Alberta Energy and Utilities Board   online guide

Digital Data Submissions

Registering Emergency Response Plans

The Emergency Response Plan service lets you prepare and electronically register and maintain Emergency Response Plans.

The following services are available to licensees for submitting Emergency Response Plan data as required by Directive 071 Emergency Preparedness and Response Requirements for the Petroleum Industry.

To get started:

To get started using the ERP Services, you will need a valid DDS Login Id.

  1. Logon to DDS using your DDS Login ID and Password.
    DDS is available at dds.aer.ca/Dds/anonymous/Logon.aspx.
  2. Open the AER organization branch of the DDS navigator.
  3. Open the Submissions branch.
  4. Open the Emergency Response Plan submission category branch.
  5. Select either the Register Emergency Response Plan command or the Maintain Emergency Response Plan command. The appropriate screen will open.

If you are a delegate for more than one licensee, you will need to select the licensee on whose behalf you are acting. This is accomplished using the Licensee Selection screen. To learn more about this screen, see Using the Licensee Selection screen.

To Register a new ERP:

New ERPs can be registered using the Emergency Response Plan Registration screen. Choose the Register Emergency Response Plan command from the DDS menu to open this screen.

  1. Update the contact information for this ERP, if required, using the fields provided in the Contact Details area of the screen. All the information fields must be filled in.
    Note that this must be the Licensee contact information, not necessarily the contact information of the DDS user.
  2. Type in the name for this plan and select the plan category in the Plan Details area.
  3. Add any licences to be associated with this plan in the Site Specific Details area of the screen. Be sure to click on the Add button after entering the licence information.
  4. Add comments to be included with the plan registration, including those detailing the nature of the submission.
  5. Upload an ERP and any applicable supporting documentation.
  6. Click on the Submit button.

To Maintain an existing ERP:

  1. Update the contact information for this ERP, if required, using the fields provided in the Contact Details area of the screen. 
  2. Update any of the plan details in the Plan Details area as required.
  3. Add or remove any licences to be associated with this plan in the Site Specific Details area of the screen.
  4. Indicate if these updated complete the annual update using the Annual Update Complete check box.
  5. Indicate if this plan is no longer in effect using the Plan No Longer in Effect check box.
  6. Add comments to be included with the plan registration, including a list of all changes to the ERP.
  7. Upload an updated ERP and any applicable supporting documentation.
  8. Click on the Submit button.

Using the Licensee Selection screen

Select the licensee on whose behalf you are acting.


The Licensee Selection screen allows users, who have been identified as delegates for other licensees, to select the licensee on whose behalf they are acting. This screen only opens when the login id you used to sign onto DDS has a delegate designation.

To select the licensee on whose behalf you are acting:

To select the licensee on whose behalf you acting, you must know the BA Code for that licensee.

  1. Type the BA code for the licensee in the Select BA Code field.
  2. Press Enter to verify that the BA Code is correct. If the BA code is valid, the name of the company will be shown in the BA Name field.
    Alternatively, click on the Search button to open the BA Advanced Search screen to select a BA from a list of BAs that match a set of selection criteria.
  3. Click on the Continue button. The first screen of the selected service will open.

Licensee Selection (Delegates Only)

A sample of the Licensee Selection screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Select BA Code
Type in the BA code of the company on whose behalf you will be acting, into the Select BA Code entry field. Press Enter to verify the BA code. If the BA code is valid, the name of the company will be shown in the BA Name field.
Alternatively, use the Search button to select a BA.
Search button
Click on the Search button to select a BA Code from a list of BAs matching a set of criteria. This opens the BA Advanced Search screen.
Alternatively, type in the BA code is the BA Code entry field and press Enter.
Continue button
Once you have entered and verified the BA Code, click on the Continue button to continue using DDS as the selected licensee.

Using the ERP Registration Selection screen

The ERP Registration Selection screen lets you either choose to create a new ERP registration, or update a saved registration before submitting.


The ERP Registration Selection screen lets you make the following selection when preparing an ERP registration:

To create a new ERP registration:

  1. Select the Create New ERP option.
  2. Click on the Continue button.

To update a saved, but not submitted, registration:

At any time while preparing an ERP registration, you can save the information you have prepared but not yet submitted. Here is how to return to this form to continue working on it.

  1. Select the Edit Existing ERP option.
  2. Select the ERP registration you wish to edit using the drop-down list.
  3. Click on the Continue button.

Emergency Response Plan Registration Selection

A sample of the Emergency Response Plan Registration Selection screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Create new ERP option
Select the Create New ERP option to begin a new ERP registration form.
Edit Existing ERP option
Select the Edit Existing ERP option to resume working on an ERP registration form that you saved. you will need to select the saved ERP registration using the drop-down list.
saved ERP drop-down list
Click on the drop-down list button and select the saved ERP registration form you wish to resume working on. You must select the Edit Existing ERP option to access this list.
Continue button
Click on the Continue button once you have made your selection. The Emergency Response Plan Registration screen will open.

Using the Emergency Response Plan Registration screen

The ERP Registration screen lets you register a new ERP including specifying the contact information, plan details, and site specific details.


The ERP Registration screen lets you prepare and submit an ERP registration. This includes the following capabilities:

To specify the ERP contact information:

Default contact information is displayed based on the settings of your DDS account. To change any contact information for this ERP registration:

To specify the ERP plan details:

Each ERP must have a name, registration number, category, and type. New plan registrations, one that have not yet been saved, will be assigned a unique number when the plan is first saved and you will receive a submission acknowledgement notice when you save a plan registration. Note that this does not mean the plan registration has been submitted. To specify the other plan details follow these steps.

