EDS-Disposition Renewals User Manual

EDS-Disposition Renewals User Manual
Electronic Disposition System
Public Land Disposition Renewals User Manual
Aug 27, 2014
EDS Public Land Disposition Renewals User Manual
Revision History
Version
V1.00
V1.01
Aug 27, 2014
Date
2014-08-19
2014-08-27
Author/Organization
ESRD
ESRD
Description
Document Draft
Draft with corrections
Electronic Disposition System
Public Land Disposition Renewals User Manual
© 2014 Government of Alberta
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EDS Public Land Disposition Renewals User Manual
Disclaimer
In this disclaimer provision:
“AER” means the Alberta Energy Regulator;
“Crown” means Her Majesty the Queen in right of the Province of Alberta;
“ESRD” means the Ministry of Environment and Sustainable Resource Development;
“Minister” means the Minister of the Ministry of Environment and Sustainable Resource Development;
“Their employees” means and includes each, any and every officer, employee, servant and agent of either or both
of the Crown and the Minister and without limiting the generality of the foregoing, and includes employees of the
Crown and the Minister employed by the Ministry of Environment and Sustainable Resource Development.
“Regulatory Body” means employees of the Department of Environment and Sustainable Resource Development
or the Alberta Energy Regulator.
“EDS” means the Electronic Disposition System and all programs, hardware, documentation, functions and
services forming a part thereof or associate therewith.
The Crown, the Minister and their employees and the contractors and technical advisors of the aforesaid:
(a) Make no warranty or representation, whether expressed or implied, to any person with respect to this material
or documentation of EDS or as to the service, performance, quality, merchantability or fitness of any part of
the aforesaid for any purpose; and
(b) Shall not be liable for any action, damages or claims, whether occasioned by negligence or otherwise, that any
person, user, Subscriber or any employees of the aforesaid may hereafter have, allege or become entitled to
(including but not limited to any claim of third-party contribution of indemnity, any economic or moral loss,
or direct, immediate, special, indirect or consequential damages which do, may, or are alleged to arise as a
result of:
(i) The use of this material or documentation or EDS or any service connection therewith; or
(ii) Any error or omissions in data or any loss or partial loss of data or incomplete retrieval of
information, even if any or all of the Crown, the Minister or their employees were advised of the
possibility of such risk, action, claims or damages, including damages sustained or actions brought by
third parties and claims made against the Subscriber by third parties.
The entire risk of loss relating to or associated with the quality and performance of EDS and any product and
results thereof shall be assumed by the Subscriber and by any other user of EDS.
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EDS Public Land Disposition Renewals User Manual
Table of Contents
1.1
Hours of Operation.................................................................................. 5
1.2
EDS Use Restrictions ............................................................................... 6
1.2.1
1.3
Upload Documents Requirements ........................................................... 6
1.3.1
1.4
2.0
EDS Main Menu Page ................................................................................. 7
Help Menu Items ..................................................................................... 8
Getting Started with Renewals .................................................................. 9
3.1
4.0
Documents ...................................................................................................... 6
Relevant Links ........................................................................................ 6
2.1
3.0
Dispositions ..................................................................................................... 6
Renewals Overview................................................................................. 9
EDS Renewals Client Screens .................................................................... 9
4.1
Navigating to Renewals .......................................................................... 9
4.2
Renewals Client ID Search Screen .......................................................... 9
4.3
Renewals Main Form Screen ................................................................. 10
4.4
Error Messages Displayed for Renewals Main Form Screen ................... 14
4.5
Confirm Application for Surface Disposition Renewal Screen ................ 15
4.6
Confirmation Screen ............................................................................. 15
4.7
Terms of Use and Disclaimer Screen ..................................................... 16
5.0
Getting Support ....................................................................................... 17
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EDS Overview
EDS is an online service that allows clients (you) to submit electronic transactions for surface dispositions to
ESRD and the AER. Presently EDS has six subsystems:
1. Public Land Disposition Applications & Plan Submission Package
This selection will enable you to submit applications for dispositions on public lands for EZE, LOC,
DLO, MSL, DMS, PLA, DPL, PIL, DPI, REA, SML, VCE, and RVC purposes.
2. Public Land Disposition Amendments
This selection will enable you to submit amendments for dispositions on public lands for the following
ESRD activity types:
- DLO, DML, DMS, DPL, DPI, VCE, EZE, REA, SML
It will also enable you to submit amendments for the following AER activity types:
- LOC, MSL, PIL, PLA, MLL, RVC
3. Disposition Maintenance
This selection will enable disposition clients to submit Site Entry notifications, SML Annual Returns and
to edit a list of other allowed clients that manage your data.
