SMARTMAN User Guide Land & Tenure Management System

Transcription

1 SMARTMAN User Guide Land & Tenure Management System

2 Contents 1. Smartman User Guide Introduction System requirements Getting started Using the Database Tenure Data Outstanding Tasks tab Personnel Tab Holder Tab Work Program Tab Properties tab Land Access tab Overlapping Tenure tab Native Title Tab Cultural Heritage Tab Block/Sub-blocks tab Maps/LGA tab Documents tab Correspondence tab Term History tab Alerts Sending Alerts Administration Manage Tenement Record Manage Personnel Data Manage Tasks List General Correspondence Correspondence Awaiting Response Reports Glossary... 54

3 1. Smartman User Guide Introduction Smartman Land & Tenure Management System was developed by Ray Slater & Associates Pty Ltd (RSA), a geological services company. The developers have extensive experience in the exploration and mining sector, a detailed understanding of governing industry legislation, and a background in software development. Smartman was bought by Measured Group in Smartman was purpose-designed to monitor and track exploration and mining tenure statutory compliance obligations ensuring that tenements maintained within the database meet all required deadlines and payments, reporting, relinquishment and renewal obligations imposed by relevant mining industry and other relevant legislation. The database can record as much or as little information as needed by the end-user and can be easily tailored to include additional records or data as required. The system assists users to easily administer a large number of exploration, development and mining tenements held by one or several different client companies. Most tenement compliance activities relate to date of grant, and the Smartman system operates through the automatic issue of regular alerts to specified responsible project personnel. Getting to know and use Smartman is simple and intuitive and new users should have little difficulty becoming proficient and competent user of the system. This User Guide aims to provide an overview of the Smartman system and discuss its key capabilities in detail. If you still cannot find the answer you are looking for, remember that the Smartman support team members are always happy to help. We also welcome your feedback and suggestions, so please do not hesitate to contact us. Call us on or send an to info@measuredgroup.com.au.

4 2. System requirements Operating System: Windows XP or later Computer Processor: 800 MHz or faster processor Hard disk: 2.0 GB available disk space Computer Memory: 512 MB or more Software: Skills: Microsoft Office 2007 or later including MS Access and MS Outlook Working with Smartman requires basic Microsoft Windows skills Basic Windows Skills: The skills covered in the Windows unit using a mouse to click, double-click, drag, right click; parts of a window; moving, resizing, maximising, and minimising a window; scrolling; using the folder tree; creating and managing folders; naming files; opening a program; opening and saving files; using dialog boxes; using Help; printing. Recommended: Experience with spreadsheets e.g. Excel and formulas.

5 3. Getting started The Smartman system comprises three Microsoft Access files: 1. SMARTManMeasured.accdb consists of forms and programs that allow reading and updating of data by authorised users 2. SMARTRead.accdb provides a limited version with read only access to the data 3. SMARTManMeasured_be.accdb consists of a number of tables that contain all the fundamental tenement data Create a Shortcut on your desktop and pin to your task bar for ease of access. Tips throughout this guide provide assistance for administration of the system Open Smartman by double clicking on the shortcut icon. The main screen is shown below. Choose one of the following options: Figure 1 Main Screen 1. Click on the Tenure Data button to access individual tenures in the database 2. Click on the Alerts button to issue alerts 3. Click on the Administration button to add a new tenement, edit tenement data, or update personnel data 4. Click on the Reports button to view or print various reports

6 4. Using the Database 4.1 Tenure Data To create a new tenement, begin by clicking on the Tenure Data button on the Main Screen as shown in Figure 1. At the bottom of the screen, click on the New record arrow on the Navigation Bar to create a blank form in which to enter the data. The form is explained in detail below. Click the New record arrow to create a blank tenement data form The Tenure Data screen, shown below, is divided into two main areas: Header and Body Header Body Figure 2 Tenure Database Screen

7 The Header area contains high level general descriptive information for the tenement (Figure 3): Tenement type and state Tenement name and number Project and operator General geographic location and basic geological information Term information: current year of term for the tenement; grant, commencement and end dates (expiry) of the tenement Tenement area description Environmental Authority information Blank space for comments and notes Figure 3 Tenure Database Screen - Header There are two dropdown lists for selecting a tenement: 1. Select Tenement for selecting a tenement by Tenure Key (type and number) 2. Tenement Name for selecting a tenement by tenement name There are also four buttons located at the top right of the screen: - lists current tenements only. - to close the current screen and open the Manage Tenement Data screen for update the header data. - a shortcut button to return to the main screen. - to refresh the display of the database after modifying. Useful for displaying updated data.

8 The Body area of the main tenure screen consists of several different tabs which when selected, provide access to information about discreet aspects of the tenement. The Body area is shown in Figure 4 and the structure of the Tenure screen is shown in the diagram below (Figure 5). Figure 4 Tenure Database Screen - Body Navigation bar for moving through Header records (i.e. Tenements) Navigation bar for moving through Body records Tip: Dropdown lists provide a selection of values that can be entered into any files. In most cases the data in these lists can be accessed or updated by double clicking in a field.