  1. If this plan is a supplement to an existing ERP, type in the ERP reference number of the parent plan in the Primary ERP Plan Ref # field. Alternatively, click on the Search button and use the ERP Advanced Search utility to find the ERP.
  2. Type in the name for this ERP in the ERP Name field. ERP names do not have to be unique.
  3. Use the Category drop-down list to select the ERP category.
    Click to see the choices you will be offered.
    • Operational - Production facility ERP
      This category must only be used for the following plans:
      • Hydrocarbon Storage Cavern (HSC)
      • High Vapour Pressure (HVP)
      • Sour Production (Sour Prod)
    • Site Specific - Sign le Well ERP (critical and non-critical)
      This category must only be used for the following plans:
      • Sour Well Critical (Sour Well Crit)
      • Sour Well Non-Critical (Sour Well Noncrit)
    • Supplemental - Supplemental to an existing approval Production Facility ERP
      This category must only be used for the following plans:
      • Operating Area Supplements (Operating Area Supp)
      • Sour Well Supplements (Sour Well Supp)
      • Tie-in Supplements (Tie In Supp)
  4. Use the Plan Type drop-down list to select the ERP plan type.
  5. Type the distance, in kilometres, to the nearest urban centre in the Proximity to Urban Centre field. For a Site Specific ERP (i.e., drilling and completion) this distance is measured from the well itself. For an Operational ERP (i.e., production facility) this distance is measured from the main facility within the EPZ.
  6. Type in the name of the nearest urban centre in the Name of Urban Centre field.
  7. Type in the size, in kilometres, of the largest EPZ in the Size of EPZ field. For Operational ERPs, this number will correspond to the largest single EPZ within the entire ERP.  
  8. Type in the number of surface developments in the Total # Surface Developments field. Surface developments can include, but are not limited to,  permanent dwellings, manned facilities, public facilities, and trapper's cabins. Please refer to Directive 071 Emergency Preparedness and Response Requirements for the Petroleum Industry for a definition of a Surface Development.
  9. Type in the maximum rate at which H2S can be released during an incident in the Maximum H2S Release Rate field. The release rate is in m3/s.
  10. Type in the maximum volume of H2S that can be released during an incident in the Maximum H2S Release Volume field. This volume should be in m3.
  11. Type in the highest concentration of H2S, as a percent, in the Highest H2S% field.
  12. Type in the Legal Subdivision (LSD), Section (SEC), Township (TWP), Range (RG), and Meridian (M) for the surface location. If this is a production facility ERP, use the location of the main facility. If there are no facilities, use the location of a well within the gathering system or the location of a pipeline.

The plan details are now complete. Specific licences can be attached to this ERP in the Site Specific details area.

To specify the ERP site specific details:

Individual licences can be attached to this ERP in the Site Specific details area by following these steps. All licences which contain H2S, are physically located in the EPZ, and belong to or are operated by the company, must be added to the list.  

  1. Select the licence type using the Search for a Licence drop-down list - F for Facility, P for Pipeline, or W for Well.
  2. Type in the licence number in the Search for a Licence field.
  3. Click on the Search button. The licence number will be verified and details shown in the fields below.
    Alternatively, just click on the Search button and use the Advanced Licence Search utility.
  4. Click on the Add to List button to add this licence to the list of licences attached to this ERP.

To upload licence numbers from a file and add to your ERP, see Using the ERP Registration Upload screen.

To save your ERP registration during preparation:

At any time while preparing your ERP registration, you can save the information you have prepared so far. This allows you to return to this form and complete it and submit it later. The AER cannot view saved ERP submissions. The ERP and supporting documents cannot be saved, they can only be uploaded when ready to submit.

You are automatically notified by email when you submit information to the AER or when you save your work prior to submitting it. This is an option you can change from the User Options found under the DDS Administration branch.

To turn off automatic email notifications:

You are automatically notified by email when you submit information to the AER or when you save your work prior to submitting it. This is an option you can change. Here's how.

  1. Open the DDS Administration branch of the DDS navigator.
  2. Open the User Options administration category branch.
  3. Select the My Profile command. The User Option screen opens at the My Profile tab.
  4. Clear the Email Notification check-box.
  5. Click on the Save button.

You have now turned off the automatic email notification option. You will no longer receive emails when you submit information to the AER or when you save your work prior to submitting it.

To turn the option back on, repeat these steps and select the Email Notification check box.

To re-open a saved registration:

  1. Return to the Register Emergency Response Plan service.
  2. Select the Edit Existing ERP option on the Emergency response Plan Registration - Selection screen.
  3. Select the plan using the drop-down list.
  4. Click on the Continue button.

To upload the ERP and applicable supporting documentation:

The Emergency Response Plan and Support Documents screen lets you upload a zip file containing the ERP and any applicable supporting documentation (D71 Application Form, ERCBH2S csv file) and include with your ERP registration. Submissions that do not contain applicable documentation or submissions that do not meet the specified format requirements are subject to closure and the licensee may be required to re-submit.

To upload the ERP and Support Documents from a file:

You must create a Zip file (.zip) that contains the ERP and all applicable supporting documentation. Only Zip files will be allowed during the file upload. There is no naming convention for the zip file, however, the documents contained within the file are to be submitted using the proper naming convention as outlined below. Here is how to upload the Zip file.

  1. Click on the Browse button. The Choose File dialog box opens.
  2. Navigate to the Zip file containing the documents you wish to upload and select this file.
  3. Click on the Submit button. The documents will be submitted to the AER. The Submission Acknowledgement screen will open when the process has completed.

Note the ERP and Support Document file upload function can only be used once you are submitting to the AER. On the Registration screen, it cannot be used with the save function.

When submitting documentation to the AER include comments detailing the nature of the submission for new registrations and a list of all changes to the ERP for updates.

Document Naming Convention

Use these naming conventions for the documents contained within the Zip file:

ERP: [BA Code]-ERP[ERP#]-[Date] (example ABCD-ERP2100-24Jun2016)

Application Form: [BA Code]-[ERP#]-AppForm (example ABCD-2100-AppForm)

ERCBH2S CSV: [BA code]-[ERP#]-[Date] (example ABCD-2100-24Jun16.csv)The naming convention for ERCBH2S CSV files remains unchanged and can be found in the ERCBH2S User Guide on the AER Website.

