EDS First Nation/Metis Settlement Consultation User Help Guideaep.alberta.ca/.../EDS-FirstNation-MetisSettleGuide-Apr2017.pdf · EDS First Nation / Metis Settlement Consultation User

EDS First Nation / Metis Settlement Consultation

User Help Guide

April 28, 2017

Apr 28, 2017 EDS First Nation / Metis Settlement Consultation User Help Guide

© 2017 Government of Alberta

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Revision History

Version Date Author/Organization Description

V1.00 2012-06-25 Pauline Peterson Document Draft

V1.10 2015-01-29 Monarch Delumen Document Update

V1.20 2015-10-22 A. Crosland Document Update

V1.30 2017-04-10 A. Crosland Document Update



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Disclaimer

In this disclaimer provision:

“Crown” means Her Majesty the Queen in right of the Province of Alberta;

“Minister” means the Minister responsible for Alberta Environment and Parks (AEP);

“Their employees” means and includes each, any and every officer, employee, servant and agent of either or

both of the Crown and the Minister and without limiting the generality of the foregoing, and includes employees

of the Crown and the Minister employed in Alberta Environment and Parks.

“EDS” means the Electronic Disposition System and all programs, hardware, documentation, functions and

services forming a part thereof or associate therewith.

The Crown, the Minister, and their employees and the contractors and technical advisors of the aforesaid:

(a) Make no warranty or representation, whether expressed or implied, to any person with respect to this

material or documentation of EDS or as to the service, performance, quality, merchantability or fitness

of any part of the aforesaid for any purpose; and

(b) Shall not be liable for any action, damages or claims, whether occasioned by negligence or otherwise,

that any person, user, Subscriber or any employees of the aforesaid may hereafter have, allege or

become entitled to (including but not limited to any claim of third-party contribution of indemnity,

any economic or moral loss, or direct, immediate, special, indirect or consequential damages which

do, may, or are alleged to arise as a result of:

(i) The use of this material or documentation or EDS or any service connection therewith; or

(ii) Any error or omissions in data or any loss or partial loss of data or incomplete retrieval of

information, even if any or all of the Crown, the Minister or their employees were advised of

the possibility of such risk, action, claims or damages, including damages sustained or actions

brought by third parties and claims made against the Subscriber by third parties.

The entire risk of loss relating to or associated with the quality and performance of EDS and any product and

results thereof shall be assumed by the Subscriber and by any other user of EDS.



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Table of Contents

1.0 EDS Overview .......................................................................................................................................... 6

1.1 Hours of Operation ..................................................................................................................................... 8

1.2 EDS Use Restrictions ................................................................................................................................. 8

1.2.1 Dispositions ................................................................................................... 8

1.3 Upload Document Requirements ............................................................................................................... 9

1.3.1 Documents ........................................................................................................................................... 9

1.4 Relevant Links ........................................................................................................................................... 9

2.0 EDS Main Menu Page ............................................................................................................................ 10

2.1 Help Menu Items ...................................................................................................................................... 10

3.0 EDS Application Pre-Requisites – First Nation / Metis Settlements Consultation Submissions ... 12

3.1 FNC Sub Menu Page ................................................................................................................................ 12

3.2 Searching FNC Case Files Page ............................................................................................................... 12

3.3 Search FNC Case Files Result Page ......................................................................................................... 13

3.4 FNC Search Error Messages .................................................................................................................... 13

3.5 Creating New FNC Case Page ................................................................................................................. 15

3.6 New FNC Error Messages ....................................................................................................................... 16

3.7 FNC Submission for `New Site’ using 1. Create / Edit .......................................................................... 18

3.8 Create / Edit using `Amendment Sites’ .................................................................................................... 29

3.9 Editing an FNC Case File Submission ..................................................................................................... 33

3.10 Cancelling an FNC Site ........................................................................................................................... 40

4.0 EDS Managing Allowable Client ID Screens ....................................................................................... 44

4.1 Add Client ID Screen ............................................................................................................................... 45

4.2 Confirming Client ID Screen ................................................................................................................... 46

5.0 Using EDS ............................................................................................................................................... 47

5.1 Create a New Assessment (Quick Reference) .......................................................................................... 47

5.2 Submitting Consultative Documents (Quick Reference) ......................................................................... 49

5.3 Submitting More Information (Quick Reference) .................................................................................... 51

5.4 Cancelling an FNC Site (Quick Reference) ............................................................................................. 52

5.5 Cancelling an FNC Case File (Quick Reference) .................................................................................... 52

5.6 How to `Manage Client Profile’ (Quick Reference) ................................................................................ 53



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6.0 Getting Support ...................................................................................................................................... 54

7.0 Appendix A – EDS Dropdown Selection Reference ............................................................................ 55

7.1 First Nations Communities ...................................................................................................................... 55

7.2 Document Naming Type .......................................................................................................................... 57

8.0 Appendix B – Determining the To and From Land Location ............................................................ 60



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1.0 EDS Overview

EDS is an online service that allows clients to submit electronic transactions for surface dispositions to

Alberta Environment and Parks (AEP) and the Alberta Energy Regulator (AER). Presently EDS has three

subsystems:

Application Pre-Requisites – by clicking the + key, this will expand to sub-modules for:

First Nations/Metis Settlements

Submit a Pre-consultation Assessment Request, Adequacy Assessment Request, respond to a request for

information, and view the status of your submission for: CEP, DLO, DML, DMS, DPI, DPL, EPC, EZE,

FAC, GEO, LOC, MLL, MME, MSL, OSE, PIL, PLA, RDS, REA, REC, RLC, RVC, SMC, SME, SML,

TFA, VCE and WAC purposes.