9 Tenure Data Header area Tenement general descriptive information Tenure Data Body area Outstanding Tasks Personnel Holder Work Program Properties Land Access Overlapping Tenure Native Title Cultural Heritage Sub-blocks Maps/LGA Documents Correspondence Term History Data of tasks. As a default only outstanding or incomplete tasks are shown (tasks included in alerts) Completed tasks can be viewed via the Show History button. Past and current holders of the tenement and dates on which any changes in ownership took place. The property, land owner and occupier details of the tenement area. Records of any tenure overlapping the tenement. A record of cultural heritage information associated with the tenement. The Local Government Area and standard map sheet areas covered but the tenement. Correspondence pertaining to the tenement. Name, title and contact details of relevant tenement personnel. A record of the scheduled work program and expenditures. Land access dates and details for properties listed under the tenement. Tenement Native Title information including details of expedited procedure process, claimants and representatives. A record of the tenement area presented by blocks and subblocks. Important or relevant documents pertaining to the tenement accessed via the database. The tenement s history including grant and renewal dates. Figure 5 Structure of Tenure Data Screen

10 4.1.1 Outstanding Tasks tab By pressing the Outstanding Tasks tab, the Body area of the main tenure data displays a list of tasks as shown in Figure 6 below. This tab shows tasks where the Date Completed field is blank. It constitutes the heart of the database. Tasks shown on the screen will be included in the Alerts that are sent to the relevant project personnel before they fall due or become overdue. The system incorporates additional functionalities to assist users with administering tasks and timeframes. The process of adding a new task is simple and involves the following steps: STEP 1: Select the type of task from the dropdown list The Task Type is a mandatory field and required for adding the new task record. Select from: - Application - Commitment - Deposit - Expenditure - Fee/Rental - Grant - Relinquishment - Miscellaneous - Notice of Entry - Form - Report Tip: Press the Esc button to Exit the current record without adding it. STEP 2: Select the Task Description from the dropdown list. Select the task details based on the type selected in Step 1. The Task Description is a mandatory field and is required for entering the new task record. To exit the record without populating mandatory fields, press Esc button. Tip: If the task you want to enter is not in the list, press the Manage Tasks List button and add the missing task.

11 STEP 3: Populate the lodgement dates The lodgement period of a task extends from the first opportunity to complete the task until the final due date. Beyond the final due date, the task becomes overdue. Users can enter the dates or use the Generate Dates button for calculating the dates by the system. When selecting the Generate Dates button the system populates dates field (First Due Date and Last Due Date) of the next instance this task is due. The dates are automatically generated, based on the frequency of occurrence and lodgement period definitions. The frequency and lodgement periods for each task are defined in the Manage Tasks List screen (Click on Manage Task List button to view or edit the tasks definitions). Tip: Not all tasks require a lodgement period. Some tasks ought to be done on a set date, in such cases, record the same date as the First Due Date and Last Due Date. STEP 4: Populate other fields Complete populating the task details by recording other fields: the amount if applicable, the alert days and a note. Completed Task Tasks remain listed on the Outstanding Tasks tab while the Date Completed field is unpopulated. Once the completion date is recorded, the system will generate either the next occurrence of the same task or a subsequent task if a follow up task is required. Click on the Show History button to display completed tasks. Tip: Due or overdue tasks reoccur on alert lists until the Date Completed field has been entered.

12 Generate Next Button Pressing the Generate Next button creates the next instance of a task. The dates are automatically generated, based on the frequency of occurrence and lodgement period definitions. The frequency and lodgement periods for each task are defined in the Manage Tasks List screen (Click Manage Task List button to view or edit the tasks definitions). Table 1 below lists the fields in the Outstanding Tasks record. Field Description Notes Type List of Task options Mandatory fields. Select one option from Task Details of the Tasks dropdown menus. Generate Date button For your convenience, the system generates dates of the next instance of the task The dates are automatically generated, based on frequency of occurrence and lodgement period as specified in the Task List section. First Due Date The earliest date for lodging Last Due Date The final date for lodging Beyond this date, the task becomes overdue. Date completed The date the Task is completed By entering the date into the Date Completed field, the task is removed and can be viewed again by clicking on the Show History button. A new task is generated by the system. Generate Next button For your convenience Generate Next instance of this task Dates will not be generated if the task frequency is variable. Estimate The fee due for the specific Task Amount Amount Paid The actual amount paid or spent Warning Days Number of days before the Last Due Date to include the Task in the Alerts list Notes Enter any note you wish to include in the Alert Table 1 Outstanding Tasks tab

13 Click on Manage Task List to modify tasks definition or add a new task Click on Show History to view completed tasks Tip: When you fill in the Date Completed field, enter a new similar record for the next time the task is due. It is good practice to always check that the automatically generated task is correct. Remember to fill in the Note field. Figure 6 Outstanding Tasks tab screen

14 4.1.2 Personnel Tab Name, title and contact details of relevant tenement personnel are recorded in the Personnel tab. Additionally, the Send Alerts field indicates whether a person is listed to receive Alerts for the tenement. A person who is listed in multiple tenements will receive one single message at a time containing all tenement alerts. Table 2 below lists the fields in the Personnel records. Field Description Notes Function The person s role within the organisation e.g. Project Manager, Project Accountant, Tenement Administrator. Double click on the Function field to add or remove a function. Name The person s name Double click on the Name field for editing. Send Alerts If ticked the person will receive alerts generated by Smartman for the current tenement. Statutory Appointment Date Appointed If the person is the Senior Site Executive, the date of appointment is entered here. Table 2 Personnel Tab e.g. Executive Safety Manager, Senior Site Executive, Site Safety Manager Tip: New personnel can be added through the Manage Personnel form, which can be accessed from the Action Alerts window or from the Administration button on the Main Screen.

