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April 28, 2006 1
Alberta Energy Information Exchange
April 28, 2006 2
Agenda
1. e-Bidding
2. Break
3. Introduction of Continuation Application Form
4. Automation of Exhibit A’s
5. Freehold Mineral Tax
8:30-10:30
10:30-11:00
11:00-11:20
11:20-11:40
11:40-12:00
April 28, 2006 3
e-Bidding
April 28, 2006 4
Outcome
• At the end of this session you will be familiar with e-Bidding, have had your questions answered and know what your company needs to do to be prepared for bidding starting with the June 28, 2006 sale
April 28, 2006 5
e-Bidding Topics
• Background
• Process
• ETS System
• e-Bidding Screens
• Being Prepared
• Conclusion
April 28, 2006 6
Change
• Change has been a constant in the sales process
– The location of the sale has moved
– The type of payment allowed has changed
– The number of bid types has gone from three to one
• e-Bidding is one more step in the process
April 28, 2006 7
• Manual process has some problems both for government and for industry
• e-Bidding will decrease human transcription errors, time to prepare and process the sale, speed up delivery time of bids, results availability and allow for file upload and download capability
Why Change?
April 28, 2006 8
Paper World
April 28, 2006 9
What is Included in e-Bidding?
• e-Bidding includes:
– Mandatory use of web-based system to bid on all public auctions
– Both oil sands and petroleum and natural gas parcels and
– Creation and pick-up of an electronic document
April 28, 2006 10
Process to Change
• We created the e-Bidding Working group through an open invitation to industry
• Department staff were also on the working group
• We set five go/no go dates for the project and all were successfully met
April 28, 2006 11
Process to Change
• We asked the working group how they currently bid and how they want to bid in e-bidding
• The department created the requirements for the system and the Working Group approved the document
• The system was built and tested
– The working group tested the system for business functionality
April 28, 2006 12
Process to Change
• A four-stage pilot program was completed
– Two internal pilots
– One external pilot in a controlled environment
– One external pilot in industry’s environment
– Parallel runs for both oil sands and P&NG
• All were successful
April 28, 2006 13
ETS Site Administrator
• The site administrator maintains the company account and creates client accounts
• The site administrator controls who is doing business in the system in your company
• The same site administrator you have for e-transfers and e-postings will be for e-bidding
April 28, 2006 14
Roles for e-Bidding
April 28, 2006 15
e-Bidding Roles
• There are four roles in e-bidding and they are the same as e-posting, with one small exception*
• Creator
• Submitter
• Viewer
• Coordinator *
April 28, 2006 16
Creator Role
• The creator role allows you to access e-bidding and prepare a bid request
• The creator must attach a submitter to the bid request and may attach a viewer
• The creator also chooses the sale to bid on, decides how to bid (batch or single), decides what submitter to use, if a viewer is needed
April 28, 2006 17
Submitter Role
• The submitter role allows you to submit the bid request to the department
• The only bids a submitter will see are those assigned to him or her by a creator
April 28, 2006 18
Greyed Out Submit Button
• The submit button will show after you have successfully saved your bid request but won’t be active unless you have the submitter role
• To add a submitter go to the roles tab, add a submitter then save again
April 28, 2006 19
Viewer Role
• A viewer can see only those bid requests that they have been attached to by a creator
• A viewer is not required for a bid request; it is entirely your choice
April 28, 2006 20
Coordinator Role
• The coordinator role can view all bid requests made by creators that are within their assigned group
• A coordinator can assign a bid request to another creator
• In e-bidding, there can be more than one coordinator
April 28, 2006 21
Assign Group
April 28, 2006 22
Created By
April 28, 2006 23
Who Can See My Bid?
• Any company client account with the appropriate role will be able to see a bid prior to the close of the sale
• After the sale closes, both P&NG and Oil Sands Sales Groups will be able to access the bids
• There will be no release of data other than the winning bid amount and lessee
April 28, 2006 24
Timing
• The sale will close at 12 noon department time
• There is a snapshot view on the system of exactly what time it is at the department.
• The time you submit your bid will be noted on your submitted report
April 28, 2006 25
What is the Same?