Application Supplement (NEW)

Generate an Application Supplement document to be uploaded as part of an Application/Amendment

document submission.

Landscape Analysis Tool (NEW)

Obtain a LAT report to be used in support of an Application/Amendment.

Plan Confirmation Service

Generate an Encrypted Plan Package to be used in support of an Application/Amendment.

By clicking the – key will collapse the menu.

Application Submissions - by clicking the + key, this will expand to sub-modules for:



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Public Land Disposition Applications

Submit applications for dispositions on Public Lands for DLO, DML, DMS, DPI, DPL, EZE, LOC, MLL,

MSL, PIL, PLA, REA, RVC, SML and VCE purposes.

Public Land Disposition Amendments

Submit amendments for dispositions on Public lands for DLO, DML, DMS, DPI, DPL, EZE, LOC, MLL,

MSL, PIL, PLA, REA, RVC, SML and VCE purposes.

Renewals

Submit a request to renew an application for DLO, DML, DMS, DPI, DPL, EZE, LOC, MLL, MSL, PIL,

PLA and REA purposes.

Reclamation Certificate Application Submissions

Submit an application for Reclamation Certificate on Public Lands for SMC, SML, MLP, EZE, DLO, DML,

DMS, DPL, RVC and DPI.

Plan Submission Package

Upload an Encrypted Plan Package.


Disposition Maintenance - by clicking the + key, this will expand to sub-modules for:

Manage Client Profile Edit the list of other clients allowed to manage your data.

Site Entry Submissions Submit a site entry for DLO, DML, DMS, DPI, DPL, EZE, LOC, MLL, MSL, PIL, PLA, REA, RVC, SML

and VCE purposes.

No Entry Submissions Submit a no entry for DLO, DML, DMS, DPI, DPL, EZE, LOC, MLL, MSL, PIL, PLA, REA, RVC, SML

and VCE purposes.



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SML Annual Returns (when clicked, Annual Returns and Annual Accruals are available for

selection). Send Annual Return Data for SML disposition.

Application / Amendment Status Check Request

Send a request for status of an application/amendment.

Document Upload (New)

Upload a revised Application Supplement.


Applications and self-reporting that are accepted by EDS are uploaded into the Geographic Land Information

Management Planning System (GLIMPS – Internal application) and EDS will email the client a copy of the

transaction. EDS will also notify the appropriate business area that a transaction has been submitted for

processing.

For details about each of the subsystems please review the individual ‘User Help Guides / Manuals’.

Applications and self-reporting that are accepted by EDS are uploaded into GLIMPS and EDS will email the

client a copy of the transaction. EDS will also notify by email notification the appropriate business area that a

transaction has been submitted for processing.

1.1 Hours of Operation

EDS Support help desk is available Monday to Friday 8:15 a.m. to 4:30 p.m. except statutory holidays. The system is

available from 5:00 a.m. to 11:30 p.m. every day.

1.2 EDS Use Restrictions

1.2.1 Dispositions

EDS is limited to applications for Bed and Shore water-related dispositions, EZE, VCE, SML, REA,

DML, DLO, DMS, DPL, DPI, MSL, PIL, PLA, LOC, RVC, and MLL. Applications or amendments

processed using EDS at this time are limited to only one applicant Client Identification number.

The maximum number of dispositions types shown on a plan is two (e.g., SML and DLO).

A Confirmation number, LAT (Landscape Analysis Tool) report and Case File Number for

Consultation (FNC) can only be used once in a transaction for an application. If an ‘Amendment’ is

formally rejected, the confirmation number/package, LAT report and File Number for Consultation

(FNC) can be used again.

Only one purpose can be selected for each disposition type.

Multiple plans for an activity will not be accepted. A plan must address the project in its entirety.



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Landscape Analysis Tool reports can only be used once for an application but can be used again if in

support of an amendment and the amendment has been officially rejected as previously stated.

First Nations/Metis Settlements consultation submissions are required for new activities and

amendments.

Clients/Stakeholders involved must be active and registered in Alberta Department of Energy’s

Foundation system.

Successful submissions do not denote approval by the Crown.

1.3 Upload Documents Required

1.3.1 Documents

All documents submitted to the department other than the plan submission package must be in a portable

document format (.PDF). Documents that require imaging must be scanned to the following standard and

converted into a .PDF format for submission.

Black & white 300 dpi

Colour 150 dpi

File names must not contain spaces. Use of special characters such as *, -, (, ), @, % or $ are not allowed.

1.4 Relevant Links

EXTERN ADS User Name & Password Maintenance is used to activate SecureXNET accounts and

change/reset SecureXNET passwords:

EXTERN ADS - User Name Help

Access EDS through SecureXNET here:

SecureXNET - EDS Login

Access PCS through SecureXNET here:

SecureXNET - PCS Login

Access LAT through SecureXNET here:

Secure XNET - LAT Login

https://extern.wln.gov.ab.ca/help/

https://securexnet.env.gov.ab.ca/eds_login.html

https://securexnet.env.gov.ab.ca/pcs_login.html

https://securexnet.env.gov.ab.ca/lat_login.html



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2.0 EDS Main Menu Page

Below is an illustration of the EDS main menu showing the sub-modules contained under each ‘Key’ function.

Note: For ‘New’ information in regards to changes or updates for the Electronic Disposition System, see

Broadcast Messages. This link includes a feature ‘Broadcast Messages – Archived’ for past changes.