15 4.1.3 Holder Tab The Holder tab lists past and current holders of the tenement and dates on which any changes in ownership took place. Table 3 below lists the fields in the Holder records. Field Description Notes Grant/Transfer Date of Holder s assignment Date Holder (current & Name of Registered Holder previous) % Held The Holder s percentage share Principal Tick if the Holder is the Nominated Principal Holder Current Tick if the record represents the current situation Notes For your convenience to include any Note associated with this Holder Table 3 Holder Transfer History The total percent of the current Holders is displayed at the bottom of the list. The value should be 100%. e.g. 50% assigned from holder x in accordance with farm-in agreement. Figure 7 Holder tab screen Tip: Do not delete the existing record when a company s holding changes. Rather, enter a new record with date and percentage of the latest assignment. Tick the current box for the new Holder s record and remove the tick from the previous record. Confirm that the total current holding is 100%.

16 4.1.4 Work Program Tab The Work Program tab is included to monitor the program of activities, commitments and actual expenditure for the tenement. Table 4 below list the fields in the Work Program records. Field Description Notes Year Period Work Schedule Expenditure Actual Expenditure Notes The project year or the work program period Start and end dates of the year or period A list of the work items scheduled for the year The expenditure budget commitment for the year/period The actual amount of expenditure incurred for the year/period For your convenience to include any comments associated with the proposed or completed work program Table 4 Work Program e.g. Drill 2 wells, geophysical study, 1km 2D seismic Figure 8 Work Program tab screen

17 4.1.5 Properties tab The Properties tab stores details of the property land owners and occupiers of the tenement area. Table 5 below lists the fields included in the Properties records. Field Description Notes Lot/Plan The Lot on Plan (real property) description of the land Property Name The name of the property e.g. Degulla Station Land Owner Occupier Notes Select from the drop down list the name of the registered owner of the land. Select for the drop down list the name of the property s occupier Include comments or notes associated with this property owner or occupier Table 5 Properties When the land owner name is selected, the system populates the address and contact details. Double click on this field to edit the list of land owners and contact details. Refresh screen to see information. When the occupier name is selected, the system populates the address and contact details. Double click on this field to edit the list of occupiers and contact details. Double click on the Land Owner or Occupier field to edit or add to the list. Refresh the screen to see edited information. Figure 9 Properties tab screen Tip: Properties must be added here before adding related Land Access data.

18 4.1.6 Land Access tab The Land Access tab stores details of dates, agreements and resolution information related to land access. This Tab was designed to capture the land access Code in Queensland. Key dates can also be added to the database via the task tab if desired. Table 6 below lists the fields included in land access records. Figure 10 Land Access tab screen

19 Field Description Notes Lot/Plan Archive Notes Negotiations (NN) Land Court Application (LCA) Agreement (AGR) NN commence ELN sent ADR date LCA application date Court date Entry permitted Agreement Type CCA effective CCA expiry Select a property from the list by its Lot/Plan number. Tick to indicate a non-active record. By doing so, only active land access records are shown. Describe proposed activities and other comments related to land access. Negotiation Notice date; negotiation period commencement date. Date Election Notice (ELN) was sent Alternative Dispute Resolution (ADR) Date Land Court Application was made Land Court date CCA for a Conduct and Compensation Agreement LAA for a Land Access Agreement DA for a Deferral Agreement Agreement commencement date Agreement expiry date Properties must be added via the property tab for the active tenement. Click on the Archived Data button to display archived records. The mining tenement holder must issue a Notice of Negotiation to the landholder if Advanced Activities are to be conducted on the land. The mining tenement holder and the landholder negotiate terms of entry. Period is 20 days for negotiations. If no agreement has been reached within negotiation period either party may request (via ELN form) further negotiations or an alternative dispute resolution process (ADR) to negotiate conduct and compensation agreement. Period is 20 days for mediation. If no agreement has been made during the negotiation/mediation period, parties may make an application to the Land Court for an order setting out the terms of a Compensation Agreement. The tenement holder may issue a Notice of Entry to the landholder 10 business days prior to entry. Date as stated on Notice of Entry For Advanced Activities, the mining tenement holder and the landholder must have a compensation agreement.

20 Entry Notice (EN) EN delivery EN sent EN commence EN expiry Advance AA proposed Activities AA completed (AA) Rehab date Rehab signed off Agreement reached? EN waived Date the Entry Notice was delivered Date the Entry Notice was posted or sent Date the entry is permitted Entry period end date Activity commencement date Completion Date Rehabilitation date Rehabilitation signed off Tick this field to indicate that tenement holder and landholder entered into an agreement. Tick this field to indicate that the requirement for notice is waived by the landholder in a Compensation Agreement. Table 6 Land Access Overlapping Tenure tab The Overlapping Tenure tab lists any overlapping tenure, and contact details, of any overlapping tenure holders. This tab was designed to assist with issues arising out of overlapping tenure. Table 7 below lists the fields in the Overlapping Tenure records. Field Description Notes Tenement Overlapping Tenure Notes The tenement number Select an overlapping tenure from the dropdown list. For any unique information related to this overlapping tenure Table 7 Overlapping Tenure By selecting a tenement and its status, grant and expiry dates and holder information are show. Double click on this field to add or edit overlapping tenure data.