4. Reclamation Certificate Application Submissions
This selection will enable you to submit an application for a Reclamation Certificate on Public Land.
5. Public Lands Disposition Enhanced Approval
All applications for upstream oil and gas activities, (excluding in-situ oil sands production and oil sands
mines operations) for the disposition types MSL, LOC, PLA, and PIL must be submitted through the
"Public Land Disposition Enhanced Approval" menu item 5, effective September 1st, 2010.
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Any disposition applications that are outside of the scope of the "Public Land Disposition Enhanced
Approval" menu item 5 must be submitted through the "Public Land Disposition Application & Plan
Submission Package" menu item 1, or "Disposition Maintenance" menu item 3, as appropriate.
Any disposition application submissions that are in scope of the "Public Land Disposition Enhanced
Approval" menu item 5, and submitted through any other selections will be rejected.
Any disposition applications submitted through the "Public Land Disposition Enhanced Approval" menu
item 5 that are outside of the defined scope will be rejected.
6. First Nations Consultation (FNC) Submissions
This selection will enable you to submit requests and updates for a First Nation Assessment.
7. Application/Amendment Status Check Request
This selection will enable you to send a request for the status of an application/amendment. This must be
used to request a status of an application processed by ESRD and AER staff.
For details about each of the above subsystems please consult specific user manuals to be found on the ESRD
website.
Applications and self reporting that are accepted by EDS are uploaded into the Geographic Land Information
Management Planning System (GLIMPS) and EDS will email the client a copy of the transaction. EDS will also
notify the appropriate business area that a transaction has been submitted for processing.
1.1
Hours of Operation
EDS Support help desk is available Monday to Friday 8:15 a.m. to 4:30 p.m. except statutory holidays. The
system is available from 6:30 a.m. to 10:00 p.m. everyday.
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1.2
EDS Use Restrictions
1.2.1 Dispositions
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1.3
EDS is limited to MSL, DMS, LOC, DLO, PLA, DPL, PIL, DPI, EZE, VCE, RVC, REA, and SML
disposition types for processing applications under Module 1. Public Land Disposition Applications
& Plan Submission Package
EDS is limited to DLO, DML, DMS, DPL, DPI, VCE, EZE, REA, SML, LOC, MSL, PIL, PLA,
MLL, and RVC disposition types for processing amendments under Module 2. Public Land
Disposition Amendments
Applications or amendments processed using EDS at this time are limited to only one applicant Client
Identification number
The maximum number of dispositions types shown on a plan is two (Example: SML and LOC)
A Confirmation number, Landscape Analysis Tool (LAT) report and FNC number can only be used
once in a transaction
Only one purpose and activity code can be selected for each disposition type [Example: SML –
Surface Materials - Gravel, LOC – Access Road – Class II]
Multiple plans for an activity will not be accepted
Clients/Stakeholders involved must be active and registered in Alberta Department of Energy’s
Foundation system.
All applications are subject to a regulatory completeness and merit review.
Successful application submissions do not denote approval by the Crown
Upload Documents Requirements
1.3.1 Documents
All documents submitted to the department other than the plan submission package must be in a portable
document format (.PDF). Documents that require imaging must be scanned to the following standard and
converted into a .PDF format for submission.
Black & white
Colour
300 dpi
150 dpi
File names must not contain spaces. Use of special characters such as *, -, (, ), @, % or $ are not allowed.
1.4
Relevant Links
EXTERN ADS User Name & Password Maintenance: https://extern.wln.gov.ab.ca/help/
The link above is where to activate SecureXNET accounts and change/reset SecureXNET passwords.
SecureXNET EDS: https://securexnet.env.gov.ab.ca/eds_login.html
The link above is where to access EDS through SecureXNET.
SecureXNET PCS: https://securexnet.env.gov.ab.ca/pcs_login.html
The link above is where to access PCS through SecureXNET.