2.1 Help Menu Items

The three Help functions, located at the top of the page are “Contact Us”, “EDS Website” and “Help”. By

selecting ‘Contact Us’, it will generate an email to EDS Support where you can indicate any questions or

comments.

[email protected]

mailto:[email protected]



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Clicking EDS Website will take you to the EDS external webpage:

Electronic Disposition System

Clicking ‘Help’ will take you to EDS Manual and EDS Overview.

Note: It is best to use the EDS external webpage for the most current information.

http://aep.alberta.ca/forms-maps-services/industry-online-services/electronic-disposition-system/default.aspx



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3.0 EDS Application Pre-Requisites – First Nation / Metis Settlements

Consultation Submissions

To access the sub-menu for ‘Application Pre-Requisites, click the + key to expand the menu for ‘First

Nations/Metis Settlements Consultation Submissions’.

3.1 Click `First Nations / Metis Settlements Consultation Submissions’ for the

Sub-Menus Under this Module

3.2 Searching FNC Case Files Page

By clicking ‘Create / Edit FNC:

You will need a ‘Client Identification’ number, or, the ‘File Number for Consultation’ case file number, if one

has been generated.



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3.3 Search FNC Case Files Result Page

By entering the ‘Client ID’ and clicking ‘Search’, EDS will display the ‘File Number for Consultation’ case file

number/s previously created using the entered ‘Client ID’ or, provide the user with the ‘New’ button.

The search results are sorted by the submission date and the ‘New' selection will always appear in the first row.

The search results will display other meta-data such as ‘Status’, ‘Submission Date’, ‘Project Name’ and if the

‘Client ID’ entered was ‘Amalgamated’, the status of the company which it was amalgamated to. Any FNC in

transit is automatically transferred over to the active company.

3.4 Search Error Messages

The following are common errors messages displayed:



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Client ID must be 10 characters.

Client ID may be an inactive company or,

The user is not authorized to submit for the Client ID entered. Forward a letter of authorization from the

company granting the user permissions to submit on their behalf to

[email protected]

The FNC number provided does not belong to the Client ID entered.




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3.5 Creating a `New FNC’ Case File Page

To ‘Create/Edit FNC’, you have entered data to successfully search,

Click the ‘New’ button to display the data entry screen.

Note: The form has two options, ‘New Sites’ and ‘Amendment Sites’. If you are applying for an activity that

has not been assigned a ‘Disposition Number’, you must use the ‘New Sites’ portion of the form. If a

‘Disposition Number’ has been assigned, use the ‘Amendment Sites’ portion. A ‘New’ number cannot

be used in support of an amendment and an ‘Amendment Sites’ FNC case file number cannot be used in

support of an ‘Application’.

The ‘Activity Types’ available for selection for ‘New Sites’ are as follows: CEP (Coal Exploration), DLO

(Departmental License of Occupation), DML (Departmental Miscellaneous Lease), DPI (Departmental Pipeline

Installation), DPL (Departmental Pipeline), EPC (Environmental Protection and Enhancement Act – created



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under ‘New Sites’), EZE (Easement), FAC (Forests Act - created under ‘New Sites’) , GEO (Exploration), LOC

(License of Occupation), MLL (Miscellaneous Lease), MME (Exploration), MSL (Mineral Surface Lease), OSE

(Oil Sand Exploration), PIL (Pipeline Installation Lease), PLA (Pipeline Agreement), RDS (Roadway –

Municipalities or Transportation), REA (Rural Electrification Association), REC (Recreational), RLC

(Rangeland - created under ‘New Sites’), RVC (Vegetation Control), SMC (Surface Material Licence), SME

(Surface Material Exploration), SML (Surface Material Lease), TFA (Temporary Field Authorization), VCE

(Vegetation Control) and WAC (Water Act - created under ‘New Sites’).

Disposition ‘Type’ is dependent upon the regulatory body authorizing and administering the Activity. This can

be the department of ‘Environment and Parks’ (AEP) or the ‘Alberta Energy Regulator’ (AER). Go to the

‘Public Lands Administration Regulation (PLAR)’ or the ‘Public Lands Dispositions’ webpages on the AEP

website. This site provides the acceptable purposes and activities that may occur on public land and information

for applying for new public land dispositions or their renewals. See the appropriate tables for AEP and AER.

EDS Support will not advise on type or activity, and will direct the user to the appropriate regulatory

body or business area.

3.6 FNC Request Error Messages

The example below would display on page 1 of the First Nations Consultation/Metis Settlement ‘Save’ page.

Project Name: Validation Error: Value is required.

EDS validates that the ‘Project Name’ has been entered into the provided data field. This information is required

for ‘All’ First Nations / Metis Settlement Consultation submissions.



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EDS validates data entered and the appropriate error message will display dependent upon the error. As above,

errors can be related to an incorrect Section, Township, Range or Meridian number. The user will be informed

while in session.

If the land keys are not entered, EDS will message the user:

Error found at New Sites: on row 1: complete ATS is required

The example below would display on page two of the ‘First Nations / Metis Settlement Consultation’ purpose

select page.

If purpose or area/km values are not entered, errors will appear as follows:

Error found at New Sites: on row 1 Purpose Type: Validation Error: Value is required.

Error found at New Sites: on row 1 Area/Distance amount: Validation Error: Value is required.

Error found at New Sites: on row 1 Area/Distance unit: Validation Error: Value is required.

The example below would display on page three of the First Nations / Metis Settlement Consultation ‘Upload’

page.