The Upload Format

The File Upload accepts zip files only. The zip file is to contain the ERP document in a searchable Adobe PDF with Optical Character Recognition, an Adobe PDF copy of the D71 Application Form (for new registrations only) and the ERCBH2S CSV file (when applicable). All figures and spatial information submitted in the PDF documents must be at a scale that enables review and uses minimum 300 dpi for images.

To submit your ERP registration to the AER:

Your ERP registration is submitted to the AER to be used in conjunction with the ERP review. Saved ERP registrations are not visible to AER staff. The ERP and supporting documents can only be uploaded when ready to submit.

Once an ERP registration has been submitted, it is available for further modifications through the ERP Maintenance screen. To submit an ERP registration:

To cancel an un-submitted ERP registration form:

You can cancel a saved, but un-submitted ERP registration. Once an ERP Registration is cancelled it cannot be retrieved. Submitted ERP registrations cannot be cancelled. Here's how to cancel an ERP registration.  


Emergency Response Plan Registration

A sample of the Emergency Response Plan Registration screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Plan Details
ERP Name
Type in the Name of this Emergency Response Plan.
Category
Click on the Category drop-down list to select the ERP category.
Click to see the choices you will be offered.
  • Operational - Production facility ERP
    This category must only be used for the following plans:
    • Hydrocarbon Storage Cavern (HSC)
    • High Vapour Pressure (HVP)
    • Sour Production (Sour Prod)
  • Site Specific - Sign le Well ERP (critical and non-critical)
    This category must only be used for the following plans:
    • Sour Well Critical (Sour Well Crit)
    • Sour Well Non-Critical (Sour Well Noncrit)
  • Supplemental - Supplemental to an existing approval Production Facility ERP
    This category must only be used for the following plans:
    • Operating Area Supplements (Operating Area Supp)
    • Sour Well Supplements (Sour Well Supp)
    • Tie-in Supplements (Tie In Supp)

Both the Operational and Supplemental categories can have supplements and only the Supplemental category can be used to submit a supplemental plan.
Proximity to Urban Centre (in KM)
Type in the distance, in kilometres, to the nearest urban centre in the Proximity to Urban Centre field. The name of the urban centre must also be typed into the Name of Urban Centre field.
This field only accepts a distance that is less than 10000 km. If this is not enough, add a comment in the Comments field stating that the Proximity to Urban Centre is and the actual distance.
Size of EPZ
Type in the size, in kilometres, of the drilling EPZ or the largest EPZ in a production ERP in the Size of EPZ field.
This field only accepts a distance that is less than 1000.00 km. If this is not enough, add a comment in the Comments field stating that the Size of EPZ is and the actual distance.
Max. H2S Release Rate
Type in the maximum rate at which H2S can be released during an incident in the Max. H2S Release Rate field. The release rate is in m3/s.
This field only accepts a rate that is less than 10000.0000 m3.s. If this is not enough, add a comment in the Comments field stating that the Max. H2S Release Rate is and the actual rate.
Max. H2S%
Type in the highest concentration of H2S, as a percent, in the Max. H2S% field.
Primary ERP Plan Ref #
Type is the Reference number for the Primary ERP in the Primary ERP Plan Ref # field and press Enter. This is only required if the plan you are registering is a supplement to an existing plan. Alternatively, click on the Search button and use the ERP Number advanced Search screen to locate the ERP. Both Operational and Supplemental type plans can have supplemental plans.
When the Ref # is verified, the ERP Name and Operator Id are shown.
Plan Type
Click on the Plan Type drop-down list to select the ERP plan type.
  • HSC: (Hydrocarbon Storage Cavern) This is applicable for both new and existing operations.
    • For new operations: Use this for storage facilities or pipelines that require a specific ERP.
      These require that the ERP be reviewed and approves before operations begin.
    • for existing operations: Use this for storage facilities or pipelines that are already in production and require an ERP because of a licensee changes (purchase, transfer, merger,...) or that have an ERP that requires major revisions. Major revisions can include significant changes to the EPZ or significant changes in the roles, responsibilities, or procedures.
      These require review and approval.
  • HVP: (High Vapor Pressure) This is applicable for both new and executing operations.
    • For new operations: Use this for pipelines or facilities that require a specific ERP.
      These require that the ERP be reviewed and approves before operations begin.
    • For existing operations: Use this when the operations are on production but an ERP is now required due to a licensee change (purchase, transfer, merger,...) occurred.
      These require review and approval.
  • Sour Prod: (Sour Production ERP) Use this for new and existing sour production gathering systems including well, pipelines, facilities and any other operations requiring a specific ERP.
    • For new operations: Use this for any sour production gathering system, including wells, pipelines, and/or facilities; any operation that requires a specific ERP.
      These require that the ERP be reviewed and approved before operations begin.
    • For existing operations: Use this when the gathering system is already in production and require an ERP because of a licensee changes (purchase, transfer, merger,...) or when the ERP requires major revisions. Major revisions can include significant changes to the EPZ or significant changes in the roles, responsibilities, or procedures.
      These require review and approval.
  • Sour Well Crit: (Sour Well Critical) Use this for critical sour wells undergoing drilling, completion, workover, testing, or re-entry operations.
    These require review and approval before spud/operations begin.  
  • Sour Well NonCrit: (Sour Well Noncritical) Use this for non-critical sour wells undergoing drilling, completion, workover, testing, or re-entry operations.
    These require review and approval before spud/operations begin.
  • Operating Area Supp: (Operating Area Supplement) Use this for newly purchased operations or new area operations to become part of a multi-area sour production ERP or HVP ERP.
    • Newly purchased operations require Operating Area Supplements when they are to be tied-in to existing approved sour production or HVP ERPs.
      These require review and approval.
    • New area operations that are to become part of a multi-area HVP or source production ERP require Operating Area Supplements.
      These require review and approval prior to commencement of operations.
  • Tie-In Supp: (Tie-In supplement) Use this for new drilling and construction that is not on production or to tie-in the results of an additional surface development into an existing approved sour production ERP.
    These require review and approval prior to commencement of operations. 
  • Sour Well Supp: (Sour Well Supplement) Use this for drilling, completion, workover, or testing of a sour well within an existing sour production EPZ with surface developments within the well EPZ.
    These require review and approval prior to spud/commencement of operations.  
Name of Urban Centre
Type in the name of the nearest urban centre in the Name of Urban Centre field. The distance to the urban centre must also be typed into the Proximity to Urban Centre field.
Total # of surface developments
Type in the number of surface developments in the Total # Surface Developments field.
This field only accepts a number that is less than 10000. If this is not enough, add a comment in the Comments field stating that the Total # of surface developments is and the actual number.
Max. H2S Release Volume
Type in the maximum volume of H2S that can be released during an incident in the Max. H2S Release Volume field. This volume should be in m3.
This field only accepts a volume that is less than 1000.00 m3. If this is not enough, add a comment in the Comments field stating that the Max. H2S Release Volume is and the actual volume.
Surface Location
Type in the Legal Subdivision (LSD), Section (SEC), Township (TWP), Range (RG), and Meridian (M) for the surface location. If this is a production facility ERP, use the location of the main facility. If there are no facilities, use the location of a well within the gathering system or the location of a pipeline.
Site Specific Details
licence table
All sour licences that are owned and operated by the applicant within the ERP must be added. To remove a licence, click on the Delete link to the left of the licence. Use the licence entry fields or the Search button to specify a licence to add to the list, and then click on the Add to List button.
Search button
Click on the Search button to open the and search for a licence using the Advanced Licence Number Search screen. When a licence has been selected, click on the Add to List button to add the new licence to those listed in the licence table.
Add to List
Click on the Add to List button to add the licence shown in the licence field, to those listed in the licence table.
Upload List button
Click on the Upload List button to add licences from a file. The Upload screen opens.
Clear List button
Click on the Clear List button to remove all licences from the licence table.
Comments
Type any comments you wish associated with the ERP registration in the Comments field, including those detailing the nature of the submission.
Emergency Response Plan and Support Documents
Click on Browse to select the zip file containing the ERP and any applicable supporting documents required for submission. Note that files can only be uploaded when ready to submit and cannot be saved for future submission. Once you click on the submit button, the file will be uploaded and submitted to the AER.
Cancel ERP button
Click on the Cancel ERP button to cancel an un-submitted ERP registration form. You will be prompted to confirm this cancellation and the Submission Acknowledgement screen will open.
Save button
Click on the Save button to save your ERP registration during preparation. The Submission Acknowledgement screen opens showing the details of the ERP registration, however this does not mean that the ERP has been submitted to the AER.
Submit button
Click on the Submit button to submit your ERP registration to the AER. The ERP registration will be sent to the AER and the Submission Acknowledgement screen opens showing the details of the ERP registration submission.
Note that the submission id is not you plan reference number. The plan reference number is assigned after submission.
To find out the plan reference number, go to the Maintain Emergency Response Plan DDS Service and select the View Pending Emergency Response Plans option. When you click on the Continue button you will be shown a list of all submitted registrations that are awaiting approval. The assigned plan reference number is listed with each plan.