April 28, 2006 26
What is the Same?
• You choose what parcels to bid on
• The highest bidder wins the parcel
• The designated representative and the lessees will be public information
• The annual rental payor will be confidential
• Failure to bid on a parcel you posted will result in a penalty
April 28, 2006 27
What is the Same?
• Your money will be withdrawn from your EFT account
• You can bid on the sale for the eight weeks between the public offering notice being published and the close of the sale
• If you submit two bid requests for the same parcel the department will take the highest bid
April 28, 2006 28
What is Different?
April 28, 2006 29
What is Different?
• You will use the e-bidding system to bid
• You will be able to withdraw a bid prior to the close of the sale using the system
• You will pick up your agreement documents electronically
April 28, 2006 30
Submitted Bid Request
April 28, 2006 31
NOT Submitted Bid Request
April 28, 2006 32
What is Different?
• Bids can be entered as price per hectare or bonus amount
– Rent and issuance fee will be added by system
• You will be able to batch bids – mixing commodity type and agreement type as you choose
• Sales results will normally be available at 3:30 p.m. on sale day
April 28, 2006 33
What is Different?
• Amended parcels will show as red on the system
• You can create a file in your land system and upload it to the e-bidding system
April 28, 2006 34
What is Different?
• Cheques will not be accepted
• If two identical bid requests are submitted for the same parcel by one company, the department will use the latest submitted request
– If for example you want to change the lessees, designated representative or confidential rent payor
April 28, 2006 35
The e-Bidding System
April 28, 2006 36
The Electronic Transfer System
April 28, 2006 37
Set-up ETS Account• ETS provides secure access to electronically available information and services provided by the Department
• To apply for an authorized ETS account ID, you must complete the “ETS Account Set-up/Change Form” and provide an
authorization letter
• http://www.energy.gov.ab.ca/1877.asp
• Fax to Client Registry: (780) 422-9522
April 28, 2006 38
Change ETS Account
• Client Registry is accepting requests to add the new form types to your existing account
• Submit ETS Account Set-up/Change Form
• Add “Bid Request” and “Agreement Documents” in section B
April 28, 2006 39
ETS Security
• An account and password are required to prepare a bid request using ETS
• Authorization is required for selection of a site administrator and again to make a
change
• Separate client accounts and passwords for every user within your company
April 28, 2006 40
ETS Security
• New security measures have been implemented
• Passwords must be reset every 90 days
• The system will “time-out” in 1 hour
April 28, 2006 41
The Bid Request
• Two options available to create a bid request
• Query by Map – select parcels from a map view
• PNG and Oil Sands – select from a complete list of parcels or load an in-house XML or CSV file
April 28, 2006 42
Query By Map
• The user will enter an area of interest and view a map
• Two formats: Oil Sands and P&NG
• View all posted parcels in conjunction with parcels for a particular sale
• Alberta Crown/Alberta Non-Crown
• Select parcels by sale date for a bid
April 28, 2006 43
Query By Map
April 28, 2006 44
Query By Map
April 28, 2006 45
Query By Map
April 28, 2006 46
Create a Bid Request
April 28, 2006 47
Create a Bid Request
April 28, 2006 48
Selecting Parcels
April 28, 2006 49
Client Information
April 28, 2006 50
Save the Bid Request
April 28, 2006 51
Current Department Time
April 28, 2006 52
Submit the Bid Request
April 28, 2006 53
Submit the Bid Request
April 28, 2006 54
Edit the Bid Request
April 28, 2006 55
Edit the Bid Request
April 28, 2006 56
Work in Progress Screen
April 28, 2006 57
Sale Results• Sale results will be released on the same day
as the sale
• Results will be posted on the department’s website at: http://www.energy.gov.ab.ca/
• Look under: Our Business, the Business Unit (Tenure or Oil Sands), Sales, Public Offering
• To subscribe to results: Follow the instructions under either Tenure or Oil Sands, On-Line Services
April 28, 2006 58
Agreement Documents• An ETS account and password are required to
pickup documents from the system
• Agreement documents will be released approximately 10 days following the sale
• An e-mail will be sent to users
• The designated representative for the parcel(s) can retrieve the agreement documents through the Request Status Screen.
