SAAELIP Facility User Manual - IIS Windows Server

SAAELIP Facility User Manual - IIS Windows Server
SAAELIP – User Guide for the Regulated Community
SAAELIP USER GUIDE
FOR THE REGULATED COMMUNITY
Issued By:
South Africa Department of Environmental
Affairs (DEA)
Prepared By: enfoTech & Consulting, Inc.
Revision: 1.1
Date: October 16, 2015
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SAAELIP – User Guide for the Regulated Community
TABLE OF CONTENTS
1
OVERVIEW OF SAAELIP ..................................................................................................................... 5
1.1
1.2
2
DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................................ 5
PREREQUISITES .............................................................................................................................. 6
FACILITY SITE ACCOUNT MANAGEMENT ....................................................................................... 6
2.1
ACCOUNT TYPES IN SAAELIP FACILITY PORTAL .............................................................................. 6
2.2
ACCOUNT CREATION PROCESS ........................................................................................................ 7
2.3
MANAGING ACCOUNT SETTINGS ....................................................................................................... 9
2.3.1
Manage Account General Information .................................................................................... 9
2.3.2
Protect Account Security ....................................................................................................... 10
2.3.3
Managing Associated ECOs, Consultants and Preparers .................................................... 10
3
HOME PAGE (THE “DASHBOARD”) ................................................................................................ 12
4
AEL SUBMISSION AND MANAGEMENT .......................................................................................... 13
4.1
OVERVIEW OF APPLICATION SUBMISSION PROCESS ........................................................................ 13
4.2
APPLYING AND SUBMITTING APPLICATIONS ..................................................................................... 14
4.3
TRACKING SUBMITTED APPLICATIONS............................................................................................. 14
4.3.1
Review Submission Copy-of-Record .................................................................................... 15
4.3.2
Attachments........................................................................................................................... 15
4.3.3
Tracking Submission Status – Work Activities ...................................................................... 15
4.3.4
Tracking Correspondences with LA ...................................................................................... 16
4.3.5
Tracking Emails Sent by SAAELIP........................................................................................ 16
4.4
REQUEST FOR APPLICATION W ITHDRAWAL .................................................................................... 17
4.5
REQUEST FOR APPLICATION REVISION ........................................................................................... 17
4.6
REQUEST FOR LICENSE TERMINATION ............................................................................................ 17
5
LICENSE AND ISSUANCE MANAGEMENT ..................................................................................... 18
5.1
5.2
6
APPEAL LICENSE ........................................................................................................................... 19
RENEW/TRANSFER/VARIATION LICENSE ......................................................................................... 19
NAEIS REPORT DATA ENTRY.......................................................................................................... 20
6.1
SOURCE FORM .............................................................................................................................. 20
6.1.1
Source Form Completion Instructions ................................................................................... 20
6.1.2
Source Identification Section ................................................................................................. 20
6.1.3
Owner Information Section .................................................................................................... 23
6.2
CONTACT FORM ............................................................................................................................ 23
6.2.1
Contact Form Completion Instructions .................................................................................. 23
6.2.2
Emission Inventory Contact Section...................................................................................... 24
6.3
STACK FORM................................................................................................................................. 24
6.3.1
Stack Form Relationship to Other Forms .............................................................................. 25
6.3.2
Stack Form Completion Instructions ..................................................................................... 25
6.3.3
Stack Identification Section ................................................................................................... 25
6.3.4
Adding a Stack ...................................................................................................................... 28
6.3.5
Deleting a Stack .................................................................................................................... 28
6.4
EMISSION UNIT FORM .................................................................................................................... 30
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6.4.1
Emission Unit Form Relationship to Other Forms ................................................................. 30
6.4.2
Emission Unit Form Completion Instructions ........................................................................ 30
6.4.3
Emission Unit List Section ..................................................................................................... 31
6.4.4
Emission Unit Identification Section ...................................................................................... 31
6.4.5
Capacity Information Section ................................................................................................ 32
6.4.6
Control Device Section .......................................................................................................... 33
6.4.7
Emission Unit Stack Section ................................................................................................. 33
6.4.8
Adding an Emission Unit ....................................................................................................... 33
6.4.9
Deleting an Emission Unit ..................................................................................................... 33
6.5
REPORTING GROUP FORM ............................................................................................................. 34
6.5.1
Reporting Group Form Completion Instructions .................................................................... 35
6.5.2
Reporting Group List ............................................................................................................. 35
6.5.3
Reporting Group Identification............................................................................................... 35
6.5.4
Reporting Group Emission Units Section .............................................................................. 36
6.6
ACTIVITY AND EMISSION FORM ....................................................................................................... 36
6.6.1
Activity Form Completion Instructions ................................................................................... 36
6.6.2
Emission Unit and Reporting Group List Section .................................................................. 36
6.6.3
Activity Information Section ................................................................................................... 37
6.6.4
Material Information Section .................................................................................................. 40
6.6.5
Portable Material Usage Schedule ........................................................................................ 41
6.6.6
What Emissions Must Be Reported? .................................................................................... 42
6.6.7
Emission Form Completion Instructions ................................................................................ 43
6.6.8
Emission Details .................................................................................................................... 43
6.6.9
Non-Industrial Source Specific – Activity and Emission Form .............................................. 45
6.7
COMPLETENESS CHECK ................................................................................................................. 46
6.8
CERTIFICATION AND SUBMISSION ................................................................................................... 49
6.8.1
Preparer Form Overview ....................................................................................................... 49
6.8.2
Preparer Form Completion Instructions ................................................................................ 49
6.8.3
Preparer List Section ............................................................................................................. 49
6.8.4
Preparer Information Section ................................................................................................ 50
6.8.5
Primary Preparer Form Overview.......................................................................................... 51
6.8.6
Form Completion Instructions ............................................................................................... 51
6.8.7
Completeness Check Executed by the System When an EI Report is Submitted ............... 51
6.9
REPORTS ...................................................................................................................................... 52
7
APPENDIX ........................................................................................................................................... 54
7.1
APPLY FOR AEL ............................................................................................................................ 54
7.1.1
General Information ............................................................................................................... 54
7.1.2
Contact .................................................................................................................................. 56
7.1.3
Raw Materials & Production .................................................................................................. 56
7.1.4
Control Device ....................................................................................................................... 57
7.1.5
Stack ...................................................................................................................................... 57
7.1.6
Emission Unit......................................................................................................................... 58
7.1.7
Emission Reporting Group .................................................................................................... 59
7.1.8
Activity and Emission ............................................................................................................ 59
7.1.9
Monitoring, Management, and Mitigation .............................................................................. 59
7.1.10 Attachment ............................................................................................................................ 60
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7.1.11 Data Validation ...................................................................................................................... 60
7.1.12 Submission Receipt ............................................................................................................... 60
7.2
SUBMIT AEL COMPLIANCE REPORT ............................................................................................... 61
7.2.1
Data Entry.............................................................................................................................. 62
7.2.2
Attachment ............................................................................................................................ 62
7.2.3
Data Validation ...................................................................................................................... 62
7.2.4
Submission Receipt ............................................................................................................... 62
7.3
NAIES REFERENCE DATA LOOK-UP ............................................................................................... 63
7.3.1
Emission Factor ..................................................................................................................... 63
7.3.2
Material Code ........................................................................................................................ 63
7.3.3
Substance Code .................................................................................................................... 64
7.3.4
NAEIS Source Code .............................................................................................................. 65
7.3.5
Unit Code............................................................................................................................... 65
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SAAELIP – User Guide for the Regulated Community
1 Overview of SAAELIP
SAAELIP is a One-Stop Portal designed to provide single sign-on entry for Atmospheric Emission Licensing and Air
Emission Inventory Reporting, and also to support the general public to query environmental data of their interests.
(A) For the Regulated Community:
SAAELIP will serve as a central platform for the facility to manage license applications, licenses, reporting
requirements, and compliance reports. SAAELIP offers online options for a wide spectrum of submittals, including:

Environmental Licensing
o Apply new licenses
o Amend licenses
o Renew licenses
o Terminate licenses

Environmental Reporting
o Submit compliance reports and monitoring data
o Submit annual emission inventory reports and emission data
SAAELIP offers the following functions for the regulated community.
 Establish a user account and manage all submittals online;
 Apply AEL environmental licenses online;
 Submit AEL environmental compliance reports;
 Submit annual emission inventory reports online
 Monitor the processing status of all online submittals and allows correspondence with Authorities;
 Keep track of all submission history;
 Manage past and current environmental issuances for record keeping, amendment, renewal and termination
(B) For the General Public:
The SAAELIP offers an online tool for general public to:
 Access the SAAELIP Public site to search and view submitted applications and issued AELs for their
personal interest and concern.
1.1 Definitions, Acronyms, and Abbreviations
This subsection provides the definitions of all terms, acronyms, and abbreviations required to properly interpret
the System Design Document.
Term
Definition
SAAELIP
South African Atmospheric Emission Licensing & Inventory Portal. The portal provides
a single sign-on access to SNAEL and NAEIS systems.
SNAEL
System for National Atmospheric Emission Licensing (SNAEL) System
NAEIS
National Air Emission Inventory System of South Africa, under the SAAQIS II project
DEA
Department of Environmental Affairs
AEL
Atmospheric Emission License
EI
Emission Inventory
AQO
Air Quality Officer
ACO
Accounting Officer
ECO
Emission Control Officer
ESA
Electronic Signature Agreement
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Term
Definition
PIN
Personal Identification Number
AELA
Atmospheric Emission Licensing Authority
LA
Licensing Authority
1.2 Prerequisites
In order to use the SAAELIP system, the user will need the following:

Internet connection

IE 7.0 or higher

PDF file Viewer (for viewing PDF files only)
2 Facility Site Account Management
If you plan to submit data through SAAELIP, you will need to establish a user account. This section explains the
types of users and details on how to create and manage an account.
If you do not plan to make any online submittal, you do not need an account. You could query data or submit
anonymous complaints without a user account.
2.1 Account Types in SAAELIP Facility Portal
Currently SAAELIP has two types of facility accounts – ACO and ECI.Consultant. It is important for the user to
identify their role because each account has different access privileges. The table below explains in detail the
difference between the two account types.
User Type
ACO
Purpose
 Only the ACO account can certify and
submit applications in SAAELIP.
 An ACO can only maintain one User
Account, but this User Account can have
ACO privileges for certain facilities and
have the consultant rights for other
facilities.
 If the ACO plans to certify a submittal, the
ACO must get their account approved by
Licensing Authority as the ACO for that
facility.
Account Privileges
 Will be issued a PIN once their account
privileges are approved by the Licensing
Authority
 View and prepare an electronic data entry
form in SAAELIP
 Certify and submit an electronic data
entry form in SAAELIP
 View submitted data in SAAELIP
 Keep track of the status of submitted
records
 Keep track of issuances
 Associate a consultant to their account to
prepare applications
ECO/Consultant
 An ECO/Consultant is someone who is
assigned by an ACO to create and prepare
applications for their facility.
 View and prepare an electronic data entry
form in SAAELIP
 The ECO/Consultant has no right to
actually submit an application but can
prepare applications for a single or
multiple ACOs that have him/her
associated with them. The types of
applications and the facilities that the
 Keep track of the status of submitted
records
 View submitted data in SAAELIP
 Keep track of issuances
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ECO/Consultant can prepare applications
for are all defined by the ACO. An ACO can
be associated as a Consultant for another
ACO.
2.2 Account Creation Process
Anyone who has access to the SAAELIP Facility Site will be able to create a Facility User Account. Without an
account, the user cannot access the SAAELIP system and have access to the features provided by SAAELIP. Follow
these steps to obtain a facility user account.
Step 1: Click the “Create a New Account” link in the
login page.
Step 2: The user will need to enter in their personal
identification information (Business, Name, Username,
Title, etc.) along with their contact information (address, email, phone number).
Any field that contains an icon is required and must be
filled to continue. If these fields are not filled, the system
will display a validation error that fields are missing. Once
complete, the user should click the ‘Next’ button.
By placing the mouse over the
icon, a help box will
display to provide additional information.
Step 3a: The user will have to select their role associated to the
facility. If the user is an ‘ECO’ or ‘Consultant’, then the
‘ECO/Consultant’ account type should be selected.
Step 3b (for ACO Only): If the user is an ACO, then they
will need to select which application type he/she is
responsible for and for which facilities. The ‘Associate
New’ button will allow the user to search through a list of
facilities to add to their profile.
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The ACO will need to associate a facility to his/her
account in order to create and submit applications
for the selected facility. The facility search feature
allows the user to search the master facilities by
name. Once the results are displayed, the user can
check their facility(s) and the application they are
responsible for. If the user searches and cannot find
their facility(s) listed, the system will
provide methods of how to contact the Licensing
Authority to have LA add the new facility(s).
Step 4: Once the selections have been saved, the user
should move to the next section. The next section will
require the user to provide answers to a few security
questions. These questions will be used later on to
retrieve a lost password and used to submit
applications.
Step 5: To finalize the application, a CAPTCHA needs to be verified. Once
verified, the account will be created.
Step 6: The system will display a message with
instructions on how to activate the account so that all
features can be opened.
Step 6a (for ACO Only): The ACO is required to print out, sign and mail an Electronic Signature Agreement (also
known as the “Subscriber Agreement”) to the LA for “Certify & Sign” priviledge. This form is needed by the LA so
that the LA can approve of the account association to the facility and activate the facility in SAAELIP for the
applicant. By clicking the “Print Subscriber Agreement” link, SAAELIP will auto-fill the subscriber agreement form
for the user. As a ‘Licensing Authority’, the ‘Subscriber Agreement’ will need to be printed, signed, and sent back
to the authority. The mailing address will be contained in the ‘Subscriber Agreement’ form.
Step 7: The user will receive an e-mail notifying them of their account creation with their login name and randomly
generated password. After receiving the login/password information, the user can now use this information to
login into SAAELIP Facility Portal.
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Step 8 (Optional): If the user forgot their password, he/she can simply click on the ‘Forgot Password’ link on the
main login screen.
Step 8a (Optional): The user will need to enter a valid e-mail address to prompt a security question before their
password will be sent to them via e-mail. After the system validates the account based on the email and security
question response, the system will reset the user’s password and send the system generated password to the
user’s registered email address.
Step 9: To make sure the user account is secured, when
the user first logs in, SAAELIP will inform the user that
they will have to change their password to a new
password with the described criteria.
2.3 Managing Account Settings
After creating an account, the user has the option to go back and modify his/her information. Having the ability to
edit the user account information is important because SAAELIP contains several functions that rely on the
information that was entered in the fields. For example, SAAELIP will pull and auto-populate certain fieds based on
the user account information. For example, if the user has an incorrect e-mail, e-mail notifications will not be
received by the user. The user is able to manage his/her account security settings and his/her associations. Poor
configuration in this section can lead to hinderance in creating and submitting applications in SAAELIP. This is why
it is imperative for the user keep their information up to date and entered correctly.
The user can manage their account settings by
clicking on ‘My Account’.
In the “My Account” module, the user can select from the following options:
1) In ‘Basic Information’, the user can change their name and contact
information. The section provides tabs along the top so that the user can
also change his/her address information.
2) The ‘Password’ and ‘Security Questions’ options allow the user to
edit/change their password or security questions, which prevents
unauthorized access to their account and prevents unauthorized users to
submit applications.
3) The ‘Managing Associated Consultants and Preparers’ section allows user to
manage his consultants/preparers.
2.3.1
Manage Account General Information
This section details how the user can manage their acccount information. In
‘Basic Information’, the user will be able to see three tabs: General Information,
Address Information, and Associate Facilities.
In the ‘Address Information’ tab, the user can specify a different billing address
from their mailing address and vice versa.
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The ‘Associate Facility’ tab will allow users to
associate different facilities to their User Account.
2.3.2
Protect Account Security
SAAELIP provides three layers of protection over the user’s account: password, PIN, and Security Question. The
Password is the credential the user uses for login; whereas, PIN and security questions are the credentials for
certification and submission, which serves as an electronic signature of the ACO.
The ‘Password’ and ‘Security Questions’ options allow the user to prevent
unauthorized access to their account and preventing unauthorized users to
submit applications.
By clicking ‘Password’, the user can go to the ‘My Password Information’ tab
to change their password by entering their old password and by entering
their new password.
The second security layer SAAELIP has is the PIN number. By clicking on
the ‘My PIN information’ tab, the user will be able to request a PIN
number and then change it in the future. The PIN number will be
required to submit an application.
Once a PIN number is requested, the user will receive an e-mail of a new
PIN. The user will need to click ‘Save PIN’ to make sure the changes
have been stored.
As a part of security measurements, SAAELIP requires the Certifier to answer
a security question challenge correctly before it will accept each online
submittal. If the user is creating an ACO account, they will also need to setup
a pool of security Q/A so that SAAELIP can use their answers to authenticate
their identity during the submission certification process. Clicking on the
‘Security Question’ tab, the user can change their security question(s) and
response(s). The security questions will be needed when retrieving a lost
password and when submitting an application.
2.3.3
Managing Associated ECOs, Consultants and Preparers
An ACO user could manage a list of associates (consultants or preparers) to help the ACO to prepare draft
applications. This option is useful in situations where an ACO manages multiple facilities and requires additional
assistance. When a consultant creates an application for the ACO, the ACO can see the newly created application
when he/she logs into their account. Once the application is reviewed by the ACO, the ACO can then submit the
application. This Section describes features the ACO can use to manage his/her associates within SAAELIP and only
viewable by the ACO. This section describes how an ACO will associate and de-associate a consultant for his/her
facility.
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By clicking the ‘Managing Associated Consultants and Preparers’ section, a user can see a grid view of preparers
that have been associated to their account. The grid view lists out who they have associated with them and for
which facility and application type, as well as the effective dates of this association. If the user wants to deassociate the user, they can simply click on the
pull a detail view of the associates setting.
icon to remove them. By clicking on the
icon, the user can
To add a new ECO/consultant, the system first prompts for the
consultant’s e-mail, which means the consultant is required to have an
account in SAAELIP first. Next, SAAELIP asks for the effective date and
expiration date of this association, if any.
As a third step, User needs to 'Add
Authorizations’ to the consultant. ‘Application
Authorization’ defines the facility(s) and the
application type(s) (i.e. AEL Application, AEL
Compliance Report, or NAEIS Reporting) the
ECO/Consultant is allowed to prepare. Once
the association is completed, the consultant
can log in and begin working on submittals.
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3 Home Page (the “Dashboard”)
The home page of SAAELIP is also called the ‘Dashboard’, which gives the user visibility of key features that
SAAELIP has to offer. The dashboard provides access to applications that have to be created, applications that
need to be finished, and applications that have already been submitted while being organized by the applications
latest activity.
3
1
2
1 The ‘Upcoming Submittal Obligations’ allows the user to view any submittal obligations they have or
compliance reports that need their attention. The user can review due dates and statuses of the pending
obligations. The User can click on the “Edit” button to open up and view the submittal.
2 The ‘Permits/Licenses’ section lists the different licenses associated with the User. The User can choose to
Renew, Appeal, Transfer, or Variation for the different licenses that are assigned to them. The User is able to sort
the licenses by Facility, Issuance Info, Critical Dates, or Appeal/Termination Comments.
3 The ‘Message Center’ provides a link to any communication done via SAAELIP. This provides a shortcut for the
user to see e-mails or correspondence messages that were sent to them. The Message Center will also show any
expired licenses that may need the User’s attention. The messages are hyperlinked to allow the User to receive
more detailed information about the correspondences or announcements.
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4 AEL Submission and Management
Once an account is established, the user could begin online submittals. Currently SAAELIP provides the ability to
submit an AEL Application, AEL Compliance Reports and Annual Emission Inventory report1. This Section provides
generic features applicable to all online submittals. For data entry forms specific to each submittal (e.g., AEL
Application or AEL Compliance Report), please see the Appendix section.
4.1 Overview of Application Submission Process
To better understand how to use SAAELIP, it is important for the user to understand the submission process. The
below diagram displays the flow for completing an AEL application.
New AEL Application Process
Create new AEL
application
Enter Necessary
Data on
Application Form
Insert Attachment
ACO/ECO Certifies &
Submits Application
End New Application
Process
Licensing
Authority
Applicant
(Consultant /
ECO / ACO)
Phase
System
Receive enotification on new
submission to start
review process
Perform Data
Validation &
Completeness
Check
Display successful
submission receipt
page & email the
receipt to ACO/ECO
Backend Task will be
triggered to save a
copy of the submission
in the Database
Major steps of submitting an application in SAAELIP are listed in the following table.
Step #
Name
Highlights of System Functions & Description
1.
Select an application
type
Based on the selection of the application type, the system will bring up different
application forms which mimic the ‘paper’ form. Currently, SAAELIP offers the AEL
Applications and AEL Compliance Reports.
2.
Select a facility
At the start of each submittal (i.e., application or report), the user needs to specify
a facility by selecting from a drop-down list. The list is based on:

For ACO: the facilities identified on the Electronic Signature Agreement and
approved by LA;

For Consultant: the facilities authorized by the associated ACO.
Once a facility is selected, the general information and Facility ID of that facility will
be populated from the SAAELIP facility database into the application form
automatically. Please note that if an ACO user cannot find a facility from the dropdown list, he/she needs to