Using the ERP Registration Upload screen

The ERP Registration Upload screen lets you add site-specific licences to your ERP registration by uploading the licence numbers from a file.


The ERP Registration Upload screen lets you upload licence numbers from a file and add these to your ERP registration.

To upload licence numbers from a file:

You must have create either a text file (.txt) or Comma Separated Value file (.csv) that contains the licence numbers you want to add to your ERP's Site Specific information. All licence numbers in this file must be in the correct format for the licence number to be included. If one licence number is incorrect, none of the licences will be added. See upload format for details. Here is how to upload this file.

  1. Click on the Upload List button on the Emergency Response Plan Registration screen to open this screen.
  2. Click on the Browse button. The Choose File dialog box opens.
  3. Navigate to the file containing the licence numbers you wish to upload and select this file.
  4. Click on the Open button. The dialog box closes and the complete path to this file is shown in the Select File to Upload entry field.
  5. Click on the Upload button. The licence numbers in the file will be added to your ERP site specific details. The Emergency Response Plan Registration screen will open when the process has completed.

All the licences listed in the upload file are now added to the Site Specific Details area of your ERP registration form. Consider breaking the upload into more than one file if you have more than 100 licences to add.

The Upload Format

The File Upload accepts both text files, typically files ending in .txt, and comma separated value files, those created in Excel and ending in .cvs. The licence information must be represents with the licence type expressed as a single letter (W,F, or P), followed by a comma, and then the licence number. Here is an example.

An example of a valid upload file
W, 0000939
W,0000937
W, 0000938
W, 0000936
F,11423
F,11425
F,11434
F,11435
P,1013
P,1017
P,10202
P,1022

Note: The licence type identifier must be a capital letter. A lower case licence type identifier will not be accepted. Also note that a space after the comma (,) is not accepted for facility and pipeline licences.

If you are using Excel to create a .cvs file for well licences:

Usually spreadsheet programs, like Microsoft Excel, will format a typical well licence number by not displaying the leading zeros. This means that the well licence W 0000939, would appear as W 939. This would produce an error when uploading. Here is how to set the correct format.

  1. Select the cells containing the licence number.
  2. click on the Format menu and select the Cells command. The Format Cells dialog box opens.
  3. Click on the Number tab.
  4. In the Type entry field, type in 7 zeros (0000000). See the figure below for an example.
  5. click on the OK button.

The well licence numbers will now be formatted in the correct licence number format. Now you can create the .cvs file to upload. To create the .cvs file using Microsoft Excel, click on the File menu and select the Save as command. Use the Save as type option to save the file as either a CSV Comma delimited (*.csv) file or as a Unicode Text (*.txt) file.

An example of formatting well licence number to preserve leading zeros.


