SWANs · Picture guide

SWANs Event Desk

Every SWANs event from idea to review, in one place that saves itself. This is the quick version with pictures. The full rules are under How to use it in the Event Desk.

Open the Event Desk →

Pitch an idea 3 stepsPlan and approval Through to the EMFDeliver and review Closing the loopFor Naomi Decisions and the dashboard
Start here

How it works

Sign in with your Federation email. Staff and SWANs can pitch. Naomi makes the decisions.

It saves itself

Everything saves as you type. Press Send and it's on Naomi's board straight away.

Deadlines are worked out for you

In working days, from the event date. The page tells you if you're late and suggests a date that still works.

Support is not approval

Nothing gets advertised, booked or bought until final written approval.

No approval, no forms

The EMF and HIRAC only appear once Naomi has approved that exact event.

PitchIs the idea worth developing?
PlanThe full detail.
ApproveNaomi's written decision.
DeliverRun it, report changes.
ReviewWhat happened, what it cost.
The board. Each card is an event. The coloured line says whose move it is: green for the organiser, gold for Naomi, red for overdue.
Step 1

Pitch an idea

Pitch as many ideas as you like, as far ahead as you like.

1Press + New pitch

It's at the top right of every page. A short pitch opens with help at the top.

Pick yourself as organiser, the campus it's for, and the date.

Help is in the green box. Hide it once you know it.

2Fill it in

  • Read the deadline box straight away. If you're too late for that date, it suggests the earliest date that works.
  • A rough cost and a best guess at numbers are fine.
  • Add who's working and their hours. SWAN pay, overtime and TOIL are worked out for you.
  • Tick every trigger that applies. Any tick makes it an enhanced event with a longer lead time.

3Send it

The bar shows how far through you are and what's missing. Click a red item to jump to it. At 100%, press Send pitch.

Click any red item to jump straight to it.
Steps 2 and 3

Plan and approval

Once Naomi supports the pitch, it moves to the Plan column with everything from the pitch already filled in.

1Complete the plan

  • The checklist at the top shows each section with a count of what's missing. Click one to jump to it.
  • Budget: one line per cost. Totals work themselves out.
  • People cost: one line per shift.
  • Access arrangements: write the arrangement, not the condition.
  • Hazards: click a suggestion, then edit it. This becomes the HIRAC.
The checklist shows what's left.

2Send for final approval

Press Send for final approval. It moves to the Approval column. Naomi reads a one-page brief and records the decision.

It stays locked while one of your reviews is overdue.

Naomi sees cash cost, true cost, risks and access on one page.
Steps 4 and 5

Deliver and review

1Download the EMF and HIRAC

Once approved, the Deliver stage shows Download EMF and Download HIRAC, filled in on the University's own forms.

Save both in the event folder. Send the EMF to Health, Safety and Wellbeing through Workday, and to Property and Infrastructure.

SignatureNaomi signs the EMF herself. It downloads ready for her signature.
Only there once the event is approved.

2On the day

  • Advertise from the release date in your plan, not before.
  • Report any material change (date, venue, provider, cost, staffing or risk) under Material changes before you make it.
  • Tick the pre-event check before you start.
  • After the event, press Start post event review.
Report changes here before you make them.

3Send the review

  • Due within 5 working days.
  • Fix the actual hours so TOIL, overtime and pay match what really happened.
  • Enter actual attendance and spend.
  • Save the photos and the review in the event folder.
Until it's sent, your other plans can't go for final approval.
For Naomi

Decisions, dashboard and spending

1Make a decision

Press Waiting on you on the board. Open the event, choose an outcome and press Record decision. Conditions, revisions and refusals need a written reason. The organiser sees it straight away.

Pitch decision.
Final approval.

2Dashboard

Every event, its cost, who it reaches and where it's up to. Pick a week, month, semester or year and a campus. Download as a spreadsheet gives you the list for Excel. A read-only link for others is at the bottom.

Costs per head use the middle of the attendance range until actual numbers are in.

3Spending

Spent, approved and pitched, by campus, for any week, month, semester or year. Staff overtime and TOIL dollars only show on Naomi's screen.

Each campus on one screen.
Questions

Quick answers

Why can't I press Send?

The bar beside the button lists what's missing. It also stays locked if you're past the deadline, or if one of your reviews is overdue.

Can I advertise once the pitch is supported?

No. Support in principle is approval to plan only.

Can I run last year's event again?

Yes. Open it from the Closed column and press Run it again next year. Everything copies except approvals and ticks.

Where are the full rules?

Press How to use it in the Event Desk's top bar. It covers deadlines, people cost and TOIL, and setting up the team.

I can sign in but I'm not on the team list

Naomi needs to add your email in Settings, Team.