21 Double click in the tenement dropdown box to add and edit overlapping tenure information. Figure 11 Overlapping Tenure tab screen

22 4.1.8 Native Title Tab The Native Title tab keeps track of native title conditions. Where applicable, the expedited procedure process is captured, as well as details of the claimant and their representatives and a record of meeting with native title parties. Table 8 below lists the fields in the Native Title records. Field Description Notes Native Title Land? Tick to indicate that a native title application or determination exists over the area. S29 letter Date of the letter from the government re advertising of the Notice under S29. S29 Advertisement Advertisement date S29 Notification Notification date Native Title Objections? Expedited Procedure/Right to Negotiation process Native Title Comments field Tick to indicate that objection applications from native title parties were lodged. Select from dropdown lists. Use the sequential fields to describe the process prior to grant. For any unique information. Claimant Select a claimant from the dropdown list. Representative Select a representative from the dropdown list. Un-tick the field to indicate Exclusive land. The Commonwealth Native Title Act 1993 requires notification and an opportunity to comment to be given to native title parties prior to granting a tenement. Double click on the field to edit the list of Native Title Processes. By selecting a claimant, the name, contact details, NNTT (Native Title Tribunal) Number and FC (Federal Court) Number are shown. By selecting a representative, the name and contact details are shown. Conference Area Use this area to keep track of negotiations and agreements with native title parties during the Right to Negotiate stage. Conference Tenement The tenement number The current tenement as shown in the header is populated automatically by the system. Date The date of the conference or meeting Conference The type or purpose of meeting e.g. Preliminary Conference Type Link to doc The hyperlink to locally stored meeting minutes or documents Press Crl+k to enter or edit a Hyperlink. Conference Comments For summary of meetings or other comments Table 8 Native Title

23 Double click on the Claimant field to add or edit claimant data. Figure 12 Native Title tab screen Cultural Heritage Tab The Cultural Heritage tab within Smartman is separated from the Native Title tab to avoid confusion. Indigenous cultural heritage values (as well as non-indigenous heritage values) can exist on an area regardless of the land tenure. The existence of Aboriginal or Torres Strait Islander cultural heritage in an area does not mean that native title exists over that area. Where applicable, the Cultural Heritage tab stores agreement information and claimant contact details, as shown in Table 9 below. Field Description Notes NTPCs Apply? Agreement Agreement Date Agreement Type CHMP Date Claimant Tick to indicate that Native Title Protection Conditions apply. Tick to indicate that there is an agreement in place. Record Agreement date Cultural Heritage Management Plan date Select a claimant from the dropdown list. Table 9 Cultural Heritage Double click on the Claimant field to add or edit claimant data. Un-tick the field to indicate that Duty of Care only applies. e.g. Negotiate Agreement reached with regards to High Impact tenement By selecting a claimant, the name, contact details, NNTT (National Native Title Tribunal) Number and FC (Federal Court) Number are shown.

24 Figure 13 Cultural Heritage tab screen

25 Block/Sub-blocks tab The Block/Sub-blocks tab stores details of the tenement sub-blocks. Each row represents a single block comprising 25 sub-blocks. Each row has a Type. The type G represents blocks and sub-blocks which were included in the tenement when granted. The type R represents a record of relinquished blocks and sub-blocks. The current blocks and sub-blocks of a tenement are represented by type C. Images of the blocks and sub-blocks screen and demonstration of the relinquishment process are presented in Figures 15 a-d. Table 10 below lists the fields in the Block/Sub-blocks records. Field Description Notes BIM (Block Identification Map) Block Number Four letters denoting BIM A number between 1 and 3,456. e.g. CLER Clermont Tip below provides more information about the BIM and Block number Type Type of sub-blocks recorded. G = Granted sub-blocks R = Relinquished sub-blocks C = Current sub-blocks All Include all sub-blocks for the block. This feature was designed to save you time typing in all subblocks. Sub-blocks Letters A to H and J to Z There are up to 25 sub-blocks per block, each one is marked by a single letter or hyphen if that sub-block is not included in the block. Held Total sub-blocks in the block. Effective Grant date or effective date of relinquishment. Add Sub-blocks button Add a new record. Relinquish Sub-blocks Add a relinquishment record. See explanation in Tip below. button Sub-blocks History button View records of granted and Default view. relinquished sub-blocks Current Sub-blocks button View only current blocks and sub-blocks. Table 10 Block/Sub-blocks Tip: The Block Identification System is a Queensland based geographic grid pattern using the basic unit (a Block) of 5 minutes of latitude by 5 minutes of longitude. The sub-unit (a Sub block) is 1 minute of latitude by 1 minute of longitude. The Blocks are numbered between 1 and 3456 inclusive. The sub-blocks are labelled between A and Z, excluding I. The Blocks are grouped by 1:1,000,000 sheet areas (the basic map unit for description) referred to as Block Identification Map (BIM). Each BIM contains 3456 blocks and each Block is divided into 25 sub-blocks. (Extract from Interactive Resource and Tenure Maps, Queensland Department of Mines and Energy).