Emergency Response Plan Registration Upload

A sample of the Emergency Response Plan Registration Upload screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Browse button
Click on the Browse button and navigate to the file containing the licence numbers you wish to upload.
Upload button
Click on the Upload button to add the licence numbers in the file to your ERP site specific details.

Using the ERP Maintenance Selection screen

The ERP Maintenance Selection screen lets you select ERPs that have a status of Submitted, Revised, or Plan Received.


Submitted: If a plan has a status of Submitted, it means that an EPA analyst has not yet looked at it. You can make changes to this plan registration and then re-submit them. Once the plan has been re-submitted its status will change to Revised.

Revised: If a plan has a status of Revised, it means that the applicant has made changes to a Submitted plan, or, that the applicant has made changes to an Approved plan. You can make changes to this plan registration and then re-submit it. Once the plan has been re-submitted, it will continue to have a status of Revised.

Plan Received: If a plan has a status of Plan Received, it means that an EPA analyst has taken assignment of the registration and that deficiencies have been identified. You can make changes to this plan registration and then re-submit it. Once the plan has been re-submitted, it will have a status of Revised.

The ERP Maintenance Selection screen lets you do the following:

To select an ERP to update:

  1. Select the Select Existing ERP option.
  2. Select the ERP you wish to update using the Select Existing ERP drop-down list.
  3. Click on the Continue button. The ERP Maintenance Screen opens.

To view your ERPs that are pending:


Screen Item Descriptions

Emergency Response Plan Maintenance Selection

A sample of the Emergency Response Plan Maintenance Selection screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Select Existing ERP option
Select the Select Existing ERP option to update information for an existing and approved ERP. You will need to select the ERP using the Select Existing ERP drop-down list.
Select Existing ERP drop-down list
Click on the Select Existing ERP drop-down list button and select the ERP you wish to update.
View Pending Emergency Response Plans option
Select the View Pending Emergency Response Plans option to see a list of ERPs that have statuses of Submitted, Revised, or Plan Received.
Continue button
Click on the Continue button once you have made your selection.
If you chose the View Pending Emergency Response Plans option, the Emergency Response Pending List screen will open (shown below).

If you chose the Select Existing ERP option, the Emergency Response Plan Maintenance screen will open.

Using the Emergency Response Plan Maintenance screen

The ERP Maintenance screen lets you register updates to an existing ERP, indicate when the annual review is complete, and record when the plan is no longer in effect.


The ERP Maintenance screen lets you keep your ERPs current. This includes the following capabilities:

To update the contact information:

The contact information for ERPs should be kept as current as possible. The contact information is for the Licensee and all information should be provided.

To update the plan details:

  1. Type in any updates to the name for this ERP in the ERP Name field. ERP names do not have to be unique.
  2. Type in the updated distance in kilometres to the nearest urban centre in the Proximity to Urban Centre field.
  3. Type in the new name of the nearest urban centre in the Name of Urban Centre field.
  4. Type in the updated size, in kilometres, of the drilling EPZ, or the largest EPZ in the production EPR, in the Size of EPZ field.
  5. Type in the new number of surface developments in the Total # Surface Developments field.
  6. Type in the new maximum rate at which H2S can be released during an incident in the Maximum H2S Release Rate field. The release rate is in m3/s.
  7. Type in the new maximum volume of H2S that can be released during an incident in the Maximum H2S Release Volume field. This volume should be in m3.
  8. Type in the new highest concentration of H2S, as a percent, in the Highest H2S% field.
  9. Type in any changes to the Legal Subdivision (LSD), Section (SEC), Township (TWP), Range (RG), and Meridian (M) for the surface location. For production facilities, use the location of the main facility.
  10. Click on the Submit button. The Submission Acknowledgement screen will open.

To update the site specific details:

  1. To add licences to this ERP:
    1. Select the licence type using the drop-down list and type in the licence number in the Search for a Licence field.
    2. Press Enter, or click on the Search button to use the Advanced Licence Search utility and select the licence of interest.
    3. Click on the Add to List button to add this licence to the list of licences attached to this ERP.
  2. To remove licences from this ERP:
  3. Click on the Submit button. The Submission Acknowledgement screen will open.

To upload the ERP and applicable supporting documentation:

The Emergency Response Plan and Support Documents screen lets you upload a zip file containing the ERP and any applicable supporting documentation (D71 Application Form, ERCBH2S csv file) and include with your ERP registration. Submissions that do not contain applicable documentation or submissions that do not meet the specified format requirements are subject to closure and the licensee may be required to re-submit.

To upload the ERP and Support Documents from a file:

You must create a Zip file (.zip) that contains the ERP and all applicable supporting documentation. Only Zip files will be allowed during the file upload. There is no naming convention for the zip file, however, the documents contained within the file are to be submitted using the proper naming convention as outlined below. Here is how to upload the Zip file.

  1. Click on the Browse button. The Choose File dialog box opens.
  2. Navigate to the Zip file containing the documents you wish to upload and select this file.
  3. Click on the Submit button. The documents will be submitted to the AER. The Submission Acknowledgement screen will open when the process has completed.

Note the ERP and Support Document file upload function can only be used once you are submitting to the AER. On the Registration screen, it cannot be used with the save function.

When submitting documentation to the AER include comments detailing the nature of the submission for new registrations and a list of all changes to the ERP for updates.

Document Naming Convention

Use these naming conventions for the documents contained within the Zip file:

ERP: [BA Code]-ERP[ERP#]-[Date] (example ABCD-ERP2100-24Jun2016)

Application Form: [BA Code]-[ERP#]-AppForm (example ABCD-2100-AppForm)

ERCBH2S CSV: [BA code]-[ERP#]-[Date] (example ABCD-2100-24Jun16.csv)The naming convention for ERCBH2S CSV files remains unchanged and can be found in the ERCBH2S User Guide on the AER Website.

The Upload Format

The File Upload accepts zip files only. The zip file is to contain the ERP document in a searchable Adobe PDF with Optical Character Recognition, an Adobe PDF copy of the D71 Application Form (for new registrations only) and the ERCBH2S CSV file (when applicable). All figures and spatial information submitted in the PDF documents must be at a scale that enables review and uses minimum 300 dpi for images.