Go to ‘My Account’  ‘Manage Account Type’  To associate new facility

If he/she cannot find the facility from the search, he/she needs to contact LA.
If a preparer cannot find a facility from the drop-down list, he/she needs to contact
their associated ACO for authorization.
3.
Enter necessary
SAAELIP will conduct data validation along with the preparation of an application
1
For detail on how to submit an Annual Emission Inventory Report, please refer to NAEIS Facility User Manual, and NAEIS
Training Video.
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Step #
Name
Highlights of System Functions & Description
information on the
application form
form, and display warning / error messages to the user if the data validation fails.
4.
Insert attachment(s)
SAAELIP supports uploading of required and optional attachments. The file format
of the attachments include: WORD (doc, docx), EXCEL (xls, xlsx, and csv), PDF,
image (JPEG, PNG, GIF, etc.)
5.
Data validation and
completeness check
At the end of preparation, SAAELIP will present a tree view summary of the data
validation result of each section with a hyperlink to the corresponding section to
ease the correction process.
6.
Certification and
submission
For all submissions, the user will need to certify that they are a qualified individual,
answer a security question, and then enter their PIN before an application can be
submitted. Currently, only a ‘ACO’ can submit applications. The user can refer to
section 2.3.2 for more information on how to receive a PIN or reset security
question.
7.
Acknowledgement
Receipt and
confirmation email
For each successful submission, SAAELIP will present an acknowledgement receipt
on screen. The receipt can then be printed by the user if they wish. The receipt
contains the following information:

Unique Submission ID

Date and Time of submission

IP address from which submission was made

Name, Address, and contact information of ACO

Facility Name and (if applicable) License Number of submission

Indication of (and details for) any attachments provided along with the
submission
SAAELIP will also send a confirmation email to the user with similar information as
the receipt.
4.2 Applying and Submitting Applications
Being able to submit applications online provides a way for both facility and authority users to electronically
organize submissions, track and share progress from anywhere and anytime as long as the user can access the
internet. Currently SAAELIP allows for the submission of AEL Applications and AEL Compliance reports. To view
the guide in completing each individual application, please refer to the appendix.
4.3 Tracking Submitted Applications
The ability to track submitted
applications allows the user to
effectively manage submissions.
Users can track the applications
they have submitted by navigating
to the ‘Submittal’ menu bar or the
dashboard link. In this section the
user is able to search submittals
using the search toolbar on top to
filter their selection. The user can
also filter out submissions that they
have withdrawn, amended, or
terminated for those that require
additional attention.
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SAAELIP provides the following features for the user to keep track of their submission:

Ability to review submission detail

Ability to add additional supporting documents

Tracking outstanding balances or make payments

Track LA work status regarding the submission

Communicating with the LA regarding the submission

E-mail tracking of notifications sent by the LA
4.3.1
Review Submission Copy-of-Record
A facility user may have several submissions for their
facility(s) so it is important for them to be able to
have a tool to review their submissions. By clicking
on the ‘View’ tab from the grid view in ‘Manage
Submitted Cases’, the user will be brought to the
screen to the right. The user can see the review
status on this page and the most current review task.
The ‘Manage Submitted Cases’ tab can be broken
down into the following:
a.
b.
c.
d.
e.
f.
Submittal: user can view information
related to the submission and status;
SAAELIP displays: Submittal ID, App Name
Submitted Date, Submitter details (Name,
Address, Phone and Email), Most Recent
Application Status, Application Status
History with Comments and Most Recent
Application Form.
Attachment: displays any attachments that
have been uploaded to SAAELIP during submission process; if attachments were uploaded during
submission process, the applicant can upload additional sets of attachments in this page.
Payment: displays total application fee, payment made and fee balance; user is able to make additional
payments via Credit Card or electronic Check if there are any pending balances on the application fee.
Work Activities: displays different application tasks and their progress
Correspondence: allows applicant to initiate correspondence with authority users, but visible to thirdparty users as well.
Email History: displays a list of emails that have been manually sent by authority users, and are not
system-automated.
If the user needed to copy his/her submission because of the similarities of a new submission, the ‘Copy Submittal’
function will create a new application and transpose all the data that was filled in on the previous application.
4.3.2
Attachments
If the User supplied any attachments during the
submittal process, then the user can add additional
attachments through the ‘Managed Submittal Cases’
submodule. The User can upload either supporting
documents or termination documents.
4.3.3
Tracking Submission Status – Work Activities
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The current work activities can be seen by the user by
clicking on the ‘Work Activities’ tab. It will show each
tasks complete date and status. This allows the facility
user to keep track of the submission review process
progress so that if a work task was overdue, that the
applicant can address the reason why.
4.3.4
Tracking Correspondences with LA
SAAELIP provides an additional feature for allowing the applicant to notify the LA. Being able to contact the LA is
necessary to resolve any issues that require attention and effectively lessen the time needed to resolve any issues.
The user can access this section if there is any new correspondence through the message center. The
correspondence tab within the submission will only display correspondence regarding the selected submission. By
clicking on the
icon, the user can open the correspondence history so that the applicant can review any new
correspondences.
The correspondence history will contain time stamps of the conversations, when the correspondence was created,
and the subject.
If no correspondence exists, the user can select the new button to start a new correspondence.
4.3.5
Tracking Emails Sent by SAAELIP
SAAELIP maintain a history of all emails pertaining to each submittal. This provides an easy method of record
keeping of when they were notified by the SAAELIP system and the details of the e-mail. Only e-mails generated
by SAAELIP are stored in this section. This may prove to be useful in situations where the applicant did not receive
an e-mail due to several reasons but can use this tool to check on e-mails regarding their submission.
By clicking on the
icon, the user can see the message that was contained in the e-mail sent by the system.
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4.4
Request for Application Withdrawal
In some cases, an applicant will want to withdraw his
submission. SAAELIP currently only allows the user to
request for a withdrawal. The request for withdrawal
option is located in the ‘Manage Submitted Cases’ 
‘Submittal’ tab. This allows the user to request a
withdrawal of their current submission. By doing so,
the LA will make a decision of whether or not to
approve or deny the request. If the withdrawal was
approved, the status will mark the submission as
withdrawn and no further action can be taken.
4.5 Request for Application Revision
An applicant might notice an error in their submission and
would like to revise their submissions. In such cases the
applicant would need to request for revision in order to
notify the LA first. The request for revision option is located
in the ‘Manage Submitted Cases’  ‘Submittal’ tab. This
allows the user to request a revision of their current
submission. By doing so, the LA will make a decision of
whether or not to approve or deny the request.
If the submission is approved for revision, a new application will be created with the status set as ‘Revision’. This
will let the user revise their past submission and the old submission will be marked as ‘Revised Archived’. No
further action can be taken on the old submission.
4.6 Request for License Termination
If a final license has been issued by the LA
through a SAAELIP submission and the
applicant decides that the license is no longer
needed, the applicant can request for
termination of the license. The request for
termination option is located in the ‘Manage
Submitted Cases’  ‘Submittal’ tab. This
allows the user to request to terminate of
their current license. By doing so, the LA will
make a decision of whether or not to approve
or deny the request. If the authority approves of the termination, the submission will then be terminated and no
longer be modified.
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5 License and Issuance Management
The license and issuance management module offers the Applicant with the following features:

Track LA review status for their license submissions

Manage licenses issued by LA

Renewal of existing licenses

Amend licenses

Submit license termination request
Upon login into the SAAELIP, the System will present a list of active licenses associated with the facilities which the
user is associated with. At this time, SAAELIP will provide licenses and the list will grow as the System integrates
with additional DEA data systems in the future. If the user applies a license via SAAELIP, the license record will
contain submission data and the final license. Otherwise, the license record will contain license meta data only
(no submission data). SAAELIP allows the user to amend, renew, and terminate their issuances. When renewing
or amending a license, please follow the SAAELIP screen Wizard to complete required forms and submit them for
LA’s review.
The following sections will provide more details on how to manage issuances.
The ‘License Manager’ module under ‘Submittal’ allows the user to view all issuances associated to the facility that
they are associated with. Similar to the ‘Issuance’ feature in the ‘Manage Submitted Cases’, the user can view the
license by clicking the
icon. The user can filter the licenses by the tool bar above the grid view and filter by
‘Application ID’, ‘License Number’, ‘Site Address’, and/or ‘Facility Name’. The user can click on the submission
hyperlink in ‘Issuance Info’ to navigate to the application submission to view the details if the license is associated
to a SAAELIP submission.
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5.1 Appeal License
A facility User may want to appeal a license that
has already been issued by the Authority. In order
to appeal a license, the User can navigate to the
‘License Manager’ submodule to view all the
Licenses that are assigned to them.
When the User clicks on the
button, they
will be alerted by a pop-up message confirming
that they wish to appeal the selected license.
When the User clicks ‘OK,’ they will be prompted
to enter a reason for their appeal request. The
appropriate Authority will be notified of the
request once it is sent by the Facility User.
5.2 Renew/Transfer/Variation License
To remain in compliance, applicants will need to renew their licenses prior to license expiration date. If the license
is near to expiration or expired, the user will see a ‘Renew’ button in addition to an ‘Appeal, Transfer, and
Variation’ button. Since facilities can often times change in the way they operate, their existing license will need to
be amended to remain in compliance. User can amend a license anytime when the license is effective by clicking
on the ‘Variation’ button. The ‘Transfer’ option allows the user to change the Ownership or name under which the
License is assigned. The workflows for each of these options are very similar and follow the basic steps below:
1.
The User should select the option to Renew, Transfer, or Variation next to the appropriate license via the
‘License Manager’ submodule in ‘Submittal.’
2.
The User will be alerted by a pop-up message to confirm whether or not they wish to proceed with the action
that they clicked.
3.
When the User clicks ‘OK’ to continue, they will view an Application form wizard. The radio button for the
specific action the User wished to take will be selected.
4.
The page will be directed to an application form based on the license type.
5.
If submission history doesn’t exist in SAAELIP, the application form will not have any previous submission data
pre-populated. But SAAELIP will pre-populate the facility data into the application form.
6.
If submission history exists in SAAELIP, the application form will have all previous submission data prepopulated.
7.
Applicant is able to revise the data in the application form. Details on how to fill out an online application form
are in Section 4.2.
8.
Applicant can save and exit the application form any time before submission
9.
After the new application form passes SAAELIP validation check, the application can be submitted
10. ACO needs to go through the same submission process as Section 4.2 to submit an renewal, transfer, or
variation application
11. ACO can withdraw the amendment submission before a license revision is issued. For details, please refer to
Section 4.5.
12. The submission status of the amendment application can be tracked the same way as described in Section 4.3.
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6 NAEIS Report Data Entry
To access the Source Form, click the “NAEIS Report” link at the top menu. Click the “View/Edit” icon for a
source, and then click “Source” on the left panel.
6.1 Source Form
The Source Form collects basic information about the facility, which includes location and ownership. All
sources, both stationary and portable, should complete only one Source Form.
For facilities that submitted a NAEIS report during a previous year, this form should be entirely pre-filled
with the most recent previous year data. If information has changed or needs to be updated, edit the
appropriate fields. If all the information is accurate and no editing is necessary, continue to the next form –
the Contact Form.
For facilities submitting a NAEIS report for the first time, this form will be partially completed. Follow the
instructions for completing the required fields on the Source Form.
6.1.1
Source Form Completion Instructions
This form consists of two sections; the Source Identification section and the Owner Information
section. Make sure that all the pre-filled information is correct. If all required fields are completed,
continue to the Contact Form. If this form needs to be completed or fields need to be edited, follow the
instructions below for completing the Source Identification and Owner Information Sections. Required
fields are marked with asterisks (*).
6.1.2
Source Identification Section
Complete the required fields in this section if information needs to be updated or new information needs
to be entered. Follow the steps below.
Figure 6.1 Source Identification Section
1.
Source Name: Enter the name of the source. For portable sources, enter the name of the company
that owns the portable source.
2.
SIC Code: From the drop-down list, select the Source Identification Code (SIC) that best describes
the major product produced or service provided by your source (Figure 6.2). Users can elect to click
the
icon to search and select appropriate SIC Codes.
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Figure 6.2 SIC Code on Source Form
3.
Portable: From the drop-down list, select “Yes” if the source is portable (e.g. asphalt batch
plant). Select “No” if this is a stationary source.
4.
Source Address
Street Address 1: This is the street number and name where the source is located. Enter the address
of the source where the equipment is located. For portable sources, enter the address of the home
or main office.
District/Metro Municipality: From the drop-down list, select the District/Metro Municipality where
the source is located. For portable sources, select the District/Metro Municipality where the home
or main office is located.
Local Municipality: From the drop-down list, select the Local Municipality where the source is
located. For portable sources, select the Local Municipality where the home or main office is
located.
Postal Code: Enter the Postal code. The postal code must represent the Local Municipality where
the source is located. For portable sources, enter the postal code of the Local Municipality selected
in the previous field.
Figure 6.3 Source Identification Section (continued)
5.
Latitude: Enter the source’s latitude in decimal degrees or in Degree:Minute:Second format. Use
the Use Deg:Min:Sec Format button to toggle the formats. If you do not know the source’s
latitude/longitude, use the Get Lat/Lon function by clicking the Get Lat/Lon button.
6.
Longitude: Enter the source’s Longitude in decimal degrees or in Degree:Minute:Second format.
Use the Use Deg:Min:Sec Format button to toggle the formats. If you do not know the source’s
longitude, use the Get Lat/Lon function by clicking the Get Lat/Lon button.
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When clicking Get Lat/Long, the map location will default by pointing to the address supplied in the
same source form (Step 4). If no address is provided, the default drop pin will be the center of South
Africa. You may choose to drag the drop pin around to get a more accurate latitude/longitude location.
Figure 6.4 Get Latitude/Longitude by Map (Source)
After you are comfortable with the location of the drop pin, click the update button (Figure 6.4). You will
then see the latitude/longitude pre-filled on the source form.
7.
Horizontal Collection Method: From the drop-down list, select the collection method used to
determine the latitude and longitude listed.
8.
Source Map Scale: Enter the scale of the map used. This field is only required if the horizontal
collection method code entered is “The geographic coordinate determination method based on
interpolation-map.”
9.
Horizontal Accuracy: Enter the accuracy measure of the collection method and report in meters,
based on the map or GPS used. If you are using a website, enter 25 meters.
10. Horizontal Reference Datum: From the drop-down list, select the datum code used to determine
the latitude and longitude.
11. Reference Point Code: From the drop-down list, select the point that best describes the location
where the latitude and longitude were taken. For instance, if you are using horizontal collection
method code “The geographic coordinate determination method based on address matching-house
number”, reference point code “Entrance of a facility or station” may be used. If you are using a
GPS, choose the point closest to where you were standing when reading the GPS, such as code
“Center of a facility or station.”
12. Number of Employees: Enter the average number of people employed at this location.
13. Principal Product: Enter the principal product produced at the source (e.g., “Platinum”).
14. Company Registration Number: Enter the source’s “Company Registration Number” that is tied to
your Section 21 Obligations.
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6.1.3
Owner Information Section
Complete the required fields in this section if information needs to be updated or new information needs
to be entered.
Figure 6.5 Owner Information Section
15. Owner Name: Enter the name of the owner of the source or the parent/holding company.
16. Contact Address: If the owner’s address is different than the source address, complete these
fields. Fill out the name and address exactly as it should appear on all correspondence.
6.2 Contact Form
The Contact Form collects information for the emission inventory contact person (primary and
secondary). The emission inventory contact person is the person who the Authorities will call if they have
questions about the submitted NAEIS information. In addition, the annual mailing in January will be sent to
the emission inventory contact person, who is also the Accounting Officer. Information for a secondary
contact person may be provided. It will be used by Authorities in case the primary contact person may not
be available.
For facilities that submitted a NAEIS report in a previous year, this form should be entirely pre-filled. If
information has changed or needs to be updated, edit the appropriate fields. If all the information is
accurate and no editing is necessary, continue to the Stack Form.
6.2.1
Contact Form Completion Instructions
This form consists of two sections: one for the primary contact and one for the secondary contact. Make
sure that all the pre-filled information is correct. If all required fields are completed, continue to the Stack
form. If this form needs to be completed or fields need to be edited, follow the instructions below for
completing the Emission Inventory Contact Form.
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6.2.2
Emission Inventory Contact Section
Figure 6.6 Primary Emission Inventory Contact Section
If existing information needs to be updated or new information needs to be entered, complete the
required fields in this section. Follow the steps below.
1.
Primary Contact Information: A source contact (the Accounting Officer) must be identified. The
address entered is where future NAEIS correspondence will be sent. Enter the name, mailing
address, telephone number (including extension and fax number), and e-mail address.
Figure 6.7 Secondary Emission Inventory Contact Section
2.
Secondary Contact Information: A secondary contact may or may not be identified. This person must
be a source contact. This address is where future NAEIS correspondence will be sent when the
primary contact cannot be reached. Enter the name, mailing address, telephone number (including
extension and fax number), and e-mail address.
6.3 Stack Form
The Stack Form collects information about stacks that are connected to emission units listed on the
Emission Unit Form. If an existing stack that was entered during a previous year becomes
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decommissioned, it can be removed from NAEIS by clicking the "Delete" icon of this stack (see instructions
below). However, this means that only the stack form does not have to be completed – all of the other
NAEIS forms are still required. The emissions coming from the emission unit that was once linked to the
stack must still be reported on the Emission form because the emissions are reported at the emission unit
level, not at the stack level.
6.3.1
Stack Form Relationship to Other Forms
The stacks created in this form will be displayed as a selection in the drop-down list in the Emission Unit
Stack(s) Section on the emission unit form.
6.3.2
Stack Form Completion Instructions
This form consists of one section: the Stack Identification section. If the stack was added during a
previous year, this information will be pre-filled. If your source does not contain any stacks, you do not
need to complete this form and may proceed to the Emission Unit form. If any existing/pre-filled
information about any stack is incorrect, enter the correct information in the Stack Identification
Section. Following is an explanation of each section of the Stack form, as well as step-by-step instructions
on how to complete the required fields.
6.3.3
Stack Identification Section
Click the stack form option on the
left panel to display the stack list
web page (Figure 6.8). This page
lists all the stacks in this source.
Click the "View/Edit" icon to edit
an existing stack, the "Delete"
icon to delete an existing stack,
or the "Add New Stack" to add a
new stack for this source.
Figure 6.8 Stack List
If you choose to edit an existing stack or add a new stack, the stack detail page will display (Figure 6.9).
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Figure 6.9 Section of Stack Identification
Complete the fields in this section for new stacks or to make changes to old information. Follow the steps
below.
1.
Stack ID: This is the Stack ID. Enter a unique ID for each stack that must be reported. Stack IDs
begin with an “SV” prefix plus any combination of up to 14 letters, numbers, or keyboard
characters. Spaces are not allowed within the ID. Stack IDs may have already been established in a
Section 21 Permit. If so, be sure to use the ID that is in the permit. If a stack ID does not already
exist, create an ID that is easy to associate with the stack that it represents (e.g. SVSTACK#1,
SVBOILER#3).
2.
Dismantle Date: If the stack was dismantled or rendered permanently inoperable during the
reporting year, enter the date that this occurred. Although the stack has been dismantled, the
following steps must still be completed. If a dismantle date is entered, do not delete this stack from
the stack list because a dismantled stack may still require emissions reporting for this year. If this is
a portable source, the dismantle date should be left blank.
3.
Stack Description: Provide a brief description of the stack.
4.
Actual Stack Height Above Ground: Enter the height of the stack in meters from the ground up to
the discharge point.
5.
Building Height: Enter the height of the building in which the stack resides.
6.
Building Length: Enter the length of the building in which the stack resides.
7.
Building Width: Enter the width of the building in which the stack resides.
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8.
Inside Stack Diameter: If the stack is circular, enter the inside top stack diameter. If the stack is
rectangular, convert the area inside of the stack to a circular diameter using the following
procedure:
(a) Obtain the length and width in meters.
(b) Calculate the area by multiplying the length times the width.
(c) Divide the area by 3.14.
(d) Take the square root of the value from step (c) to obtain the radius.
(e) Calculate the diameter by multiplying the radius (from step [d]) by 2.
(f) Enter the diameter (from step [e]) in item 5.
9.
Exit Gas Temperature: Enter the stack exit gas temperature in degrees Celsius.
10. Actual Exit Gas Flow Rate: Enter the stack exhaust volume in actual cubic meters per second, at
actual operating load and temperature.
11. Stack Orientation: From the drop-down list, select the most appropriate orientation.
12. For steps 15 through 19, smaller sources can use the same coordinate information that was entered
on the source form. Larger sources should enter the specific coordinates for each stack. These fields
are not required for portable sources.
13. Latitude: Enter the source’s latitude in decimal degrees or in Degree:Minute:Second format. Use the
"Use Deg:Min:Sec Format" button to toggle the formats. If you do not know the facility’s latitude,
use the "Get Lat/Lon" function by clicking the "Get Lat/Lon" button in the source form.
14. Longitude: Enter the source’s Longitude in decimal degrees or in Degree:Minute:Second format.
Use the "Use Deg:Min:Sec Format" button to toggle the formats. If you do not know the facility’s
longitude, use the "Get Lat/Lon" function by clicking "Get Lat/Lon" button in the source form.
When clicking Get Lat/Long, the map location will default by pointing to the address supplied in the
source form in Section 5.1. If no address is provided, the default drop pin will be the center of South
Africa. You may choose to drag the drop pin around to get a more accurate latitude/longitude location.
Figure 6.10 Get Latitude/Longitude by Map (Stack)
After you are comfortable with the location of the drop pin, click the update button (Figure 6.10). You will
then see the latitude/longitude pre-filled on the source form.
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15. Horizontal Collection Method: From the drop-down list, select the collection method used to
determine the latitude and longitude listed.
16. Source Map Scale: Enter the scale of the map used. This field is only required if the horizontal
collection method code entered is “The geographic coordinate determination method based on
interpolation-map.”
17. Horizontal Accuracy: Enter the accuracy measure of the collection method and report in meters,
based on the map or GPS used. If you are using a website, enter 25 meters.
18. Horizontal Reference Datum: From the drop-down list, select the datum code used to determine
the latitude and longitude.
19. Reference Point Code: From the drop-down list, select the point that best describes the location
where the latitude and longitude were taken. For instance, if using horizontal collection method
code “The geographic coordinate determination method based on address matching-house number”
reference point code “Point where substance is released” may be used. If using a GPS, choose the
point closest to where you were standing when reading the GPS.
20. Bypass Stack Only: From the drop-down list, select “Yes” if this stack is used only when emissions
are bypassing the emission control equipment. Otherwise, select “No.” “No” is the default
selection.
21. If Yes, Main Stack ID: If “Yes” was selected for Step 16, select the Stack ID of the stack that this vent
bypasses. Otherwise, leave this field blank.
6.3.4
Adding a Stack
Follow the steps below to add a stack to your NAEIS report.
1.
2.
3.
6.3.5
Click "Add New Stack" in the stack list (Figure 6.8).
A new stack form will be displayed for you to complete (Figure 6.9).
Follow Steps 1 – 21 in the Form Completion Instructions.
Deleting a Stack
If you have stack information that you would like to delete, follow the steps below.
1.
2.
In the stack list, click the "Delete" icon to delete a stack.
If this stack is newly added this year, the stack will be directly deleted. If this stack has been
reported in a previous reporting year, follow the instructions in the pop-up window to delete this
stack.
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Figure 6.11 Pop-up Window 1 when deleting a stack
Figure 6.12 Pop-up Window 2 when deleting a stack
Figure 6.13 Pop-up Window 3 when deleting a stack
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6.4 Emission Unit Form
The Emission Unit Form identifies and describes a facility’s emission units. Emission units that were entered
during previous reporting periods will be pre-filled. If you have an emission unit at your facility that is not
already included on the emission unit form, it may need to be added. Use the guidelines on the following
pages to help you determine which emission units at your facility need to be reported.
6.4.1
Emission Unit Form Relationship to Other Forms
For each emission unit entered on the emission unit Form, an activity form is automatically generated. In
addition, the user may link stack IDs (that were created on the stack form) to the emission unit in the
Emission Unit Stack(s) Section.
6.4.2
Emission Unit Form Completion Instructions
The Emission Unit form consists of six sections:






Emission Unit List section,
Emission Unit Identification section,
Capacity Information section,
Permit Applicability Section,
Control Device(s) section,
Emission Unit Stack(s) section.
If an emission unit was added to your facility during the reporting period and it must be reported, add it
to the emission unit form by clicking the "Add New Emission Unit" button.
For emission units that were added in previous years, the information will already be pre-filled. If any
information has changed or needs to be updated, edit the appropriate fields. If no emission units were
added during the reporting period and if all the information that is pre-filled is still accurate, you do not
have to complete this form and you may proceed to the reporting group or activity form (Section 5.5 and
5.6).
Following is an explanation of each section of the emission unit form, as well as step-by-step instructions
on how to complete the required fields.
Figure 6.14 Emission Unit List
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6.4.3
Emission Unit List Section
This section lists all the reported emission units in this source. Click the "View/Edit" icon to edit an
emission unit, the "Delete" icon to delete an emission unit, or the "Add New Emission Unit" button to add
a new emission unit.
Click the "View/Edit" icon to access other sections of this emission unit form.
6.4.4
Emission Unit Identification Section
Complete the fields in this section for new emission units or to make changes to the previous year’s
report. Follow the steps below.
Figure 6.15 Emission Unit Identification Section
1.
Emission Unit ID: Enter a unique ID for this emission unit. Emission unit IDs must begin with an
“EU” prefix plus any combination of up to 14 letters, numbers, or keyboard characters. Spaces are
not allowed within the ID. Make the emission unit ID specific and easy to associate with the
emission unit(s) it represents (e.g. EUPAINTBOOTHS, EUBOILER#2).
2.
SIC Code: From the drop-down list, select the Source Identification Code (SIC) that best describes
the major product produced or service provided by your source. Users can elect to click the
to search and select appropriate SIC Codes.
icon
3.
Installation Date: Enter the date that the emission unit was first installed using the date format
provided (MM/DD/YYYY).
4.
Dismantle Date: If the emission unit was dismantled or rendered permanently inoperable during
the reporting year, enter the date that this occurred. Although the emission unit has been
dismantled, the remaining fields must still be completed. If this is a portable source, the dismantle
date should be left blank. Do not complete this field if it is not applicable to the emission unit.
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5.
6.4.5
Emission Unit Description: Enter a brief narrative description of the emission unit. Make sure that
this description is specific and will help to identify the emission unit, especially if there are several
emission units that are alike.
Capacity Information Section
Complete the fields in this section for new emission units or to make changes to the previous year’s
report. Follow the steps below.
Figure 6.16 Capacity Information Section
6.
Is this a Combustion Source: If the emission unit is a combustion source, choose Yes from the dropdown list. If “No” is chosen, please ignore steps 7-10.
7.
Design Capacity: Only complete this field if the emission unit is a combustion source. Enter the
design capacity.
8.
Design Capacity Numerator and Denominator: Only complete these fields if you completed the
Design Capacity field in Step-7
9.

Design Capacity Unit Numerator: Choose the appropriate code from the Unit Code dropdown list.

Design Capacity Unit Denominator: Choose the appropriate code from the Unit Code dropdown list.
Is this combustion source used to generate electricity: Choose “Yes” if this emission unit is used to
generate electricity. If “No” is chosen, please ignore step 10.
10. Maximum Nameplate Capacity: Only complete this field if this emission unit is used to generate
electricity. Report the electric generator’s rated design capacity at 100% (maximum) operation in
megawatts.
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6.4.6
Control Device Section
11. Control Device Code: If there is a control device
associated with the emission unit, select the
most appropriate control device from the dropdown list.
If there is more than one control device,
additional control device codes may be
added. Follow the steps below to add a control
device.
(a) After the first control device code has been
selected, click the "+" icon in the grid view.
(b) Another drop-down field will appear. Select
another control device.
Figure 6.17 Control Device and Emission Unit
Stack Section
6.4.7
Emission Unit Stack Section
12. Stack ID: Click on this field and a drop-down list will appear containing the Stack ID’s that were
created on the stack form. If a stack that was reported on the stack form is associated with the
emission unit, select the appropriate Stack ID. Every Stack ID that was created on the stack form
must be listed on at least one emission unit form.
If more than one reported stack is associated with the emission unit, additional Stack IDs may be
added. Follow the steps below to enter additional Stack IDs.
(a) After the first Stack ID has been selected, Click the "+" icon in the grid view.
(b) Another field will appear. Select another Stack ID.
6.4.8
Adding an Emission Unit
Follow the steps below to add an emission unit to your NAEIS report.
1.
2.
3.
6.4.9
Click "Add New Emission Unit" in the emission unit list (Figure 6.14).
A new emission form will be displayed for you to complete (Figure 6.15 – 5.17).
Follow Steps 1 – 12 in the Form Completion Instructions.
Deleting an Emission Unit
If you want to delete emission unit information, follow the steps below.
1.
2.
In the emission list (Figure 6.14), click the "Delete" icon to delete an emission unit.
If this emission unit was newly added this year, it will be directly deleted. If this emission unit has
been reported in a previous reporting year, follow the instructions in the pop-up window to delete
this emission unit.
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Figure 6.18 Pop-up Window 1 when deleting an emission unit
Figure 6.19 Pop-up Window 2 when deleting an emission unit
Figure 6.20 Pop-up Window 3 when deleting an emission unit
6.5 Reporting Group Form
The Reporting Group Form is used to combine emission units into reporting groups to simplify emission
calculations. THIS IS AN OPTIONAL FORM – facilities are not required to create reporting groups. However,
for some facilities, reporting emissions at the reporting group level may be easier than at the emission unit
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level if multiple emission units have common emission limits and record keeping requirements. If this form
is used, the Activity form and the Emissions form must be completed at the reporting group level.
6.5.1
Reporting Group Form Completion Instructions
If a reporting group was created during a previous reporting year, the fields in this form should be prefilled. Check to ensure that all the information is accurate. If any information needs to be changed,
follow the instructions below and edit the appropriate fields. If you would like to add or delete a
reporting group, see the instructions below.
6.5.2
Reporting Group List
Figure 6.21 Reporting Group List
This section lists all the reporting groups in this source. Click the "View/Edit" icon to edit a reporting
group, the "Delete" icon to delete a reporting group, or the "Add New Reporting Group" button to add a
new reporting group.
Click the "View/Edit" icon to access other sections of this reporting group form.
6.5.3
Reporting Group Identification
Complete the fields in this section for new reporting groups or to make changes to the previous year’s
report. Follow the steps below.
Figure 6.22 Reporting Group Form
1.
Reporting Group ID: Enter a unique ID for this reporting group. Reporting Group IDs must begin
with an “RG” prefix plus any combination of up to 14 letters, numbers, or keyboard
characters. Spaces are not allowed within the ID. Make the reporting group ID specific and easy to
associate with the reporting group it represents (e.g. RGBOILERS).
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2.
6.5.4
Reporting Group Description: Provide a brief narrative description of the reporting group.
Reporting Group Emission Units Section
3.
Emission Unit ID: To add an emission unit to this list, click the "+" sign in the grid view, the select
the emission unit ID to be included in this reporting group. Repeat this step to add more emission
units. Click the "x" sign to delete an emission unit from this reporting group.
6.6 Activity and Emission Form
The Activity Form describes operating schedules and material information for an emission unit or reporting
group. One activity form must be completed for each reporting group and each emission unit that is not
part of a reporting group.
6.6.1
Activity Form Completion Instructions
The activity form consists of three sections: the Emission Unit and Reporting Group List section, the
Activity Information section, and the Material Information section. For portable sources, the form also
includes a section of Portable Material Usage Schedule.
All activity information that was entered for emission units in previous years will be pre-filled, except the
material throughput information. This is a required field that must be updated every reporting year. If
any other information needs to be updated, edit the proper fields. If no other information needs to be
added and if all the information that is pre-filled is still accurate, all you have to do is enter the proper
material throughput information for each activity and move on to the emission form (discussed in later
sections in this page). Following is an explanation of each section of the activity form, as well as step-bystep instructions on how to complete the required fields.
6.6.2
Emission Unit and Reporting Group List Section
Figure 6.23 Activity List
This section lists all the activities in this source. Click the "View/Edit" icon to edit an activity, or the
"Delete" icon to delete an activity.
If the SCC Code for an emission unit or a report group is blank, there is currently no activity in this
emission unit or reporting group. To add an activity for this emission unit or reporting group, click the
"View/Edit" icon to enter Activity and Emission Details (Figure 6.24a) and then click the "Add New
Activity" button to add an activity.
Emission Calculation: Click "Calculate Emissions" in this view to calculate emissions for all emission units
and reporting groups in this source.
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6.6.3
Activity Information Section
Figure 6.24a Activity and Emission Details
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Figure 6.24b Activity and Emission Details (Part 2)
Every source must complete one of these sections for each activity associated with the emission unit or
reporting group displayed in the emission unit and reporting group list (Figure 6.23)
1.
NAEIS Source Code: The NAEIS Source Code is a set of codes mandated by the South African
Department of Environmental Affairs that contain and describes the process for creating emission in
an emission unit or reporting group. For licensed sources, these will be your Section 21 codes. For a
new activity, Click on the "+" icon (Figure 6.24a) and a listing of all NAEIS Source Codes (NSC) will
appear (Figure 6.25). Select the NSC that most accurately describes the activity from the drop-down
list. If more than one activity takes place at the emission unit or reporting group, select an NSC for
each of the activities that take place at the emission unit/reporting group. To add a new activity,
simply click the "Add New Activity" button (Figure 6.24a).
Figure 6.25 NAEIS Source Code Information
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Figure 6.26 NAEIS Source Code List
2.
IPCC Code: The Intergovernmental Panel on Climate Change (IPCC) set up at the request of member
governments. Its mission is to provide assessments of information worldwide about the risk of
climate change caused by human activity. The 2006 IPCC Guidelines for National Greenhouse Gas
Inventories (2006 IPCC Guidelines) provide methodologies for estimating national inventories of
anthropogenic emissions by sources and removals by sinks of greenhouse gases.