26 When selecting the Block/Sub-blocks tab, a full history of the tenement s blocks and subblocks is displayed, including records of the original sub-blocks (type G ) and records of relinquished sub-blocks (type R ). There are four function buttons on the righthand side of the block/sub-blocks screen, as specified below: 1. The Relinquish Sub-blocks button (within the Blocks/Sub-blocks tab) is for recording the dates and number of sub-blocks relinquished according to the terms of the tenure licence. A new screen is opened (Figure 15c). Please note that existing sub-blocks are marked as 1 (rather than a letter) and non-existing sub-blocks are marked as 0 (rather than a hyphen). Clicking on the relinquished sub-blocks will turn its value from 1 to -1. Please enter the Effective Date of the relinquishment. Upon closing the form, the relinquished sub-blocks will be recorded in the database. To see the changes you have made, click on the Refresh button at the top right corner of the screen (within the header area). Figure 14b shows the Relinquish/ Sub-blocks screen. Tip: You cannot delete or made a change within the relinquishment screen. If you have made a mistake, please close the form and then delete the incorrect record from the Block/Sub-blocks screen. 2. The Add Sub-blocks button is used to add a new record. Typically, this feature is only required when a new tenement is granted or when the tenement data is initially recorded in the database. A new record of block and sub block cannot be added through the main Block/Sub-blocks screen. When clicking on the Add Subblocks button, a new screen is opened as shown is Figure 14a below. a. Select the tenement number you are working on and then fill in the BIM, Block Number, and Effective Grant Date; b. Select the sub-blocks using the checkbox next to the sub block letter; c. Click on the Add Record button to add the sub-blocks to the database; d. Add a new record or close the screen. e. Click on the Refresh button to see the changes. 3. Click on the Sub-blocks History button to view a full history of the granted and relinquished sub-blocks. Figure 15c below shows the Sub-blocks History screen, which is the default view. Tip: Sub-blocks cannot be relinquished or added only from the Sub-blocks History view. Click on the Sub-blocks History button to facilitate all buttons. 4. Click on the Current Sub-blocks button to view only the current list of blocks and sub-blocks. The original list is replaced, and the relinquished records are eliminated from the granted sub-blocks. Figure 14d below shows the current Block/Sub-blocks screen.

27 Figure 14a Add Blocks and Sub-blocks screen

28 Figure 14b Relinquish sub-blocks screen

29 Record type G granted sub-blocks Record type R relinquished sub-blocks Total number of Sub-blocks Figure 14c Sub-blocks History screen

30 Record type C current sub-blocks Figure 14d Current sub-blocks screen

31 Maps/LGA tab This section holds information about the Local Government Area, and standard map sheet areas covered by the tenement. Table 11 below lists the fields in the Maps/LGA records. Field Description Notes Type Type of entry or document e.g. 1:100,000 map sheet or Area/Description A description of the map sheet area or Local Government/Shire Council area. % The percentage of the tenement that falls within each map sheet area or Local Government area. Link to Map A hyperlink to a locally stored digital map, if available. Table 11 Maps/LGA tab Local Government/Shire area. e.g. Belyando (local government area; SF55-11 (1:250,000 map sheet reference); 9052 (1:100,000 map sheet code). e.g. 45% within Isaac Shire, 55% within Belyando Shire. Press Ctrl+k to enter or edit a hyperlink. Figure 15 Maps/LGA screen

32 Tip: Choose an electronic location for linked files which is accessible to all users of the system Documents tab The Documents section holds important or relevant documents pertaining to the tenement which needs to be accessed by all users e.g. Tenement Licence, Environmental Authority document, statutory appointments. Table 12 below lists the fields in the Documents record. Field Description Notes Tenement The tenement number The current tenement as shown in the header is populated automatically by the system Document Type The type of document e.g. Licence, statutory appointments Document A description of the document e.g. EPC4567 Licence Description Link to Document A hyperlink to an electronic copy of the document Table 12 Documents Press Ctrl+k to enter or edit a hyperlink. Figure 16 Documents screen

33 Correspondence tab All correspondence pertaining to the tenement can be registered here. Table 13 below lists the fields in the Correspondence table. Field Description Notes Doc # A unique number by which the document is identified. Date Written The date the correspondence was written. Date Received The date the correspondence was received. Recall Option button On will cause the document to be shown in the Correspondence Access the list through the Report Option on the Main Screen. Awaiting Response list. Author Preferably the position and e.g. DNRM Tenures Type Subject Electronic Link Description Refresh button organisation of the author. Select from the dropdown list or type in the type of document received. The document subject A hyperlink to an electronic copy of the document. A short summary of the content. Re-sorts and lists in date sequence. Table 13 Correspondence tab Double click on the Type/Subject field to edit the lists. Officer e.g. Letter received, sent or received, remittance advice. To enter or update the hyperlink click Ctrl+k.

34 Term History tab The tenement s history, in terms of grant and renewals, is recorded in this section. The tenement status is shown in the title, indicating whether the licence is current, in renewal, at application stage, or lapsed (surrendered and non-current). Table 14 below lists the fields in the Term History records. Field Description Notes Term no. The term number is the term count, starting with the initial term as term no. 1 and increasing with subsequent terms. Term Commence The date the term commences. Term Years The total number of years for the term or the number of years requested in an application. Term Expiry The date the term expires. The term expiry date is calculated automatically when the Term Years field is recorded. Application When application was submitted. Submitted Application Type Renewal Granted Term Commitment Term Notes e.g. Vacant Land, Conditional surrender; competitive tender When the application was granted. Fill in the field when The aggregate work program expenditure commitment for the current term. For your convenience to include any Note associated with this term or application lodged. Table 14 Term History application is granted. Fill in the field ($) when application is granted. Tip: Remember to complete recording the Term information when renewal application is granted. The expenditure commitment for each individual year is recorded in the Outstanding Tasks tab as a Commitment-Type task. Figure 17 Term History screen

35 4.2 Alerts Select the Alerts option from the Main Screen to view a list of current tenement action alerts (imminent tenement tasks required response or action). Figure 18 Main Screen Alerts are tasks, derived from the Outstanding Tasks tab of the Tenure data screen, which satisfies two conditions: a. The task has not been marked as completed (the Date Completed field is not populated) and; b. It occurs within the alert period. The alert period is calculated based on three parameters: i. Alert Date the date the alerts are issued. ii. Warning Days number of days before the due date, as specified in the Warning days field within the Outstanding Tasks tab.