To indicate when the annual update is complete:

Operational and supplemental information must be updated at least once a year. The review date is shown on the screen. Here is how to indicate you have completed your annual review and update.

  1. Select the Annual Update Complete check box.
  2. Click on the Submit button. The Submission Acknowledgement screen will open.

Annual updates are due every year on the anniversary of the initial approval date.

To indicate when a plan is no longer in effect:

  1. Select the Plan No Longer in Effect check box.
  2. Click on the Submit button. The Submission Acknowledgement screen will open.

Emergency Response Plan Maintenance

A sample of the Emergency Response Plan Maintenance screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Plan Details
ERP Name
Type in updates to the Name of this Emergency Response Plan.
Proximity to Urban Centre (in KM)
Type in the updated distance, in kilometres, to the nearest urban centre in the Proximity to Urban Centre field. The name of the new urban centre must also be typed into the Name of Urban Centre field.
This field only accepts a distance that is less than 10000 km. If this is not enough, add a comment in the Comments field stating that the Proximity to Urban Centre is and the actual distance.
Size of EPZ
Type in the new size, in kilometres, of the drilling EPZ in the Size of EPZ field.
This field only accepts a distance that is less than 1000.00 km. If this is not enough, add a comment in the Comments field stating that the Size of EPZ is and the actual distance.
Max. H2S Release Rate
Type in the new maximum rate at which H2S can be released during an incident in the Max. H2S Release Rate field. The release rate is in m3/s.
This field only accepts a rate that is less than 10000.0000 m3.s. If this is not enough, add a comment in the Comments field stating that the Max. H2S Release Rate is and the actual rate.
Max. H2S%
Type in the new highest concentration of H2S, as a percent, in the Max. H2S% field. This is only required for Single Well ERPs and Sour Well Supplements.
Annual Update Complete check box
Select the Annual Update Complete check box to indicate you have completed your annual review and update. Annual updates are due every year on the anniversary of the initial approval date.
Name of Urban Centre
Type in the new name of the nearest urban centre in the Name of Urban Centre field. The distance to this urban centre must also be typed into the Proximity to Urban Centre field.
Total # of surface developments
Type in the new number of surface developments in the Total # Surface Developments field.
This field only accepts a number that is less than 10000. If this is not enough, add a comment in the Comments field stating that the Total # of surface developments is and the actual number.
Max. H2S Release Volume
Type in the new maximum volume of H2S that can be released during an incident in the Max. H2S Release Volume field. This volume should be in m3.
This field only accepts a volume that is less than 1000.00 m3. If this is not enough, add a comment in the Comments field stating that the Max. H2S Release Volume is and the actual volume.
Surface Location
Type in any changes to the Legal Subdivision (LSD), Section (SEC), Township (TWP), Range (RG), and Meridian (M) for the surface location. For a production facilities, use the location of the main facility.
Plan No Longer in Effect check box
Select the Plan No Longer in Effect check box to indicate when a plan is no longer in effect.
Site Specific Details
licence table
The licences associated with your ERP are listed in the licence table. To remove a licence, click on the Delete link to the left of the licence. Use the licence entry fields or the Search button to specify a licence to add to the list, and then click on the Add to List button.
Search button
Click on the Search button to open the and search for a licence using the Advanced Licence Number Search screen. When a licence has been selected, click on the Add to List button to add the new licence to those listed in the licence table.
Add to List
Click on the Add to List button to add the licence shown in the licence field, to those listed in the licence table.
Upload List button
Click on the Upload List button to add licences from a file. The Upload screen opens.
Clear List button
Click on the Clear List button to remove all licences from the licence table.
Comments
Type any new comments you wish associated with this ERP in the Comments field, including a list of all changes to the ERP.
Submit button
Click on the Submit button to submit your updated ERP. The Submission Acknowledgement screen opens showing the details of the ERP registration submission.

Using the ERP Maintenance Upload screen

The ERP Maintenance Upload screen lets you add site-specific licences to your ERP by uploading the licence numbers from a file.


The ERP Registration Upload screen lets you upload licence numbers from a file and add these to your ERP.

To upload licence numbers from a file:

You must have create either a text file (.txt) or Comma Separated Value file (.csv) that contains the licence numbers you want to add to your ERP's Site Specific information. All licence numbers in this file must be in the correct format for the licence number to be included. If one licence number is incorrect, none of the licences will be added. See upload format for details. Here is how to upload this file.

  1. Click on the Upload List button on the Emergency Response Plan Maintenance screen to open this screen.
  2. Click on the Browse button. The Choose File dialog box opens.
  3. Navigate to the file containing the licence numbers you wish to upload and select this file.
  4. Click on the Open button. The dialog box closes and the complete path to this file is shown in the Select File to Upload entry field.
  5. Click on the Upload button. The licence numbers in the file will be added to your ERP site specific details. The Emergency Response Plan Maintenance screen will open when the process has completed.

The Upload Format

The File Upload accepts both text files, typically files ending in .txt, and comma separated value files, those created in Excel and ending in .cvs. The licence information must be represents with the licence type expressed as a single letter (W,F, or P), followed by a comma, and then the licence number. Here is an example.

An example of a valid upload file
W, 0000939
W,0000937
W, 0000938
W, 0000936
F,11423
F,11425
F,11434
F,11435
P,1013
P,1017
P,10202
P,1022

Note: The licence type identifier must be a capital letter. A lower case licence type identifier will not be accepted. Also note that a space after the comma (,) is not accepted for facility and pipeline licences.

Ifyou are using Excel to create a .cvs file for well licences:

Usually spreadsheet programs, like Microsoft Excel, will format a typical well licence number by not displaying the leading zeros. This means that the well licence W 0000939, would appear as W 939. This would produce an error when uploading. Here is how to set the correct format.