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The user has attached a supporting document but hasn’t defined the ‘Document Type’:

Error found at Upload Document: on row

1(\\goa\desktop\A_D\alexandra.crosland\Desktop\Electronic Consent Final.pdf): Document Type is

required

Or if a file is not in the correct format:

Error found on row 1: Uploaded file name [1234_v7.dgn] must be a PDF file

Or, if a filename doesn’t follow the naming convention:

Error found on row 1: File name, !_.pdf, has invalid characters, e.g. /:|<>*?"

Note: This guide does not account for all possible errors.

3.7 FNC Submission for `New’ Sites using 1. – Create / Edit

Click ‘Search’

Results will display:



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EDS will display FNC Case files previously created and allow the user to Create ‘New’

Click ‘New’ and the form will display for data entry (First Nation Consultation Save):



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The form will provide a ‘Client Remarks’ section for additional information. This field allows up to 2,300

characters.

Click ‘Next’ and the First Nations / Metis Settlement Consultation Purpose Select screen will display.

By using the dropdown arrows, a user can choose the ‘Purpose Type’ of the activity. The user will be required to

provide an area or length of their project.

Click ‘Next’ (First Nation / Metis Settlement Consultation Upload Document).

Documents that must accompany a request can be attached on this page and several ‘Document Types’ are

available for selection. Please refer to section 7.2 for a description of the various ‘Document Types” available.

For more information on documents required for FNC submissions, please refer to The Government of Alberta’s

Proponent Guide to First Nations and Metis Settlements Consultation Procedures.



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Or, for an FAC type, Shapefiles can be attached in support of this type. Shapefiles attachments are spatial in

nature.

When applying for an EPC (Environmental Protection and Enhancement Act – EPEA) or WAC (Water Act)

type under the First Nations / Metis Settlement Consultation module, the dropdown list will provide the

supporting documentation types for ‘Attachment’ in support of EPC and WAC, they are:



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The proponent must use the dropdown list (as shown above) and selects the appropriate “Document Type’. The

proponent should then ‘Browse’ for the attachment. The pathway of the document location will show in the ‘File

Location’ portion of the form.

Multiple documents uploaded under the same ‘Document Type’ must have unique file names to avoid a system

error.

For example:



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Once the supporting documentation has been attached, click ‘Next’ and the ‘First Nation / Metis Settlement

Consultation Confirmation’ page will display for review:

The ‘Review Page’ allows the proponent an opportunity to confirm their data. The proponent will confirm

‘Disposition Type’, ‘Purpose Type’, ‘Area/Distance’, ‘ATS from and to location’, ‘Documents Attached’ and

‘Remarks’ before the user commits the FNC request to the system.

The user can use the ‘Back’ button if information requires correction, the ‘Save’ button if the proponent does

not want to submit and wants to save the data and come back to it at a later date, or, the ‘Submit’ button to

continue and commit the submission to the department for review.

Note: If the user chooses to ‘Save’ the submission, it will not message the department for a review.

Click ‘Submit’ and the ‘Terms of Use and Disclaimer’ will display.



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For the FNC Submission Request to be reviewed by the Aboriginal Consultation Office (ACO), the proponent

must click ‘I Agree’. EDS will display a message indicating that it has been successfully submitted.

The user can now click ‘Return to Menu’ which will return the user to the First Nation / Metis Settlement

Consultation External Menu.

Or they can click the “Electronic Disposition System’ found at ‘Location’ and EDS will open a dialog box to

ask:



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By clicking ‘OK’ the user will be re-directed to the EDS Main Menu page.

The user will receive an email confirmation which will be directed to the email address used when the EDS

account was granted.

Example of a confirmation email and the pdf created through the submission process for a FNC submission.

The pdf form attached to the email:



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If the proponent discovers an error after submission, please send a request to have the file returned back to the

user to make any required corrections, send the request stating the FNC number to:

[email protected]

A proponent cannot make changes to a FNC request if the First Nations / Metis Settlement groups or the level of

consultation has already been assigned.

3.8 Create / Edit using `Amendment Sites’

Click 1. – Create / Edit

Click `Search’ and results will display.




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Click `New’ and the form will display for data entry. This example is requesting assessment for DLO177005.

For ‘Amendment Sites’, the user is required to enter the disposition number. As previously stated, an FNC

created in support of an existing disposition must be entered as an ‘Amendment Site’ and can only be used in

support of the amendment. It cannot be used for a new ‘Application’.



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`Client Remarks’ is available to the user to provide additional information and allows 2,300 characters.

Click `Next’ and the First Nation / Metis Settlement Consultation Purpose Select’ screen displays:

Click `Next” and the First Nation / Metis Settlement Consultation Upload Documents screen will display:

As per Section 3.7 – Attachments can vary depending upon type.



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As per Section 3.7 – Attachments can vary depending upon type.

Click ‘Next’ and the ‘Review’ page will display:

Click ‘Submit’ and the ‘Disclaimer’ page will display:



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By clicking ‘I Agree’, EDS will display if the FNC was successfully submitted. As per the example shown

under Section 3.7, a confirmation email will be sent to the users’ inbox with a copy of the generated form.

3.9 Editing an FNC Case File Submission

Click 1. – Create / Edit



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As per previous examples, the user would search by client ID or FNC number.

Click ‘Search’ and results will display accordingly.