36 iii. Due Date the final due date, as specified in the due date field within the Outstanding Tasks tab. A task is considered alert if the Alert Date is later than the Due Date minus the number of Warning Days. For example: if Pay Rental task is due on 1 September 2018 and the Warning Days was set to 30 days, then this task will start appearing in the alert list on 2 August Please note: the alert is included in the alert list until the Date Completed field within the Outstanding Tasks tab is populated. An Alert is marked as overdue passed the final due date Sending Alerts 1. Select Alerts (see Figure 18) This will open a screen with a list of current alerts (see Figure 19 below). 2. Filter desired alerts. If you wish to view or send a subset of the current alerts, you need to filter the record set. To apply the filter by selection; i. Go to Home tab at the top of the screen, ii. in the Sort & Filter group, click Selection and click the filter you want to apply iii. To clear the filter, click Advanced in the Sort & Filter group and click Clear All Filters 3. Tick the Include a Report box to include a report as an attachment to your message. 4. Press Alerts. The system uses Microsoft Outlook to create an message including current listed alerts. 5. Send an for each recipient until all messages have sent. The Update Personnel Data button allows the addition and removal or editing or personnel data.

37 Figure 19 Tenure Management Alerts Screen Tip: To send s you must have an account set up in your Outlook profile. After you set up an account, the Alerts button is available and you can send documents. Alerts are viewed in Outlook and can be edited before being sent.

38 4.3 Administration The Administration button opens the Administrative functions screen as shown in Figure 20. Figure 20 Administration Screen

39 Select one of the administrative functions described below for managing the data and definitions stored in the database Manage Tenement Record Basic data and header information regarding tenements are entered through this form. The minimum information required is the Tenement Key (which is created when the Type and Number are entered); Table 15 below lists the fields in the Tenement header which are updated here. The Manage Tenement Data screen is shown in Figure 21. Clicking the Manage Tenement Record button opens the Manage Tenement Data screen. Adding or editing information in these fields for a tenement will change corresponding fields in the Tenure Data-Header section for that tenement. You can go to the Tenement Data screen by clicking on the GoTo Tenement Data button. Press here to delete this tenement record Select an existing tenement from the list Go to the tenement data within the tenure data screen Select Refresh to view changes Figure 21 Manage Tenement screen

40 Field Description Notes Find Tenement Select an existing tenement. Type Choose from the dropdown list an abbreviated tenement type and a state. Note that the same type may apply to various states. Double click on the field to edit the list. Number The number of the tenement. The number field is limited to 10 Key Consist of the tenement type and number. They tenement key must be unique. digits. The key is generated automatically from the type and the number. Tenement Name The name of the project or lease. The Project Name can only be added to or edited within this section. Basic Sedimentary basin name, where applicable. Operator/Mgr The managing company of the tenement. Location The general location of the tenement. Status Project/Client State Commencement Date Grant Date Expiry Total Years Application Years Choose the status of the tenement from the dropdown box. The client code for the tenement. The state in which the tenement is located. Tenement commencement date, if different from Grant date. The date the tenement was originally granted. The tenement Expiry date. The total number of years from grant date to expiry date. The number of years requested in application. Table 15 Manage Tenement Data This may be different to the Holders of the tenement. Abbreviate as necessary due to the character limitation of this field. C = Current (granted) A = Application for a new tenure RA = Application lodged W = Withdrawn tenement Z = Achieved tenement T = Temporary status S = Surrendered tenement Double click on the field to edit the list. Abbreviate By default, the date will be the same as the grant date (by using the tab key). If this field is unpopulated the grant date will be used. This field remains empty if the tenement has not been granted. For tenement with impending applications, include the number of years requested.

41 Advanced Topic Generating Tasks For assisting you with the initial population of the database, Smartman is designed to automatically create a set of tasks. Each task record includes the task description, first and last due dates, and the number of days warning needed. The dates are calculated based on the definitions entered in Administrative Functions > Manage Tasks List section. Once this list has been generated, the tasks can be reviewed and edited before adding them to the database. The process of generating a list of tasks involves three steps as described here and shown below in Figure 22. STEP 1: Generate the List of Tasks In the Administrative Functions window users can select Manage Tenement Record and then click the Initial Tasks for creating a list of initial tasks and the All Tasks button for creating a complete list of tasks. In the Initial Tasks section, only the first instance of each task is generated (the first annual report, the first rental, etc). Choose this option if you prefer to keep your list of tasks short. Remember, the next due task can also be generated through the Tenure Data > Outstanding Tasks tab. In the All Tasks section, a list of tasks occurring within the period starting from the commencement date and ending on the expiry date are generated. Tasks whose Due Date has past are highlighted in red and can then be removed. STEP 2: Edit Proposed List of Tasks Review the proposed list. The list often requires adjustment. You may delete past tasks (marked in red), add a note, and add amount due if applicable. The tasks added to the database here, can also be edited at a later stage. STEP 3: Accept Tasks Once all records are reviewed and you are satisfied with the set of tasks, click on Accept Tasks button. The new tasks are added to the database and can be viewed in the tenure data screen (C=click on GoTo tenement data ).