  1. Select the cells containing the licence number.
  2. click on the Format menu and select the Cells command. The Format Cells dialog box opens.
  3. Click on the Number tab.
  4. In the Type entry field, type in 7 zeros (0000000). See the figure below for an example.
  5. click on the OK button.

The well licence numbers will now be formatted in the correct licence number format. Now you can create the .cvs file to upload. To create the .cvs file using Microsoft Excel, click on the File menu and select the Save as command. Use the Save as type option to save the file as either a CSV Comma delimited (*.csv) file or as a Unicode Text (*.txt) file.

An example of formatting well licence number to preserve leading zeros.


Emergency Response Plan Maintenance Upload

A sample of the Emergency Response Plan Maintenance Upload screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Browse button
Click on the Browse button and navigate to the file containing the licence numbers you wish to upload.
Upload button
Click on the Upload button to add the licence numbers in the file to your ERP site specific details.

Using the ERP Advanced Search screen

The ERP Advanced Search screen lets you find a submitted ERP using a full or partial plan reference number, plan name, or BA id, or using a specific category and type.


The ERP Advanced Search screen lets you find a submitted ERP the match some of the following information:

To search using a full or partial plan reference number

If you don't remember the entire ERP reference number, you can search for plan reference numbers that have the same beginning. Here's how.

  1. Click on the ERP Plan Ref # Search button to open this screen.
  2. Type in as many of the beginning numbers as you remember in the ERP Plan Reference Number field.
  3. Click on the Search button. All ERPs whose reference numbers begin with the numbers specified will be shown in the table.
  4. Click on the reference number of the plan you wish to select. Your previous screen will open with this plan being selected.

To search using a full or partial plan name

If you don't remember the entire ERP reference number, you can search for plan looking for plan names that have the same beginning. Here's how.

  1. Click on the ERP Plan Ref # Search button to open this screen.
  2. Type in as much of the beginning name as you remember in the ERP Name field.
  3. Click on the Search button. All ERPs whose plan names begin with the name specified will be shown in the table.
  4. Click on the reference number of the plan you wish to select. Your previous screen will open with this plan being selected.

To search using a full or partial BA id

If you don't remember the entire ERP reference number, you can search for plan looking for BA Ids that have the same beginning. Here's how.

  1. Click on the ERP Plan Ref # Search button to open this screen.
  2. Type in as much of the beginningof the BA Id as you remember in the ERP Licence BA Id field.
  3. Click on the Search button. All ERPs whose BA Codes begin with the code specified will be shown in the table.
  4. Click on the reference number of the plan you wish to select. Your previous screen will open with this plan being selected.

To search using a specific category and type

If you don't remember the entire ERP reference number, you can search for plan looking specific plan categories and/or types. Here's how.

  1. Click on the ERP Plan Ref # Search button to open this screen.
  2. Select the category of the plan of interest using the ERP Category drop-down list.
  3. Select the type of the plan of interest using the ERP Type drop-down list.
  4. Click on the Search button. All ERPs whose category and/or type is the same as specified will be shown in the table.
  5. Click on the reference number of the plan you wish to select. Your previous screen will open with this plan being selected.

Emergency Response Plan Advanced Search

A sample of the Emergency Response Plan Advanced Search screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

ERP Plan Reference Number
Type in as many of the beginning numbers as you remember of the ERP your are interested in, in the ERP Plan Reference Number field and click on the Search button. All ERPs whose reference numbers begin with the numbers specified will be shown in the table.
ERP Name
Type in as much of the beginning of the plan name as you remember in the ERP Name field and click on the Search button. All ERPs whose plan names begin with the name specified will be shown in the table.
ERP Licence BA Id
Type in as much of the beginning of the BA Id as you remember in the ERP Licence BA Id field and click on the Search button. All ERPs whose BA Codes begin with the code specified will be shown in the table.
ERP Category
Select the category of the plan of interest using the ERP Category drop-down list and click on the Search button. All ERPs whose category is the same as specified category will be shown in the table.
ERP Type
Select the type of the plan of interest using the ERP Type drop-down list and click on the Search button. All ERPs whose type is the same as specified type will be shown in the table.
Search button
Click on the Search button to see ERPs that match the specified criteria. The results are shown in the table.
ERP reference number links
Click on the ERP reference number link of ERP of interest to select this ERP. The previous screen will be opened with this ERP selected.

Using the ERP Submission Acknowledgement screen

Review and print a summary of your submission.


The Submission Acknowledgement screen shows you the details of your Emergency Response Plan just sent to the AER.

To print this screen for your records, click on the print button.


Submission Acknowledgement

A sample of the Emergency Response Plan Submission Acknowledgement screen.
Items on the screen are described below.
For directions on using this screen, click on the Using tab.

Screen Item Descriptions

Each item on this screen is listed and described below.

Submission Details

Important information about the submission you have just completed are listed in the Submission Details section. These are:

  • Submission Id: The unique identifier assigned by DDS to this submission.
  • Submission Date: The date this submission was made. This is always today's date.
  • Submission Status: The status of this submission.
  • Submission Stage: For registration only and indicates whether saved or submitted.
  • Submission Time: The time this submission was made.
  • Submission Type: The type of submission you just completed. For Emergency Response Plans, this is always EPR.
  • Login ID: The DDS Login Id used when making this submission.
  • Submission Description: A brief description of the submission you just made. This includes the Company Name and BA Code and a brief description of this submission.

ERP Plan Details

This section identifies the ERP Plan Reference Number (ERP Plan Ref #) which is assigned once the ERP is approved and the ERP name. For new plans, this section will display New.

Contact Details

Details of the key contact person for this ERP are listed in the Contact Details section.


Back button
Click on the Back button to return to the first screen of this service. If you are a delegate, this will be the Licensee Selection screen, otherwise it will be either the ERP Registration Selection screen or the ERP Maintenance Selection screen.
Print button
Click on the Print button to open a printer-friendly version of this screen. This use your Browser's print feature (usually Print of the File menu) to print this page.