Click the ‘FNC” number in the results:

The FNC will display for editing:



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A user can ‘Edit’:

Disposition Type

Alberta Township System (ATS) Legal from

ATS Legal to

Add other ‘Client Remarks’

‘Add Row’ for additional sites to be reviewed for consultation



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The change made to this FNC201700018-001 was to DLO17004 to add additional lands. Under ‘New Sites’, we

have added a DML and EZE as part of the project. As previously stated, changes to an FNC cannot be

considered if the First Nation / Metis Settlement group and the level of consultation has already been set.

Click ‘Next’ and the ‘First Nation / Metis Settlement Consultation Purpose Select’ screen will display:

A user can ‘Edit’

Purpose Type

Area / Distance (HA/KM)



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In the example above, we changed the purpose for DLO170004 from a Class II to Class I Access. The purposes

for the DML and EZE have now been assigned and the Area/Distance has been entered.

The user can go ‘Back’ if the changes made are not correct, they can go ‘Next’ to proceed, or they can click

‘Save’ to submit the request at another time.

Click ‘Back’ as this example will display how the user can delete a record.



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The user can ‘Delete’ a project by checking the ‘Delete’ box and then clicking the ‘Delete Selected’ button. In

this example, the EZE has been deleted from the request.

Click ‘Next’ to proceed:

As the user has gone ‘Back and deleted a record, they will need to ensure their purpose and area/distance fields

have been re-addressed.

Click ‘Next’ and the ‘First Nation / Metis Settlement Consultation Upload Document’ screen will display for the

user to attach any additional information in support of their request.



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Once the attachments have been designated using the ‘Document Type’ and the user has engaged the ‘Browse’

button for documents in support of their request, the user clicks ‘Next’ to proceed to the First Nation / Metis

Settlement Consultation Confirmation’ page. This provides the user the opportunity to ‘Review’ their data

before submission:

Once the user has confirmed their data, they would click ‘Submit’ and the First Nation / Metis Settlement

Consultation Disclaimer’ page will display:



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Click ‘I Agree’ to continue:

The user will receive the confirmation email with the generated pdf form as per the example shown previously.

3.10 Cancelling an FNC Site



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Choose option 2. Cancel FNC from the First Nation Consultation External Menu and the ‘First Nation

Consultation Search’ screen displays for entry. Locate the FNC case file for cancellation:

Click the FNC case file number to display the form.

Engage the check box ‘Cancel’ and then click the ‘Cancel Selected’ button:



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EDS will show that the box now states ‘UnCancel’. This function can undo the request. If the user proceeds,

they must click ‘Submit’ and a dialog box will display:

They click ‘OK’ (accepts the request) or ‘Cancel’ (backs out of the request). If they click ‘Cancel’, the user can

uncheck the ‘UnCancel’ box and leave the case file as is and continue with the consultation process (dependent

upon status), or, they can click the ‘Submit’ button and the FNC will no longer be a viable case file number. (It

cannot be re-instated).



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For this example, the user will click ‘Submit’ and ‘OK’.

EDS will display the submission has been successful and will display that the ‘Action Required’ is

‘Terminated’. No further review will occur and if the user requires to –re-submit, they will need to re-apply.



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4.0 EDS Managing Allowable Client ID Screens

An EDS user is able to manage companies or individuals that are able to create and manage FNC’s on their

behalf. The Proponent must designate a user within the company. That user will need an EDS account with the

role of a site administrator. The site administrator following the steps below can add or remove Client IDs as

required. All users with a Client ID that are within the ‘Allowed Client list’ will be able to submit or edit an

FNC for the proponent.

Alternatively, if there is no site administrator available, the Surface Material Leaseholder (SML) can forward an

email to EDS Support with a list of companies or individuals that would submit Annual Returns or Accrual

Reports on their behalf. Ensure that the authorization letter is on company letterhead and signed by an

authorized staff member from the authorizing company. The Department will refer to this letter if any disputes

occur. To ensure the list is up to date is the responsibility of the SML holder.

[email protected]

Once a Site Administrator has successfully logged into EDS, and the main menu is displayed, the user would

expand + Disposition Maintenance. Click the + key to expand the menu:

Choose ‘Manage Client Profile’.




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4.1 Add Client ID Screen

The user would than add additional ‘Client IDs’ as needed:

Client ID added by administrator was 1234567896. The adminsitrator clicks ‘Next’ and is able to confirm the

companies and client IDs that were authorized.



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(Company names in this example are fictional).

4.2 Confirming Client ID Screen

Confirmation for the Client ID Screen requires the user to search their profile to ensure that the client ID’s have

been added successfully. They will have the ability to add or edit their entries.



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5.0 Using EDS

5.1 Create a New Assessment (Quick Reference)

1) Select Option 1. First Nations Consultation Submissions

2) Select 1. Create/Edit FNC from the FNC sub-menu.

3) Input the Client ID of the applicant for the proposed disposition.

4) Click the Search button

5) Select New within the search results (EDS will display previous FNC’s created using this Client ID

and dependent upon how many were created an option to go page to page is also available on the

search screen).

6) The site input page is displayed. Enter new site in the NEW SITES area:

a. By using the dropdown arrow select the disposition type.

b. Select the Alberta Township System (ATS) Legal ‘from’ location. This will be the most

southeasterly quarter section – See Appendix B (this is the first corner of the box that would

establish the entire scope of the project).



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c. Select the ATS Legal ‘to’ location. This will be the most northwesterly quarter section – See

Appendix B (this is the second corner of the box that would complete the entire scope of the

project)

d. For ATS location ‘from’ and ‘to’, the ‘Qtr’ (Quarter), ‘Sec’ (Section), ‘Twp’ (Township),

‘Rge’ (Range) and ‘Mer’ (Meridian) must contain data.