Once an NSC is selected, the IPCC Code would be selected by the system.

IPCC needs to be manually selected only when the uncategorized/Non-Industry NSC is
chosen (Figure 6.28a&b).
Figure 6.28a Uncategorized NSC
Figure 6.28b Manually Select an IPCC Code
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3.
SCC Code: Once a NSC is selected, a sub-set of Source Classification Codes (SCC) will appear. The
Source Classification Code (SCC) is an eight-character code linked to the NAEIS Source code and may
or may not further describe the process selected in step 1.
Figure 6.29 NSC to SCC Code Relationship
6.6.4
4.
Activity Description: Provide a brief description for the process that best represents this
activity. You may use the description that is provided in the read-only field "Source Classification
Code Description".
5.
Seasonal Material Usage Schedule: Enter the percentage of material used per season. The total of
all four seasonal percentages must equal 100%.
6.
Hours per Day: Enter the hours this emission unit or reporting group normally operates per day
based on an annual average.
7.
Days per Week: Enter the days this emission unit or reporting group normally operates per week
based on an annual average.
8.
Days per Year: Enter the days this emission unit or reporting group operated over the reporting year.
Material Information Section
Complete this section for the material identified for the NSC, IPCC and SCC in Step 1.
9.
Material Code: This field is automatically pre-filled if the NSC-SCC Combination selected has a
material associated with it. If this field is not pre-filled, it means the NSC-SCC Combination selected
does not have a material associated with it. Click on the field and a drop-down list with a selection of
material codes will be displayed. Select the most appropriate material for the NSC-SCC
Combination. To make your search easier you may want to refer to the Material Code section in
System Utilities Module.
10. Material Throughput: Enter the amount of material identified in Step 8 that was processed,
produced, applied, or combusted during the reporting year. For example, if “Coating” is identified in
the Material Code field, enter how many liters (L) were applied during the reporting year. Be sure
that the throughput entered in this field matches the unit code pre-filled or selected in Step 10.
11. Unit Code: This field should be pre-filled if Step 1 and Step 9 were completed.
12. Net Caloric Value: This field is only required if there is Greenhouse Gas emission.
13. Material Description: Provide a brief description of the material that is processed, produced,
applied, or combusted.
14. VOC Content: This field is only required if the material is a coating or solvent. Enter the weight
percent of the volatile organic compounds (VOC) contained in the throughput material, “as
applied.” “As applied” refers to the composition of the throughput material at the point of
application. If thinners are added to the throughput material, the VOC content of the thinner must
be considered when calculating the weight percent of VOC “as applied.”
15. Density: Density is required for materials that have a mass throughput. In the first field, enter the
density of the throughput material at standard temperature and pressure. Click on the second field
and a drop-down list with unit options will appear.
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16. Sulfur Content: This field is required only if the material identified in Step 8 is a fuel. Enter the sulfur
content in mass percent. Please consult the National DEA Air Quality and Climate Control Office for a
list of ranges.
17. Ash Content: This field is required only if the material identified in Step 8 is a fuel. Enter the ash
content in mass percent. Please consult the National DEA Air Quality and Climate Control Office for a
list of ranges.
6.6.5
Portable Material Usage Schedule
If this is a portable source, the activity form will have an additional section: Portable Material Usage
Schedule (Figure 6.30).
Figure 6.30 Portable Material Usage Schedule Section
18. District/Metro Municipality: Click the "+" icon to add a new District/Metro Municipality, or click the
"x" icon to delete a District/Metro Municipality from the list.
19. Percentage of Throughput: Enter the percentage of throughput for each District/Metro Municipality
for the process listed above. The totals of these percentages must equal 100%.
Emission Calculation: Click the "Calculation Emissions" button in Figure 6.24a to calculate all emissions
under this emission unit or reporting group, depending on which activity is selected.
The Emissions Form is used to report all emissions of criteria pollutants and any other pollutants relevant
to the process. An emissions record must be completed for each emission unit or reporting group
identified on the emission unit and reporting group forms.
Click the "Emissions" tab to display the emission list (Figure 6.31)
Figure 6.31 Emission List
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6.6.6
What Emissions Must Be Reported?
When a new activity is created, or when an activity having been reported in previous years is accessed for
the first time this year, all the criteria pollutants are listed in the emission list. These pollutants are
required to be reported.
To report more pollutants for this activity, in the Emission List (Figure 6.31), click the "+" icon next to
"Emission List" label (in the white area, NOT in the gray area) to load the emission factor window (Figure
6.32).
Figure 6.32 Emission Factor Table with SCC Code and Pollutant List
In the SCC/Pollutant List (see Figure 6.32), some of the criteria pollutants have additional emission factors
that do not have a radio button. These are “controlled” emission factors, which are used to calculate
default control efficiency. These entries will be pre-populated if you select a control device on the
emission unit level. The system will not allow you to select a “controlled” emission factor.
To calculate emissions for this process, click the "Calculate Emission" button in the emission list. When the
calculation is completed, the "System Calculated Value" column will be populated in the grid view. If the
system-calculated value is verified to be correct, click the checkbox under "Use System Calculated Value"
to auto-fill the other fields of each emission (Figure 6.33).
Figure 6.31 Use System Calculated Value for Emission
After the calculation, there will be a few new rows appearing on the Emission List. These are the
Greenhouse Gas (GHG) with default IPCC Emission Factors filled in. The "NAEIS Calculated Value" column
will be populated as well for these GHG. To calculate the CO2 Equivalent Emission, click the “Calculate
GWP” button. For calculation details, just point to the
.
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Figure 6.32 GHG Calculation
Beside each pollutant name in the emission list, there is an
for each emission (Figure 6.33).
6.6.7
icon. Click this icon to enter emission form
Emission Form Completion Instructions
The emission form consists of emission details. No fields on this form have been carried over from the
previous year’s submittal. Annual emissions values of all required pollutants must be
completed. Following is an explanation of each section of the emission form as well as step-by-step
instructions on how to complete the required fields.
Figure 6.33 Emission Form
6.6.8
Emission Details
Complete this section for each criteria pollutant that is emitted from the material identified in correlated
activity form.
1.
Pollutant Code: This is non-editable field. The pollutant has been selected in the emission list page.
2.
Emission Basis: (If this field has been pre-filled with “NAEIS Emission Factor” and you would like to
use the factors provided, skip this field). After you have identified the pollutants that need to be
reported in the pollutant code field, you will need to enter the basis on which you will calculate your
annual emissions for that pollutant. Click on the field and a drop-down list with your options will
appear. Select the basis on which you will estimate emissions for this pollutant. Emissions should be
estimated using the best available site-specific data according to the hierarchy below.

CEM - Continuous Emissions Monitoring

Site Specific Stack Test - Stack test protocol. Results from the most recent stack test
(generally conducted less than five years previous) should be used.
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3.

PEM - Parametric Emissions Monitoring

Mass Balance - The method that allows estimation of emissions by analyzing inputs of a
material to a process minus consumption, accumulation, and loss of that material during a
process.

Tank Model - The TANKS model is an US-EPA computer software program that computes
estimates of volatile organic compound (VOC) emissions from fixed and floating-roof storage
tanks. TANKS are based on the emission estimation procedures from Chapter 7 of US-EPA's
Compilation of Air Pollutant Emission Factors (AP-42), plus recent updates from the
American Petroleum Institute. The TANK software can be accessed via the Internet at
www.epa.gov/ttn/chief.

Landfill Model - This US-EPA model was developed by the Control Technology Center
(CTC). The Landfill Air Emissions Estimation Model can be used to estimate emission rates
for methane, carbon dioxide, non-methane organic compounds, and individual toxic air
pollutants from landfills. The Landfill software can be accessed via the Internet at
www.epa.gov/ttn/chief.

NAEIS Emission Factor - SCC code/emission factors that are in the NAEIS reference table. If
you are using an emission factor not provided in the emission factor table at the bottom of
the screen, you should select “Other” as the emission basis.