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2.0
EDS Main Menu Page
Below is a screenshot of the EDS main menu, displayed upon successful login:
The main service options and their submenus are as follows:
1. Public Land Disposition Applications & Plan Submission Package
 Create a single application
 Create two associated applications
 Plan package submission
2. Public Land Disposition Amendments (NEW)
3. Disposition Maintenance
 Site Entry Submissions
 SML Annual Return
 Allowed Clients Edit
 No Entry Submissions
 Renewals
4. Reclamation Certificate Application Submissions
5. Public Lands Disposition Enhanced Approval
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 Create a single application
 Create two associated applications
6. First Nations Consultation Submissions
 Create/Edit FNC
 Cancel FNC
7. Application/Amendment Status Check Request
2.1
Help Menu Items
The three Help functions, located at the top of the page are “Contact Us”, “EDS Website” and “Help”.
By selecting ‘Contact Us’, this will generate an email to [email protected] where you can indicate
any questions or comments.
Clicking ‘EDS Website’ will take you to the SRD External EDS webpage.
Clicking ‘Help’ will take you to the online EDS manual.
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3.0
Getting Started with Renewals
3.1 Renewals Overview
To meet the requirements of the Public Land Administration Regulation (PLAR), the renewal feature
implemented in EDS allows for disposition holders to submit an application to renew dispositions to either the
Alberta Energy Regulator (AER) or Environment and Sustainable Resource Development (ESRD).
Also implemented for EZE, REA, DLO, DMS, DML, DPL and DPI dispositions (ESRD managed activities), is a
renewal notification feature. Notifications will be mailed to disposition holders listing dispositions that will expire
18 months and 2 years from that month as a reminder to request a renewal. Dispositions administered by the AER
will not receive a notification; AER managed disposition holders are required to monitor the life cycle of their
dispositions and apply for renewal at the appropriate time.
Renewal is only available if;
 there are no changes to the disposition,
 the disposition already has a valid plan of survey on file, and
 the disposition has been entered.
In addition, an application form complete with a signed affidavit from a surveyor confirming that the site
boundary has not changed is required. Applications received without the affidavit will be considered incomplete
and will be rejected by the reviewing regulatory body. Dispositions listed for renewal where changes have
occurred to the approved surveyed boundaries or to the approved purpose type must be submitted as an
Amendment application. Amendment applications within 2 years of expiry may request a renewed term be
applied to the disposition being amended to which if acceptable, the regulatory body may grant a full renewal
term.
4.0
EDS Renewals Client Screens
4.1 Navigating to Renewals
To submit a renewal request using statutory declarations, navigate to EDS Renewals:
- click “3. Disposition Maintenance” from the main EDS menu
- from the “Disposition Maintenance” menu click “5. Renewals”
- and you will be redirected to the application Client ID screen
4.2
Renewals Client ID Search Screen
The first screen shown upon starting the renewal request process is the applicant Client ID screen, where the
proponent’s Client ID is to be entered. EDS validates the Client ID and retrieves those activities for which the
Client ID is listed as a service Client ID.

Users IDs & Client IDs for access to Industry Online Services
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The following table lists the relevant elements on this screen:
Field or button name
Applicant Client ID
Properties
Text Field
Name/Remarks
Enter service Client ID of disposition holder here. EDS will validate the
Client ID entered by the proponent against GLIMPS to ensure it is
either type B (both) or S (service).
Legend:
M: Mandatory field
O: Optional field
4.3 Renewals Main Form Screen
After entering a valid Client ID and clicking next at the Client ID screen (sec. 4.2), EDS displays the main
renewal form (see below). The form lists user and service client information, found dispositions, a new
dispositions section, and a remarks section. In “Found Dispositions” you’ll find a list of activities up for renewal
for which notifications from ESRD have been successfully sent. And using the “New Dispositions” section
instead, you will be able to submit renewal requests for activities which have not had notifications sent out, but
which still meet renewal request requirements.
Renewals cannot be requested for dispositions where the company is struck, cancelled, in receivership, or
bankrupt. Dispositions for which renewal requests are submitted must be at minimum past half their term and
cannot have a renewal for the same disposition already in progress (which has not been rejected), and the surface
activity must be entered and not have a record of no-entry on file.
To indicate which dispositions you will be submitting renewal requests for, simply upload the appropriate
Renewal Application form complete with a signed statutory declaration.
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The following table lists the relevant elements on this screen:
Field or button name
Contact, Company,
Address, City,
Province, Postal Code,
Country, Email
Address, Phone
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Properties
Name/Remarks
Text Fields These text fields display information on file for the EDS user submitting
the renewal request.
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Field or button name
Properties
Name/Remarks
Number, Fax Number
Applicant, Client ID,
Address, City,
Province/State,
Postal/Zip, Country
Delete
Disposition Number
Text Fields These text fields display information on file for the service client for
which the EDS user is submitting a renewal request.