7) If additional ‘New Sites’ are required use the additional rows provided or click ‘Add Row’ to increase

data entry lines. (For example: If you have five site areas, these should be applied for as separate FNC

case numbers as an FNC number can only be used once in support of an application.).

8) If there are existing dispositions that amendments will be filed that require consultation enter data in

the amendment sites area:

a. Enter the disposition number (include the three letter disposition type).

b. Select the ATS Legal from location. This will be the most southeasterly quarter section – See

Appendix B (this is the first corner of the box that would establish the entire scope of the

project).

c. Select the ATS Legal to location. This will be the most northwesterly quarter section – See

Appendix B (this is the second corner of the box that would complete the entire scope of the

project).

d. For ATS location ‘from’ and ‘to’, the ‘Qtr’ (Quarter), ‘Sec’ (Section), ‘Twp’ (Township),

‘Rge’(Range) and ‘Mer’ (Meridian) must contain data.

9) The user can save work in progress by selecting ‘Save’ and come back at a later time to complete the

submission or ‘Return to Menu’ without saving the work.

10) Select ‘Next’ to progress to display the next data entry page.

11) The ‘First Nation Consultation Purpose Select’ page is displayed.

12) In the ‘New Sites’ area, using the dropdown arrow, select the ‘Purpose Type’ for the proposed

disposition. Enter the numerical value for the ‘Area/Distance’, values can be in Hectares (HA) or

Kilometers (KM).

13) The user can save work in progress by selecting ‘SAVE’ and come back at a later time to complete

the submission or, select ‘BACK’ to correct any date from the previous page.

14) Select ‘Next’ to display the next data entry page.

15) The ’First Nation Consultation Upload Document’ page displays.

a. Select the ‘Browse’ button to find the document that is to be submitted. The ‘File Location’ will

display the path and name of the document. Add additional supporting documents and if

required, use the ‘Add Row’ button if the number of documents required for the submission

exceeds the rows displayed.

b. Select the ‘Document Type’ for each document attached.



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16) By selecting ‘Save’, the user can come back at a later time to complete the submission, By selecting

‘Back’ the user can correct any data from the previous page.

17) Select ‘Next’ to proceed to the review page. This allows the user to review the data and supporting

documents prior to submission. The user has the option to go ‘Back’ to make correction, ‘Save’ the

data and come back at a later time, or to ‘Submit’ and commit the submission to the department for

review.

18) To commit the submission to the department for review select ‘Submit’.

19) The ‘Terms of Use and Disclaimer’ page is displayed.

20) The user can select ‘Back’ to correct or to re-review the data from the previous pages.

21) The user can select ‘I Agree’ and:

a. The system will display the Land Use Area.

b. The system will display the ‘Assessment Request’ submission.

c. The system will send the ‘Assessment Request’ document to the user and to the Aboriginal

Consultation Office for review.

d. The system will upload all the documents to a case file location in the Enterprise Content

Management (ECM) system.

22) The system will indicate if the submission was successful by displaying a message as follows: First

Nation Consultation [FNC#########] has been submitted successfully!

23) Note: Changes to an FNC case file, such as type, purpose, area, adding or deleting a sub file can

occur prior to the Aboriginal Consultation Office (ACO) setting the First Nations’ group and

level of consultation required. Forward your request to

ar.fnconsultlands—[email protected].

5.2 Submitting Consultative Documents (Quick Reference)

1) Select Option 1. First Nations Consultation Submissions.

2) Select ‘Create/Edit FNC from the FNC sub-menu.

3) Input the ‘Client ID’ or the ‘FNC Number’ (If you use the client ID, a ‘New’ link and a listing of

pre-existing FNC case file numbers will display).

4) Click the ‘Search’ button. Locate the FNC case file that you need to update with supporting

documentation.

5) Select the ‘FNC Number’ under consideration.

6) The FNC site page is displayed.



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submission, or ‘Return to Menu’ without saving work.

8) Select ‘Next’ to progress to display the next page.

9) The ‘First Nation Consultation Upload Document’ page is displayed

a. The system will show the document previously uploaded and provide additional rows for

additional uploads.

b. Select the ‘Add Row’ to add additional rows for upload if required.

c. Select the ‘Browse’ button to find the document that is to be submitted in support of the

consultation.

d. Once the document is selected the ‘File Location’ displays the path and name of the document.

e. Select the ‘Document Type’ from the dropdown selection.


submission or select ‘Back’ to the previous page.

11) Select ‘Next’ to progress to display the next page.

12) The ‘First Nation Consultation Confirmation’ page is displayed. This allows the user to review the

upload selections prior to using the ‘Submit’ button.


submission or, select ‘Back’ to correct any document uploads.

14) Select ‘Submit’ to progress to display the next page.

15) The ‘Terms of User and Disclaimer’ page is displayed.

16) The user can select ‘Back’ to correct or review any data from the previous pages.

17) The user can select ‘I Agree’ and,

a. The system displays the Land Use Area.

b. The system creates the Consultation Summary document.

c. The system will send the Consultation Summary document to the user and to the Aboriginal

Consultation Office.

d. The system will upload all the documents to the case file location in the Enterprise Content

Management (ECM) system.

18) The system will display, ‘First Nation Consultation [FNC########] has been submitted successfully’.



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5.3 Submitting More Information (Quick Reference)

1) Select ‘Create/Edit FNC’ from the FNC sub-menu.