IPCC Emission Factor - IPCC code/emission is provided by The Intergovernmental Panel on
Climate Change

Other - If not previously identified, select “Other”, and attach supporting documentation.
Emission Factor/Exponent: These fields must be completed only if you are using an emission factor
to estimate emissions for the pollutant. If you are using another method to calculate your emissions
(e.g. Mass Balance, TANKS, etc.), leave these fields blank. If “NAEIS Emission Factor” was entered for
Step 2, these fields will be pre-filled. If “IPCC EF” was entered, these fields will be blank and not used.
List the proper emission factor, using scientific notation. The emission factor unit code will be pre-filled
with the unit code pounds divided by the unit code for the material entered on the activity form.
Scientific Notation:
The emission factors are expressed in scientific notation, which means that the decimal point has been
moved. If the exponent is negative, move the decimal point to the left. If the exponent is positive, move
the decimal point to the right. If the exponent is zero, the decimal point does not move. For example, if a
number is expressed as 2.0E-1, move the decimal point one place to the left to get 0.20. If a number is
expressed as 2.0E2, move the decimal point 2 places to the right to get 200. If a number is expressed as
2.0E0, the decimal point does not move – the number is 2.0.
4.
Control Efficiency %: Enter the control efficiency percent of the control device(s) for the pollutant
being reported (this could be a combination of capture and destruction efficiencies). Control
efficiencies may be listed on the equipment, in the equipment documentation, or by contacting the
equipment supplier.
If you are using NAEIS emission factors, after control efficiency is entered, you can run the Emission
Calculation (by clicking the "Calculate Emission" button) to automatically calculate your actual controlled
emissions. If you are not using NAEIS emission factors to calculate your actual emissions, see the Control
Efficiency Discussion below to calculate your actual emissions after control.
Using the Control Efficiency to Calculate Actual Emissions:
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If a facility has control equipment, the actual emissions after control can be calculated by multiplying the
actual uncontrolled emissions by a control factor. Calculate the control factor by subtracting the percent
control efficiency (entered for Step 4) from 100 and then dividing that number by 100. Overall control
efficiency is calculated by multiplying the capture efficiency by the control efficiency.
For example, if you have a control device with a capture efficiency of 85% and a control efficiency of 95%,
the overall control efficiency would be 0.85 x 0.95 = 0.8075 (80.75%). Use the overall control efficiency to
calculate the control factor (100 – 80.75)/100 = 0.19. Using the control factor, we can estimate the
annual emissions after control. Using the control factor above, if an emission unit has actual uncontrolled
emissions of 129,600 kg/year, the actual emissions after control would be 129,600 kg/year x 0.19 = 24,624
kg/year or 24.62 ton/yr. You would enter 24.62 tons into the Annual Emissions/Unit Code fields (see step
5).
5.
Annual Emissions:
To use the emission calculator, click the "Calculate Emission" button in this form. You can enter usercalculated annual emission in this field. Otherwise, if you agree to use the system-calculated value, click
the "Use System Calculated Value" checkbox, and this field will automatically populate.
6.
6.6.9
Comment: If needed, enter any explanation or description of the information entered on this form in
this field. If you have to submit calculations or other data to support your emissions estimate, click
on the "Attachment" tab to upload your supporting documentation to system.
Non-Industrial Source Specific – Activity and
Emission Form
For Non-Industrial Sources, please make sure to select SA99-99
Non-Industry Code for the NAEIS Source Code.
Figure 6.34 NAEIS Source Code – NonIndustry
In this case, IPCC Code needs to be
selected manually.
Figure 6.35 IPCC Code – Non-Industry
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From there, the dropdown for
the SCC Code selection will
show all Non-Industrial SCC
Codes, as seen below.
Figure 6.36 SCC Code – Non-Industry
6.7 Completeness Check
Once you have completed all the forms, use the Completeness Check function to scan the forms for
possible warning/error message. The Completeness Check ensures that there are reasonable responses in
required data fields. If fields are incomplete or incorrect, the System will generate warning or error
messages.
The error report and messages will describe the
potential problem and indicate on which form and
field must be corrected. The completeness check
does not verify whether the information you have
entered is correct, but rather if the information you
have entered is adequate for a complete submittal.
Errors generated from the Completeness Check
must be corrected before the forms are submitted,
while warnings will not hold back the EI Report
submissions. After the corrective actions are taken,
running the Completeness Check again will then reassess the result of these actions. If you encounter
any Completeness Check error messages that
appear to be irresolvable, please contact the
appropriate Authority accordingly.
Figure 6.37 Completeness Check Function
If errors are encountered in the Completeness Check, this message will display: "Failed Completeness
Check".
Figure 6.38 Completeness Check with Error(s)
If no error is generated from the Completeness Check, this message will display: "Passed Completeness
Check".
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Figure 6.39 Completeness Check without Error
There are three ways of viewing error or warning message details:
1.
Go to the NAEIS Report Site Map and hover the mouse over the data entry form with an error or
warning icon (Figure 6.40). The error message is indicated by the use of “Red” icon. The warning
message is indicated by the use of “Yellow” icon. The error or warning message will appear in the
tooltips.
Figure 6.40 NAEIS Report Site Map - Completeness Check Error/Warning Message
2.
In the Site Map, click the entry with an error or warning icon. The system will lead you to the specific
source, contact, stack, emission unit, reporting group, activity, preparer, or Accounting Officer
form. The warning/error message generated from the completeness check will display in the upper
portion of the specific form (shown below). The error message is indicated by the use of “Red”
background. The warning message is indicated by the use of “Yellow” background.
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Figure 6.41 Sample: Stack Form with Completeness Check Warning/Error Displayed
3.
All of the Completeness Check errors and warnings are compiled into a report, “Completeness Check
Report”. The “Completeness Check Report” can be accessed in NAEIS Report Module  Report
Management  Other Reports  Completeness Check Report (See Figure 6.42).
Figure 6.42 Completeness Check Report
Click the "View" icon next to "Completeness Check Report" to view the details of the report. The report
will list the basic information of this source, and the error and warning messages in each form. This
report will be useful in the correction of relevant forms based on the Completeness Check results.
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A sample of the Completeness Check Report is shown in Figure 6.43.
Figure 6.43 Sample of Completeness Check Report
6.8 Certification and Submission
6.8.1
Preparer Form Overview
The Preparer Form is an optional form which displays information about the person(s) responsible for the
individual Emission Units in the NAEIS Report.
Some companies have different people responsible for emissions from different processes at the
facility. Therefore, instead of making one person responsible for all of the emissions, each person can list
their respective data. If a facility has more than one preparer listed on this form, the reporting groups
and emission units that the preparer is responsible for must be listed on the "Emission Unit(s) Preparer
worked on" section of the form.
6.8.2
Preparer Form Completion Instructions
Completion of this form consists of three sections: the Preparer List section, the Preparer Information
section, and the "Emission Unit(s) Preparer worked on" section. If you submitted a NAEIS report during a
previous reporting period, all of this information should be pre-filled. If any information has changed or
needs to be updated, edit the proper fields. If all the information that is pre-filled is still accurate, you do
not have to complete this form. Following is an explanation of each section of the preparer form, as well
as step-by-step instructions on how to complete the required fields.
6.8.3
Preparer List Section
Figure 6.44 Preparer List
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The Preparer List shows the current preparers who have contributed to the NAEIS reporting of this source.
Click "Add New Preparer" to add any preparer that is not in this list but has prepared the data entry
forms.
Click the "View/Edit" icon to access the preparer form.
6.8.4
Preparer Information Section
Figure 6.45 Preparer Form
Complete the fields in this section for each preparer. Follow the steps below (refer to the form in Figure
6.45).
1.
Company Name: Enter the company name with which the preparer is associated.
2.
Preparer's Information: Enter the preparer’s name, title, mailing address, telephone, fax number,
and e-mail address. Every source must have at least one preparer.
3.
Emission Unit(s) Preparer worked on:

If there is only one preparer in this source, select the “All” radio button.

When there is more than one preparer in this source, select the radio button "Select Specific
Units from list below", and check the applicable emission units and reporting groups.
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6.8.5
Primary Preparer Form Overview
Click the Certification tab (Figure 6.46) and enter the Accounting Officer Form.
Figure 6.46 Accounting Officer Form
This form is required for all submittals. The Accounting Officer of the NAEIS Report submission will need
to fill in his/her contact information here, certify the data entry forms, and make the submission.
6.8.6
6.8.7
Form Completion Instructions
1.
Accounting Officer Contact Information: Enter the Accounting Officer’s name, title, mailing address,
telephone, fax number, and e-mail address.
2.
PIN: Enter the PIN number. The PIN number can be retrieved in the "My Account" module.
3.
Security Question & Answer: A randomly picked security question will display for the Primary
Preparer to answer. Enter the user-defined answer to this question. The security questions and
answers will be set when the user logs into the NAEI system for the first time. They can be accessed in
"My Account" module as well.
4.
Submission. When everything in the data entry form is verified, click the checkbox "Based on the
information and belief formed after reasonable inquiry, the statements and information in this
submittal are true, accurate, and complete." Click the "Submit" button to submit the NAEIS Report.
Completeness Check Executed by the System When an EI Report is Submitted
When an EI Report is submitted, a completeness check will be executed by the system on all data entry
forms. If the completeness check failed, the error message(s) will display in the upper portion of page.
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Upon seeing this message, go to the NAEIS Report Site Map (on the left navigation panel) to review the
form errors, and make applicable corrections to ensure the validity of submitted data. Then, submit the EI
Report again.
If the completeness check passes, an EI Report submission successful message will display in the upper
portion of page.
Please see Section 6.7 for more information on Completeness Check.
6.9 Reports
The use of reports within the NAEIS is a feature that allows authority users to view data about specific EI
Reports in a presentable format. Reports can be exported into several different formats (excel, word, pdf)
and can be printed upon command. These are very helpful when authority users need to perform further
analysis on the emission data for a particular source. Because of the reports flexibility, it can show
comparison between the current year data and previous years’ data. This is helpful in allowing auditors to
draw comparison between different years.
The following list contains pre-defined reports that exist in the NAEI System.
1.
Source Summary Report – lists user-entered source, contact, emission unit, stack, activity, and
emission data, presented in a summarized table formats.
2.
NAEIS Data Entry Forms – prints the user-entered Source, Contact, Emission Unit, Stack, Activity,
Emissions, Preparer, and Certifier data in the format of “paper” EI forms. This report has the look and
feel of a traditional “paper” EI Report.
3.
Additions Report – displays all Stacks, Emission Units, Reporting Groups, SCC Code Activity, and
Preparers (Operators) that have been added to the source in this reporting year. For example, if you
add a new stack to the Stack form, then that stack will appear on the Additions report.
4.
Removed Report – displays all Stacks, Emission Units, Reporting Groups, SCC Code Activity, and
Preparers (Operators) that have been removed from the source in this reporting year. For example, if
you delete a stack from the Stack List, then that stack will appear on the Removed Report. All
Emission Units and Stacks that have a "Dismantle Date" entered will also be listed on the Removed
Report. Information that is dismantled or deleted from the system will not appear in the blank report
in the following year.
5.
Emission Comparison (Source Totals Report) - Shows the comparison between the emissions
calculated by the reporting facility and the emissions calculated by DEA. This is for the whole source
in general. Note that this report is only applicable to Industrial sources.
6.
Emission Comparison (Emission Unit Totals Report) – Shows the comparison between the emissions
calculated by the reporting facility and the emissions calculated by DEA. This is sorted by emission
unit. Note that this report is only applicable to Industrial sources.
7.
Completeness Check Report – uses the administrative completeness check to edit the entered data
for errors. The Completeness Check edit must result in zero errors before the database can be
submitted. This completeness check ensures that there are reasonable responses in required data
fields. If something is missing or incorrect, the system will generate an error report to show the error
messages. The error report will describe the problem and indicate which form and field must be
corrected. Note that this report is only applicable to Industry type sources.
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In each pop-up report window, you will see an option of "view/print/export" at the top of the report (Figure
6.47).
To export, select a file format from the drop down list, then click "export". Choose the file path you want to
save and then save the file.
Figure 6.47 View/Export a Report
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7 Appendix
7.1 Apply for AEL
The main purpose for AEL application is to initiate the first step for a user to apply,
renew, and amend air emission license. SAAELIP has broken down the AEL
Application Form into multiple sections. The sections are described as the following:

General Information: This section contains the basic facility information such as
rules/regulations and pollutants that are associated with the facility.