Link
Text Field
Click the “Delete” link to remove that row from the current session – relogging into EDS will show the previously deleted record again in the
Found Dispositions section. The feature is useful if you have uploaded
statutory declaration documents for several activities but received an
error for some: delete the ones that generated errors and submit the
renewal requests for the remaining activities. Once you correct the
activities that generated errors you can reattempt renewal requests for
them.
Lists the activity numbers up for renewal.
EDS validates that renewals are not being requested for client
corporations which are: Struck, Cancelled, In Receivership, or
Bankrupt.
Some additional validations made against each disposition having a
renewal application / statutory declaration submitted are:
 the disposition expiry date cannot be greater than half the term
from the current date;
 the disposition cannot have a renewal already requested (for the
current expiry date), unless that renewal had been Rejected;
 the surface activity must not have a record of no-entry (this is in
EDS – request for no-entry)
EAP - Non-EAP
Text Field
Specifies whether the activity had been applied for under the EAP or
Non-EAP stream.
Purpose
Text Field
The value specifies the purpose of the activity on file.
Client File ID
Text Field
Specifies the file id submitted by client and on file
Expiry Date
Text Field
Specifies the expiry date for the activity.
Notification Issued 2
year 18 month
Text Field
Specifies whether notifications (for ESRD dispositions) were issued for
the 2 year notice, the 18 month notice, or both.
Statutory Declaration
Upload
Uploaded File
Cancel
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Text Field
Button
Use the browse link to upload your statutory declaration file.
Specifies the already uploaded file or shows blank if no file is uploaded
Click to go to main menu.
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Field or button name
Properties
Name/Remarks
Back
Button
Click to go back one page.
Next
Button
Click to go to the next page.
Legend:
M: Mandatory field
O: Optional field
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4.4 Error Messages Displayed for Renewals Main Form Screen
Below is a screenshot of sample error messages when, for instance, an activity for which a renewal request is
attempted that has not been entered, or when the latest plan on file is not a survey plan.
Before accepting any renewal application, EDS confirms that each activity adheres to the following business
rules. Failure to meet these business rules will result in rejection of the renewal application:
 no pending renewal application is awaiting approval;
 for EAP disposition renewal requests the disposition must have a record of site entry in EDS and its latest
active plan must be a survey;
 the disposition must be past half its term;
 the disposition must be entered and not have a record of no-entry as verified through Site Entry numbers
or inspection;
 a complete application complete with a signed Statutory Declaration must be provided;
NOTE: any Client which had its renewal application “rejected” may resubmit a renewal application provided
that the errors are corrected and the activity meets the renewal eligibility criteria;
The following table lists the relevant elements on this screen:
Field or button name
Error section above
Cancel/Back/Next
buttons
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Properties
Text Field
Name/Remarks
The section displays any pertinent errors per activity. Any errors shown
will be related to one of the following rules:
- activity has no pending renewal application awaiting
approval, rejection, or refusal;
- any activity which had its renewal application “rejected”
may have its renewal application resubmitted provided that
it still meets the remaining eligibility criteria;
- for each EAP disposition renewal request the activity must
have a record of site entry in EDS and its latest active plan
must be a survey;
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Field or button name
Properties
Name/Remarks
-
the activity must be past half its term;
the activity must not have a record of no-entry;
Legend:
M: Mandatory field
O: Optional field
4.5 Confirm Application for Surface Disposition Renewal Screen
Upon clicking next at the main renewal form, the “Confirm Application for Surface Disposition Renewal” screen
is displayed. Any information entered at the Renewals Main Form Screen will be shown to submitter for
confirmation:
Refer to section 4.3 for a breakdown of field names and their values.
4.6
Confirmation Screen
For reference, below is the Terms of Use screen for the submitter to read and accept before finalizing their
submission:
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4.7 Terms of Use and Disclaimer Screen
After the submission has been successfully accepted, the final confirmation screen is displayed as below. At this
point the renewal request has been accepted and will be evaluated by the ESRD or AER according to activity
type.
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Refer to section 4.3 for a breakdown of field names and their values.
5.0
Getting Support
If there are any problems with the SecureXNET login contact the GoA help desk at 1-888-427-1462 (1GOA).
EDS Support Team
Phone enquiries regarding login accounts/passwords or system problems should be directed to the
Provincial Approvals Branch Reception at (780) 427-3570.
System and Documentation Feedback
Please forward any inquiries to [email protected]
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Public Land Disposition Renewals User Manual
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