2) The user can enter the ‘CLIENT ID’ of the company and click ‘Search’, and results will show

existing FNC case files and a ‘New’ button. The user would scroll through the pages until they locate

the FNC which requires the user to upload additional information or documentation. The user can also

enter the FNC number; click ‘Search’ and the system will display the case file.

3) Select the ‘FNC NUMBER’ under consideration.

4) The ‘FNC’ site page is displayed.

5) The user can ‘Return to Menu’ or click ‘Next’. Clicking ‘Next’ EDS will display 'The First

Consultation Purpose Select’ page.

6) The user can go ‘Back’, ‘Next’ or ‘Save’. By selecting ‘Save’, the user can come back at a later time

to complete the submission or, select ‘Back’ to the previous page.

7) Select ‘Next’ and the user will advance to the ‘First Nation Consultation Upload Document’ page.

The user can now ‘Upload Document’ by using the ‘Browse’ button to locate the supporting

document within their system.

a. If EDS does not provide enough rows for additional documents, the user will select the ‘Add

Row’ button to add additional rows.

b. Select the ‘Browse’ button to find the document that is required to be submitted.

c. Once the document is selected the ‘File Location’ displays the path and name of the document.

d. Select the ‘Document Type’ from the dropdown selection.

8) The user again has the option to go ‘Back’ to the previous page/s, go ‘Next’ to advance or, to ‘Save’

and come back to complete the submission.

9) Select ‘Next’ to progress to display the review page.

10) The user again can go ‘Back’ to previous page/s, ‘Save’ the data and come back at a later time or,

select ‘Submit’.

11) Select ‘Submit’ to display the ‘Terms of Use and Disclaimer’ page.

12) The user can select ‘Back’ to correct any date from the previous pages, or select ‘I Agree’ and submit

the updates.

13) The system determines the Land Use Area based upon the land keys used for the submission. This

area is shown on the form.

a. The system will send the user and the Aboriginal Consultation Office (ACO) an email

notification that triggers the review. The system will upload all the documents to the case file

location in the Enterprise Content Management (ECM) system.



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14. EDS will display a message that states ‘First Nation Consultation [FNC Number: FNC#########]

has been submitted successfully!

5.4 Cancelling an FNC Site (Quick Reference)

1) Select Option 1. First Nations Consultation Submission and select Option 2. Cancel FNC from the

sub-menu.

2) The user can enter the ‘Client ID’ of the holder of the FNC and click ‘Search’ to locate the FNC case

file number, or the user can enter the ‘FNC Number’.

3) Click the ‘Search’ button.

4) Select the ‘FNC NUMBER’ under consideration.


a. The user selects the site to be cancelled by selecting the ‘Cancel’ check box.

b. Then selects the ‘Cancel Selected’ button.

6) The user can ‘Uncancel’ the site by un-checking the check box. (This option is available prior to

submitting the request.).

7) The user can ‘Submit, the work in progress, or ‘Return to Menu’ without saving work.

8) The user can now ‘Submit’ the FNC to permanently cancel the site.

9) A dialog box will display asking ‘Are you sure you want to submit this record?’ Click ‘OK’ or

‘Cancel’ .

10) If the user has clicked ‘OK’ the record will display the FNC showing the site area as ‘Terminated’ and

the First Nation Consultation [FNC#########] has been submitted successfully!.

5.5 Cancelling a FNC Case (Quick Reference)

1) Select ‘Cancel FNC’ from the FNC sub-menu.

2) The user can enter the ‘Client ID’ of the holder of the FNC and click ‘Search’ to locate the FNC case

file number , or the user can enter the ‘FNC Number’.

3) Click the ‘Search’ button,

4) Select the ‘FNC Number’ under consideration.


a. The user must select all sites by checking the ‘Cancel’ check boxes.

b. Then select the ‘Cancel Selected’ button



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6) The user can ‘Uncancel’ the site by un-checking the check box and selecting the ‘Cancel Selected’

button.

7) The user can ‘Return to Menu’ without saving the work or,

8) Select ‘Submit’ to permanently cancel the FNC.

9) The FNC case file displays showing all site areas as ‘Terminated’. The user receives a message that

the ‘First Nation Consultation [FNC Number: FNC#########] has been submitted successfully! Or,

the system will display an error message indicating that corrections are required. The user and the

Aboriginal Consultation office will receive email notifications through this action.

5.5 How to `Manage Client Profile” (Quick Reference)

1) This function is under Option 4. Disposition Maintenance.

2) Select a. Manage Client Profile.

3) Enter the ‘Client ID’, use a comma to separate Client IDs. To ‘Delete’ a Client ID, highlight the ID no

longer required .

4) Select ‘NEXT’.

5) Review the list to confirm the data.

6) Select ‘SAVE’ to save the data.

7) User can ‘Cancel’ the request and go back to the main menu.



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6.0 Getting Support

To report problems email EDS Support at:

[email protected]

In your email provide the following:

steps taken along with screenshots showing values entered

what happened / what was the error

what you expected to happen instead

To report problems by phone, call us at:

780 427-3570

780 422-2079




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7.0 Appendix A – EDS Dropdown Selection Reference