42 Exiting this screen without pressing the Accept Tasks button will make no alteration to the database. Tip: The type of tasks included on the list generated here are defined in the tasks list screen (Administrative Functions > Manage Task List section). The list could be easily changed by adding and removing tasks or by editing the task definitions. For more details see section below. Click here to show or generate the tasks (Step 1) Click here to add the list of tasks to your database (Step 3) Past tasks are highlighted in red Figure 22 Generate Initial Task list screen

43 Administrative Functions - Continued Manage Personnel Data Personnel names, addresses and phone numbers can be added through this screen. The name and address of any person listed to receive Alerts, for one or more tenements, should be recorded in this form. Figure 23 below shows the Manage Personnel Data screen. Figure 23 Manage Personnel Data screen

44 Advanced Topic Manage Tasks List The term tasks refers to any action, event or statutory requirement related to the tenement which is required to be completed on a scheduled date (i.e. due date). Some of the tasks are specific to a tenement or a client while others are standard requirements defined by the government authorities. The Manage Tasks List button allows users to add new tasks to the system or to edit existing definitions. Based on those task definitions, the system generates initial tasks and follow-up tasks. When distributed, Smartman contains many predefined tasks, however, you can use the Manage Tasks List section to add a new task or change the definitions of existing tasks. When adding a new task, the frequency of the task and the lodgement period are defined. The Manage Tasks List screen is shown in Figure 24. The tasks definitions are explained here and summarised in Table 16 below. Figure 24 Manage Tasks List screen 1. State and Tenure The same task definitions may vary for different state and/or different tenure type. Type in the right state and select the tenure type for the task you wish to enter from the dropdown list. Double click on the Tenure field to edit the tenure type list.

45 2. Task Type and Description Select the type of task from the dropdown list. The task type is one of the following options: A Application type C Commitment type D Deposit type E Expenditure type F Fee/Rental type G Grant type L Relinquishment type M Miscellaneous type N Notice of Entry type O Form type R Report type Once you have selected the type of the task, enter a short description of the task in the field provided below: Type of task Short description 3. Frequency The term Frequency refers to the reoccurrence of a task. Users are required to record the Frequency Unit, unit of time for reoccurrences of repeating tasks, and the Frequency Number, number of occurrences of a repeating task as per Frequency Unit. The Frequency Unit is one of the following options: Y = Year M = Month D = Day V = Various For example: for a task which occurs in a six-month cycle, record M in the Frequency Unit field and the number 6 in the Frequency Number field. The frequency definitions are used for calculating the new instance of a task when generating next task via the Outstanding Tasks tab (Tenure Data screen). If the period interval of the task occurrence is inconsistent then the Frequency Unit cannot be defined and is set as V.

46 4. Reference Day and Lodgement Period The term Lodgement Period refers to the timeframe for completing a task. The period is defined between the first opportunity for lodgement and the last opportunity for lodgement (i.e. the final due date). The dates are calculated based on a reference day. The reference could be one of the following options: Term End Date (TE) for tasks that occur only once on the tenure expiry day (e.g. Renewal Application). Anniversary Date (AN) for tasks that reoccur on the tenure commencement or grant date (e.g. Annual Report). Calendar (CL) for tasks that reoccur on the same day each year (e.g. payments). The date needs to be added to the Fixed Date field. Year End Date (YE) for tasks that reoccur one day before the tenure commencement or grant date anniversary. Other (O) for tasks that occur variably (e.g. tasks which are depended on commencement or completion of work). A description of the reference is required if the selected reference day type is O. Define the lodgement period by setting time interval, unit and number, related to the reference day. The value of time interval unit is Y for Year, M for Month or D for Day. The time interval number is: less than 0 for a date prior to the reference date, equal 0 for a date occurring on the reference date, greater than 0 for a date occurring past the reference date. Consider the following example: A new legislation in QLD requires that holders of Mineral Licence (ML) tenements lodge an annual environmental report. The due date varies for each tenement according to the ML environmental report date. Holders are required to lodge a report within one month of the environmental report date. The definitions for the new task are shown below: State : QLD Tenure : ML Description : Environmental Report Type : R (report type) Frequency Unit : Y (year) Frequency Number : 1 Fixed date : N/A Reference Day : O (other type) Reference Day Description : Environmental report date Lodgement Period From : Unit: M No: 0 Lodgement Period To : Unit: M No: 1 Warn Days : 30 (reminder 30 days before final due date)

47 5. Warning Days The Warning Days define when to be reminded about the task. The number of days relates to how many days before the last due date tasks are included in the Alert list. 6. Legislation or a Comment This field is available for recording a reference to the relevant sections of the legislation where the statutory requirements are described or other comments. 7. Enter Initial When the Initial box (at the beginning of the row) is ticked, the task will be included when generating the initial tasks in the Manage Tenement Data section. Tip: When selecting a Calendar (Cl) Reference Day type the Fixed Date field also needs to be populated. When selecting an Other (O) Reference Day type the Reference Day Description field also needs to be populated. 8. Follow Up Tasks Button Some tasks require a subsequent action upon completion. Those successive tasks are referred as follow up tasks. The Follow up tasks button is another powerful function of Smartman allowing you to coordinate tasks and their follow up tasks. A task and its follow up tasks must be record in the Manage Task List screen (as explained above). Click on the Follow up tasks button. This opens the Manage Follow Up Tasks screen where you can connect between a task and its follow up task.

