, Head office) Entries made are stored in the data base by clicking on Enter crisis manager s representative. 15

17 Now data entry for the head office is complete. You will get an mail confirming the new data of the head office and the crisis manager. Please check the data. 4. Checking entered data You may display and check your company s data using the search engine. All crisis managers (and their representatives) see the entered data in the way it is displayed here. You see an error message if you have not set a crisis manager. You may set a crisis manager following the steps described under 2. Please click on Search and enter the name of your company in the field Full-text search. Then click on Start search. If you click on Details you will get the data of the company. Please check now the displayed data. 16

18 If you have to edit the data then click on Data administration. Click on the green name of the head office or the crisis managers and the edit mask will open. Please enter the changes and store them by clicking on Save changes, Update crisis manager or Update crisis manager s representative. You will get a mail informing about the altered data. 5. Login data for the crisis managers Newly entered crisis managers and representatives will receive their login data for the database shortly after in a mail by the BLL. The crisis managers and the representatives have not the right to add or edit the data; they don t have access to the domain Data administration. For supporting the crisis managers you can already download the documentation for the crisis manager which you can find on the right side of the database. Please tell your crisis managers that you have entered the data of your company and that the login data will be send within the next few days. Please contact us if the crisis managers will not recieve their passwort within one week. The crisis managers can not use the database with your password as the data administrators only can see the stored data of the own company. 6. Add another operational site Now you have the possibility to add another operational site. Please go to Data administration. You can enter as many operational sites as you like. For each operational site you can enter a crisis manager and one representative. Please click on Add operational site and the corresponding input mask will open. Please enter the data of the operational site. It is essential that you enter the full name of the company again into the field Name of operational site, an entry like Office Berlin or Dispatch is not sufficient. 17

19 If you want this operational site to be stored in the database as head office, please check the box before Head office of company. The location that was entered as head office before will get the status of an operational site. Entries made are stored in the database by clicking on Add operational site. 7. Add crisis manager of the operational site Automatically you will get to the input mask for the crisis manager. Please enter the data of the crisis manager. It is necessary to enter the data of the crisis manager even if this person is already crisis manager of the head office. 18

20 8. Add crisis manager s representative to an operational site Please click on Add crisis manager s representative and the input mask will open. Please enter and store the data. 9. Checking the data of the operational site Please check the data as outlined in chapter 4 of the manual. 10. Login data for the crisis manager and his representative of the operational side Newly entered crisis managers and representatives will receive their login data for the database shortly after in a mail by the BLL. Please tell your crisis managers that you have entered the data of your company and that the login data will be send within the next few days. Please contact us if the crisis managers will not recieve their passwort within one week. The crisis managers can not use the database with your password as the data administrators only can see the stored data of the own company. Please repeat step 6-9 of this chapter if you want to enter further operational sites. 11. Overview of data Seaching the name of you company in Search you can get an overview of the stored data of your company in the database. 19

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23 Edit data Firstly, login into the crisis-manager database: You can change the data of head office, operational sites, crisis managers and contact people, or, with the exception of head offices, delete the data. If the name of your company changes, please send a mail to krisenmanager@bll.de 1. Edit / add data By clicking on the green name of the head office/operational site or crisis manager / representative you will get to the corresponding input mask. The entry can be deleted or overwritten with new data. Entries made are stored in the database by clicking on Save changes, Update crisis manager or Update crisis manager s representative. 1.1 To set an operational site as head office Please click on the entry of the operational site that is to become the new head office. Check the box Head office. The former head office becomes a simple operational site and the entry may be deleted if necessary. 1.2 Add a new crisis manager or representative. If the crisis manager or representative is replaced by another person you can overwrite the stored data. 1.3 Change of crisis manager (or in case of errors) If the crisis manager changes only temporarily, e.g. because of holiday or illness, the other contact person becomes the crisis manager by clicking on the name of the other contact person and checking the box Crisis manager in the edit mask. The former crisis manager becomes the representative. The entry can be deleted or overwritten with new data. 22

24 Changing crisis manager / representative 23

25 Delete data You can delete the data of operational sites, crisis managers and contact people, except the data of the head offices. 1.1 Delete crisis manager / representative Choose the contact person and click on the Delete button. At the confirmation prompt, press Yes and the data will be deleted irrevocably. The access of the crisis manager to the database will be deleted too. 1.2 Delete operational site Choose the operational site and click on Delete. If contact people are still allocated to this operational site, their data is also deleted! 1.3 Delete head office It is not possible to delete the head-office! If you want to delete your company data from the database completely, please send a mail to: krisenmanager@bll.de. Please inform the crisis manger and the representatives about changes and deletions. The access of the crisis manager to the database will be deleted if his data is removed from the database. 24