7.1 First Nations Communities

Alexander First Nation

Alexis Nakota Sioux Nation

Aseniwuche Winewak Nation

Athabasca Chipewyan First Nation

Beaver First Nation

Bigstone Cree Nation

Blood Tribe

Buffalo Lake Metis Settlement

Chipewyan Prairie First Nation

Cold Lake First Nation

Dene Tha' First Nation

Doig River First Nation

Driftpile First Nation

Duncan's First Nation

East Prairie Metis Settlement

Elizabeth Metis Settlement

Enoch Cree Nation

Ermineskin Tribe

Fishing Lake Metis Settlement

Fort McKay First Nation

Fort McMurray First Nation

Frog Lake First Nation

Gift Lake Metis Settlement

Heart Lake First Nation

Horse Lake First Nation

Kapawe'no First Nation

Kehewin Cree Nation

Kikino Metis Settlement

Little Red River Cree Nation

Loon River First Nation

Louis Bull Tribe

Lubicon Lake Band

Mikisew Cree First Nation

Montana Band

O'Chiese First Nation

Onion Lake Cree Nation

Paddle Prairie Metis Settlement

Paul First Nation

Peavine Metis Settlement

Peerless Trout

Piikani Nation

Saddle Lake Cree First Nation

Samson Cree Nation

Sawridge First Nation

Siksika Nation

Smith's Landing First Nation



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Stoney (Bearspaw) Band

Stoney (Chiniki) Band

Stoney (Wesley) Band

Sturgeon Lake Cree Nation

Sucker Creek First Nation

Sunchild First Nation

Swan River First Nation

Tallcree First Nation

Tsuu T’ina Nation

Whitefish (Goodfish) Lake First Nation

Whitefish Lake First Nation

Woodland Cree First Nation



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7.2 Document Naming and Type

All documents must be in PDF format.

The “Client Filename” should contain clues as to what the document type might be and/or what client project the document may pertain to. The system

will add the document type based on the user’s selection and add this to the name as well as a date and time when storing documents.

Consultation

Process Document

Naming

Convention Document Type Client Metadata Description

FNC Assessment Request

Plan (Sketch,

Survey or Project)

<Client Filename> Assessment Request Plan Attached by Client

(general to FNC

File)

Submission of appropriate

plans/sketches of the proposed activities

identified that will enable the reviewer

to make an informed decision of

whether consultation is required and

with whom.

Site plans

Linear activities

Geophysical

In-Situ

Supporting

documentation of

previous

Consultation efforts

<Client Filename> Assessment Request Prior

Consultation

Attached by Client

(general to FNC

File)

Documents for the reviewer to consider

detailing consultation efforts that were

already undertaken based on parallel

approval processes illustrating the need

for no further consultation.

i.e., Environmental Impact Assessment

(EIA), Regulated Pipelines, Large

Transmission lines, for amendments

(applicable prior consultation decisions

on sites).



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Consultation

Process Document

Naming


Procedural Aspects of Consultation

Notification

Package to First

Nation of

Project/Program

<Client

Filename>_<First

Nation name>

Notification Package Attached by Client

(specific to FN)

Copy of notification package sent by

the proponent to the specific First

Nation complete with any and all

activity sketches/plans/surveys and

attachments submitted to define the

project/program.

Notification

Verification -

Industry

<Client

Filename>_<First

Nation name>

Notification Verification Attached by Client

(specific to FN)

Copy of verification that the Plain

Language Notification Pkg was sent to

the First Nation and on which date.

R of C Verification

- Industry

<Client

Filename>_<First

Nation name>

Record Consultation

Verification

Attached by Client

(specific to FN)

Copy of verification that the Record of

Consultation was sent to the First

Nation and on which date.

Record of

Consultation

<Client

Filename>_<First

Nation name>

Record Consultation Attached by Client

(specific to FN)

Completed Record of consultation

Form specific to each First Nation.

Letter of No

Concern

<Client

Filename>_<First

Nation name>

First Nation Letter of No

Objection

Attached by Client

specific to FN)

Letter submitted to the proponent by the

First Nation of Non Objection of the

activity occurring as proposed.

Supporting

documentation of

Consultation efforts

<Client

Filename>_<First

Nations/Metis

Settlement name>

First Nations / Metis

Settlement

Attached by Client

(specific to FN/MS)

This Document Type is utilized to

provide the Aboriginal Consultation

Office (ACO) with a letter of no

concern that a proponent may have

received from a First Nations or Metis

Settlement indicating that they have no

concerns as it relates to the proposed

project/activity.



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Consultation

Process Document

Naming


Procedural Aspects of Consultation

Consultation Plan <Client

Filename>_<First

Nation name>

Consultation Plan Attached by Client

(general to FNC

File)

Consultation plan submitted based on a

Pre-Consultation request of the

Department.

Assessment

Request Supporting

Document

<Client

Filename>_<First

Nation name>

Assessment Request

Supporting Document

Attached by Client

(general to FNC

File)

Assessment Request Supporting

Document is attached in support of

Water Act / Environmental Protection

Enhancement Act (WA/EPEA)

Pre-Consultation

Assessment

Request – Water

Act / EPEA / or

combination with

Public Lands Act

Application/s

<Client

Filename>_<First

Nation name>

Pre-Con Assessment

Request for WAC EPC

Attached by Client

(general to FNC

File)

This Document Type is utilized to

provide the ACO with the WA/EPEA

supplement form (titled: Pre-

Consultation Assessment Request –

Water Act / EPEA, or, a combination

with Public Lands Act Application/s.

The form is available on the Aboriginal

Consultation Office webpage.



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8.0 Appendix B – Determining the To and From Land Locations

In the example above a road passes through a number of quarter sections. To determine the “To” and “From”

quarters to enter in the site record draw a box around the entire road. The most northwest quarter is SW 3 and

the most southeast quarter is NE 21.

Remember, this box is used to determine the Operational Approvals District (OPD) Area office to which the

FNC Case file will be forwarded for review. Consultation requirements will still be determined based on the

actual project itself and not the surround box area.