Contact Information: This section allows the user to input contacts for the
facility.

Raw Materials & Production: This section allows the user to enter details about
raw materials that are used that may result in a change in air emission output.

Control Device: This section details the control units relevant to the license and
allows the user to select the associated pollutants.

Stack: This section lets the user define in the detail the release points associated
with the application.

Emission Unit: The emission source lists the emission and allows the user to
associate the release point, control device, and rule.

Reporting Group: This section allows the user to define if testing and monitoring
are needed for the group and define the group by type.

Emission and Activity: Emission and activity lets the user describe the emission
path group in further detail.

Monitoring, Management, & Mitigation: Monitoring defines the process in which each emission source is
handled.
7.1.1
AEL Navigation Wizard
General Information
In this section, the standard AEL application will be used as the
base and does not completely reflect how all other types are
handled.
Any fields that contain a
as an icon is required to be filled
or the system will generate a validation error.
In ‘General Information’, the user will begin by describing the
project followed by selecting the application type and selecting
the facility.
AEL General Information
By selecting the different application reasons, the form will alter based on the application needs. In the instance of
selecting ‘AEL Transfer”, the previous description box was altered to a drop down menu for ‘Licensing Authority’
and a ‘Summary of Name or Ownership Change’ field box.
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AEL Application Reason Selection
The next section provides additional required fields for the application to be completed. Selecting the right SIC
Code is extremely important since this will determine the unit that will receive the application.
AEL Application Description
The applicable regulation and the pollutant section play an intricate part of the application process. The
regulations have been designed by using a search tool. In this utility, the user can search by Section 21 code
description, or code name. Once selected, the rule will populate in a grid view.
Section 21 Listed Activities Search Tool
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AEL Rule Grid view
At this stage, the user should click either the save button or the next button to prevent loss of information.
7.1.2
Contact
After the next button is clicked, the user is
brought to the ‘Contact Information’ section of
the application. In this section the user can
select the contact individual(s) and declare their
responsibility.
7.1.3
Raw Materials & Production
This section allows the user to enter details about raw materials that are used that may
result in a change in air emission output. The User can click the “Add New Record”
button to add different raw materials or production information to the License.
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7.1.4
Control Device
As the process moves on to the ‘Control Device’
section, certain guidelines will be explained on how
to configure the selected device(s). In this example,
filter fabric was selected. The ‘Control Unit ID’ and
‘Control Unit Name’ are required to be unique within
control devices so that the same ID and name cannot
be used twice.
Every single control device requires a pollutant to be associated with them. In this case, the pollutant selected in
‘General Information’ will be displayed. The user will need to also define the control efficiency of the control
device for the particular pollutant(s).
Control Device Pollutant Selection
The user also has the option to ‘Batch Update Pollutants’. For control devices with exactly the same pollutants and
control efficiency, the user can ‘Batch Update Pollutants’ and apply the pollutant(s) to all checked control devices
instead of having to enter them in one by one.
7.1.5
Stack
When all the control units have been
added, the user should click on the ‘next’
button to validate and save all entered
data. Once verified that all the entered
data has passed validation, the user will
be brought to the ‘Stack’ section.
In ‘Stack’, similar to control devices, the
‘Stack ID’ and the ‘Stack Name’ are to be
unique within the section.
Stack Form
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SAAELIP allow the user to find the
latitude and longitude of each
stack using a Map interface. The
lat./long is defaulted to the
location of the facility. By clicking
on the ‘Get Lat./Long’ a map will
be displayed and the user will be
able to move the cursor to the
exact position of the stack.
Stack Mapping Utility
Once the desired position is selected, the user can then click on the ‘Update’ button to replace the original
lat./long fields.
Lat./Long Display
When all desired release points are entered, the user should either click on ‘Save’ or ‘Next’ to store the data and
move on to ‘Emission Unit’.
7.1.6
Emission Unit
The ‘Emission Unit’ is extremely dynamic and similar to the control devices where the form will alter based on the
emission unit type selected. Also similar to the control device section, the ‘Emission Unit Identifier’ must be
unique and cannot be repeated.
Emission Unit Form
Once the basic emission source information is filled, a new section will open up where the user will need to
‘Associate Control Device’, ‘Associated Stack’, and ‘Associate Rule’. In some cases, this portion is optional.
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However, the ‘Associated Control Device’, ‘Associated Release Point’, and ‘Associated Rule’ will always be
displayed and the user can associate both the control devices and rules that were entered in the previous sections
to the emission unit.
Like control devices, SAAELIP provides features for the user to batch update rules to all checked emission units.
The user can also copy a previously entered emission unit by checking on an emission unit and clicking on the
‘Copy Emission Unit’ button. The user will then be prompted to enter a new emission unit ID and name. Again,
the user should save and/or click the ‘next’ button to store all data before moving on.
7.1.7
Emission Reporting Group
The next section ‘Reporting Group’ allows the user to associate emission units that have the same emissions
reporting.
7.1.8
Activity and Emission
Each emissions reporting group in ‘Activity and Emissions’ can be opened for the user to enter further detail. By
clicking on the
next to the emissions reporting group, the user is prompted to a screen to select the pollutants
associated with the emissions reporting group and fill in additional information.
Emission & Activity Grid View
The system allows for the same pollutant to be entered in more than once in situations where the emissions
reports may have different results for the same pollutant. The user can ‘Batch Update’ the groups if more than
one have matching criteria.
7.1.9
Monitoring, Management, and Mitigation
Based on the emission reporting group, some groups will be required to complete additional information in the
‘Monitoring, Management, and Mitigation’. If the indicator states ‘No’ in either of the ‘Specified Monitoring
Entered?’ or ‘Specified Mitigation Entered?’ field, then no further action is required.
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SAAELIP – User Guide for the Regulated Community
Monitoring, Management, and Mitigation Grid View
If the indicator displays ‘Yes’, then the user must click on the
icon to enter in the required data. The user will
have a prompt that will allow the user to specify the monitoring and mitigation method separately for each
emission reporting group.
7.1.10 Attachment
The user can provide attachments that
are required to be submitted with the
application. SAAELIP provides the user
to either digitally upload or provides
information if the user rather mail their
documents to the LA.
AEL Supplement Attachments
7.1.11 Data Validation
In the final step, SAAELIP will validate that all required
inputs and sections were completed based on the
validation rules required by the application forms.
If the application passes the validation checks, the user
can then submit the application.
However, if any section fails to pass, SAAELIP will alert the
user by marking the section with an ‘X’ and with a
description of the reason why.
AEL Validation Screen
7.1.12 Submission Receipt
After the application is submitted, the user
will receive a receipt confirming the
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submission and providing the user IP
address.
Submission Receipt
7.2 Submit AEL Compliance Report
After approval of a facility’s AEL License, the facility will be required to submit
AEL Compliance reports. This allows for the Authority to monitor facilities and
verify whether facilities are staying within the regulations of their license. A
Facility User will be able to search through their reporting requirements when
they start to prepare a new compliance report The User may also choose
whether they wish to complete an online data entry form or to copy and paste
the information from a past report. In order for a facility to submit an AEL
Compliance report, they must enter information in the following sections:

Data Entry/AEL Compliance Report: This section contains the basic facility
information such as the facilities addresses, phone number, and a place to
add an executive summary or comments. The User must also enter the
Licensing Authority that is associated to the particular license.

Attachment: This is where the user will specify how they wish to submit
their compliance report. The report can either be uploaded and submitted
through SAAELIP or the User can choose to mail in the report via the
address that is listed on the Attachment page. The User may upload any
other supporting documents related to their compliance report.
Before beginning a new Compliance Report in SAAELIP, the user
should download the Report through the ‘Start a New Submittal’
submodule in ‘Submittal.’ This will allow the User to fill out the
report and later upload it to SAAELIP via the ‘Attachment’ step of
the wizard. The User can download the document by clicking on
the Word document icon. The User can hold the cursor over the
icons to view more information about what they do.
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7.2.1
Data Entry
In this section, the User will verify all information that is entered
on the screen is correct or will enter any required information that
is not completed.
The User must associate a Licensing Authority to the compliance
report.
Any fields that contain a
as an icon is required to be filled or
the system will generate a validation error.
AEL Compliance Report-Data Entry
7.2.2
Attachment
The User must attach their compliance report
to the submission or select that they will mail
in the report. SAAELIP provides the user to
either digitally upload or provides information
if the user rather mail their documents to the
LA. The User has the option to upload
supporting document.
AEL Compliance Attachments
7.2.3
Data Validation
In the final step, SAAELIP will validate that all
required inputs and sections were completed
based on the validation rules required by the
report forms.
If the application passes the validation checks,
the user can then submit the report.
However, if any section fails to pass, SAAELIP
will alert the user by marking the section with
an ‘X’ and with a description of the reason why.
7.2.4
Submission Receipt
After the report is submitted, the user will
receive a receipt confirming the
submission and providing the user IP
address.
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7.3 NAIES Reference Data Look-up
Industry users will use this module to find specific emission factors, substance code, material code, SCC code,
or unit code.
7.3.1
Emission Factor
To view Emission Factor reference data in the NAEIS database, go to the System Utilities module - Emission
Factor. You can use the search function to find the specific emission factors. The search criteria include:


Search by EI Reporting Year
Search by SCC code
Figure 8.1 Reference Data of Emission Factors
7.3.2
Material Code
To view Material reference data in the NAEIS database, go to the System Utilities module - Material Code.
You can use the search function to find the specific material codes. The search criteria include:

Search by EI Reporting Year
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Figure 8.2 Reference Data of Material Codes
7.3.3
Substance Code
To view Substance reference data in the NAEIS database, go to the System Utilities module - Substance
Code. You can use the search function to find the specific substance codes. The search criteria include:

Search by EI Reporting Year
.
Figure 8.3 Reference Data of Substance Codes
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7.3.4
NAEIS Source Code
To view NAEIS Source Code reference data in the NAEIS database, go to the System Utilities module – NAEIS
Source Code. You can use the search function to find the specific NAEIS Source codes.
In the tree view (Figure 8.4), click the "+" icon to see all the child NAEIS Source codes. After clicking the
bottom layer of the NAEIS Source Code, the system will display all SCC Codes associated with it.
Figure 8.4 Reference Data of NAEIS Source Codes
7.3.5
Unit Code
To view Unit Code reference data in the NAEIS database, go to the System Utilities module - Unit. You can
use the search function to find the specific Unit codes. The search criteria include:

Search by EI Reporting Year
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Figure 8.5 Reference Data of Units
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