• XML and PDF formats.
April 28, 2006 59
Agreement Documents
April 28, 2006 60
Now What?
April 28, 2006 61
Training
• Hands-on training will be held in May and June
– Send your name, e-mail address and phone number to: [email protected]
• On-line training is being created
• e-bidding manual will be available
April 28, 2006 62
Responsibilities
• The department is responsible:– to ensure e-Bidding is
working and available
– that the integrity of the sale is maintained and
– training is available for industry
• You are responsible:– for your computer
hardware
– for your internet access
– For who accesses e-Bidding for your company and
– to have sufficient people trained
April 28, 2006 63
Risk Mitigation Plans
• The department has reviewed their risks and have plans in place to mitigate them
• For example, if ETS is down the anytime during 11:00-12:00 of the sale day, the closure of the sale will be delayed two hours
• Industry needs to review their risks and prepare plans
April 28, 2006 64
What You Need To Begin
• Your company needs an active ETS (Electronic Transfer System) account
• Your site administrator needs to request access to e-Bidding and Agreements
• You need to have your site administrator set you up with a client account dependent on what access you will need (roles)
– Roles define the access you will have to the system
April 28, 2006 65
Conclusion
• We are fundamentally automating the system, not changing the business.
• Defining roles is critical
• Adequate training will be provided
• Effective June 28, 2006 e-Bidding is the only method for bidding on oil sands or P&NG parcels
April 28, 2006 66
Miscellaneous
April 28, 2006 67
Helpful Hints for e-Bidding
• Click on the word All to sort the parcels you have chosen to the top
April 28, 2006 68
• Click on the box under the word All to choose all the parcels of the sale
Helpful Hints for e-Bidding
April 28, 2006 69
• Control + Home takes you to the top of the screen
• Control + End takes you to the bottom of the screen
• Error messages will stay on the screen even after correcting them, until you do another save
Helpful Hints for e-Bidding
April 28, 2006 70
Save and Submit Buttons
• Save and Submit are two different functions
• Save will validate your request and you will get a bid request number with a successful save
• Submit sends the bid to the department, and it is only submitted bids that are considered
April 28, 2006 71
Helpful Hints for e-Bidding
• The web navigation buttons are not to be used in e-bidding or you can lose all your data
April 28, 2006 72
Overlapping Sales• Although the system is live May 3, it will
initially only show the sale for June 28
• May 3, 17 and 31 as well as the June 14 sale will all be manual sales
• June 28 and subsequent sales are electronic
• As the Public Offering Notices are published for subsequent sales, they will come on line
April 28, 2006 73
Contacts
• Electronic Fund Transfer
– Oil Sands: Shamee Hoosein (780) 427-9076
– P&NG: Chris Fortner (780) 422-9110
• ETS Account
– Client Registry (780) 422-1395
April 28, 2006 74
Contacts
• Questions on ETS
– Susan Haselgruber (780) 415-2126
• Questions on the Sales Process
– Oil Sands: Shamee Hoosein (780) 427-9076
– P&NG: Liz Crowe (780) 422-9431
April 28, 2006 75
Question Period
QUESTIONS
• e-Bidding
(Brenda Allbright and Retha Purkis)
April 28, 2006 76
Questions Period
QUESTIONS
• Continuation Application Form
(Susan Carlisle)
• Automated Exhibit A’s
(Grace Matias)
• e-Freehold Mineral Tax
(Brenda Curle)
April 28, 2006 77
Closing Remarks
• You now know what e-bidding entails, have seen the revised Continuation application form, are aware of a new opportunity to help automate Exhibit A’s, and have caught up on the Freehold Mineral Tax project
April 28, 2006 78
Monthly Statement Process
• As advised last year, the monthly statement process for mineral accounts will become mandatory effective July 1, 2006
• Please see Information Letter 2006-10 for more details.
April 28, 2006 79
Thank You
• On behalf of the Department of Energy,
CAPL and CAPLA, thank-you for attending
this year’s Information Exchange