48 Figure 25 Manage Follow Up Tasks screen Select from the dropdown list the task completed and the follow up task, and then close the screen. In the tenure data screen, when entering a task completion date, a new follow up task will be created if required. Table 16 below lists the fields of the Manage Task List window. Field Description Notes Initial Tick box to include Task initially. Initial Tasks are generated from the Manage Tenement Data screen in the Admin Function section. State The state the tenement is located in. Tenure Select an abbreviated tenement type. Description Details of the Task. Type Select the type of task from list of options. Frequency Unit Frequency No. Fixed Date Reference Day Unit of time for reoccurrences or repeating tasks. Number of occurrences of a repeating task per Frequency Unit. Fixed due date, if exists. For tasks that occur on the same date for every instance. Choose from dropdown list the day on which repeating tasks are based. Valid values: Y = Year M = Month D = Day V = Various Specify Reference Day as Cl. See Tip below. Values are: TE = Term End date AN = Anniversary date Cl = Calendar (see Tip below) YE = Year End date

49 Lodgement Period From The time interval unit and number from the reference date. First due date. O Other Unit Time interval unit. Valid values: Y = Years M = Months D = Days Number Time interval number. Values are: Number = 0 for a date occurring on the reference date Number < 0 for a date occurring before the reference date Number > 0 for a date occurring after the reference date Lodgement Period To The time interval unit and number from the reference date. Final due date. Specify the last opportunity for lodgement. Unit Time interval unit. Valid values: Y = Years M = Months D = Days Number Time interval number. Values are: Number = 0 for a date occurring on the reference date Number < 0 for a date occurring before the reference date Number > 0 for a date occurring after the reference date Warn Days Number of days before the last due date to include the Task in the Alert list. Table 16 Manage Task List data General Correspondence Correspondence pertaining to a tenement is recorded within the Correspondence tab of the Tenure Data screen. The Manage General Correspondence tab registers any correspondence of a general nature i.e. not tenement specific. On opening the form, select an existing group from the Select Group list. For adding, editing or removing a group from the list, double click on the dropdown box. The Manage General Correspondence screen is shown below in Figure 26. Double click on the Select Group field to edit list.

50 Figure 26 Manage General Correspondence screen Field Description Notes Group ID Selecting an existing group from the list. Recall Option button On will cause the document to be shown in the Correspondence Awaiting Response list. Access the list through the Administration tab on the Main Screen. Doc# Author Date Written Date Received Doc Type Subject Electronic Link Description A unique number by which the document is identified. Preferably the position and organisation of the author. The date the correspondence was written. The date the correspondence was received. Select from dropdown list or type in type of document received. The document subject A hyperlink to an electronic copy of the document. A short summary of the content. Table 17 Manage General Correspondence data Correspondence Awaiting Response e.g. DNRM Tenure Officer Double click on the doctype field to edit the list. To enter or update the hyperlink click Ctrl+k. The Smartman system distinguishes between tenement related correspondence and group related correspondence. All correspondence records include a Recall Option button for setting a reminder. When pressing the Correspondence Awaiting Response button, a screen is opened listing the records with reminders. This screen is a read only screen and cannot be edited. To change group records, please refer to the General Correspondence screen. To change a tenement record, please refer to the correspondence tab of the pertinent tenement via the tenure edit screen.

51 The Correspondence Awaiting Response Screen is shown in Figure 27 and the fields are listed in Table 18. Figure 27 Correspondence Awaiting Response screen Field Description Notes Ten/Group ID ID of a tenement (tenement key) or Group ID. Ten/Group Name Tenement or Group full name. Doc# A unique number by which the document is identified. Author The author of the correspondence. e.g. DNRM Tenure Officer Date Written The date the correspondence was written. Doc Type Select from dropdown list or type in type of document received. Subject The document subject Electronic Link A hyperlink to an electronic copy of the document. To enter or update the hyperlink click Ctrl+k. Description A short summary of the content. Table 18 Correspondence Awaiting Response data 4.4 Reports Reports display the data contained in the database in an organised manner so that users can print it, export it or save it in a different format.

52 Smartman reports are designed as read only objects to prevent any accidental changes to the database. You can view the data but cannot make alteration to it. A report can be printed, sorted, filtered or exported. Exporting is a useful tool for using the data but changing the format (e.g. Excel or Word), or for keeping a copy of a data set as it was at a certain time. Two types of reports are available in Smartman: 1. Data Sheets reports that are presented in a tabular format. The Data Sheets show the records in a table where each row is one record and the columns are the fields which form the table s definition. This table looks like a spread sheet and can be exported or copied into Excel for manipulating the data without affecting the database. 2. Reports Any report can be displayed and printed. Reports can also be exported into Word for further editing and formatting. Click the appropriate button to view a report which can then be printed by right clicking inside the report. Figure 28 shows the selection of reports included in the current version of Smartman. By clicking on one of the buttons, a report will open.

53 Figure 28 Reports Menu