Supplemental Information

ERP Plan Types


There are eight types of ERP plans cover the following four situations: (1) Sour Gas, (2) Supplements to an ERP, (3) High Vapor Pressure, and (4) Hydrocarbon Storage Cavern.

Parent and Child ERPs


Companies have the option to organize their Emergency Response Plans using a Parent/Child model. In this model, a core plan is prepared that contains the corporate ERP information for an entire area. This core plan becomes the Parent plan. Individual ERPs for operational areas are then added to this Parent plan, and become the Child plans.

For example: A company may have an ERP for all of Southern Alberta (the Parent plan), and individual plans for the Brooks area, the Bow Island area, and the Crowsnest area. Brooks area plan, the Bow Island area plan, and the Crowsnest area plan are Child plans within the Parent plan—the ERP for all of Southern Alberta

Note: Do not confuse the Corporate portion of a Production Facility ERP (the parent) with a Corporate Plan. There is still no requirement for submission of Corporate ERPs to the AER.

Companies have the option to register Parent/Child ERPs as either one plan, or following the Parent/Child model. If the Parent/Child model is chosen, the Parent portion must be registered as Operational-Sour Production and the Child portions must be registered as Supplemental-Operational Area Supplements. If the Parent/Child model is chosen, please note the following:

Registration Order for Production Facilities


Frequently Asked Quesions

How do I get a username and password?

Please contact your company DDS Administrator to set up a username and password that has access to the oilfield waste disposition. Please have your company DDS Administrator contact the AER DDS Administrators at DDSAdministrator@aer.ca if they encounter any difficulties with setting up the account and granting access to the Oilfield Waste Disposition Submission System.

If your company does not have a DDS Administrator, details for obtaining a Digital Data Submission (DDS) account is provided within the on-line help on the DDS Home Page. You can also contact the AER DDS Administrators directly at DDSAdministrator@aer.ca.


How do I access the on-line form and enter the information?

Refer to the Annual Oilfield Waste Disposition Reporting: The DDS Service Users Guide.


How can I track the progress of the ERP review?

In the Maintenance section of the DDS registration you will be able to check the current status of the ERP.


It doesn’t seem like you are capturing much information in this registration form. What’s
the point of it?

At this stage, the registration system is comparable to a cover page. It allows us quick access to the main facts of the ERP at a glance, and also allows us to electronically capture all of the existing ERPs in the province. In future releases we will be moving toward an electronic submission process much like the current Directive 56 application process. All ERP’s will have to be submitted electronically, and therefore all the pertinent information will be electronically included with the registration.


If we submit an electronic registration for an operational - sour production ERP,
how long will it take to review and approve these?

We will be operating under the same timelines we always have been for new ERP submissions. For the registration and approval of existing approved ERP's, we are currently developing a comparison process to ensure they are approved as quickly as possible.


Max. H2S % - does this mean the highest H2S of all facilities and wells in the whole
gathering system?

We are looking for you to enter the highest H2S of the entire gathering system - does not necessarily have to match the largest EPZ mentioned above. The intent is to capture the maximums.


Size of Largest EPZ – does this mean the largest EPZ for the whole gathering system that
the ERP covers?

We are looking for you to enter the largest EPZ within the gathering system, which can reference a facility, well, or pipeline.


What location do I enter for Production Facility ERPs?

This is your own discretion. Many companies are choosing to use the location of their main facility (gas plant, batter, compressor, etc.) within the gathering system.


What do we enter if the Nearest Urban Center is within the EPZ?

For drilling and completions ERP's, we are looking for the distance to be from the well centre. For Production Facilities, use the distance from the main facility (gas plant or battery).


The numeric size limitations do not allow me to correctly enter my data. For example, my distance to the nearest urban centre is 0.3km, but I am unable to enter in decimals. How can this be captured?

Unfortunately there are some fields that are unable to accommodate the size of the number required. Until this issue is resolved in the next release phase, please ensure that the information is included in the Comments section.


What are the limitations for the numeric fields?

Max. H2S%: 3 digits and 4 decimals
Max. H2S Release Rate (m3/sec): 4 digits and 4 decimals
Max. H2S Release Volume (m3): 3 digits and 2 decimals
Proximity to nearest Urban Centre (KM): 4 digits and 0 decimals
Size Of largest EPZ (KM): 3 digits and 2 decimals
Total # of surface developments: 5 digits


What are the definitions for the Category drop down menu options?


There is no place to enter the Consultant name and contact information.

Until this issue is resolved in the next release phase, please ensure that the information is included in the Comments section.


Which licenses do you want linked to the production facility ERPs?

The intent of this system is to capture all licenses attached to the Production Facility ERP. This includes wells, pipelines and facilities. We recognize this number could run in the 100’s. therefore the registration process is able to incorporate a file upload instead of a "one licence at a time" linking process. The Help section in the Electronic Registration Guide provides comprehensive instructions on how to upload a list of licenses from your system to the Registration system.

Recognizing that there may be many line segments attached to a single pipeline licence or several event sequensces for a single well licence, please link each licence number to the ERP only once.


My Production Facility ERPs are such that there is a primary section (parent) and then
numerous area site specific sections (child) supplemental to that. How do I register
these?

The main or primary area of the ERP would be registered and provided an ERP Plan Reference Number. All subsequent areas can be tied to this Primary Reference Number by registering each as a secondary area to the primary number. Each secondary area will be given the same number as the primary area was assigned.


Why is only the consultant's company and phone number recorded?

This ERP form is just a summary of the information in the ERP. Greater details are be available in the ERP if required.


What do we enter for the size of EPZ rate if our ERP is for a facility having wells, pipelines, and other facilities, all with different sized EPZs?

Type in the size of the largest EPZ in the Size of EPZ field.

You will have to link all the licences within that Facility ERP. Then the reviewer can use the licences to access all the ERP information when required.


What do we enter for the release rate, maximum H2S%, and maximum H2S release volume if our ERP is for a facility having wells, pipelines, and other facilities, all with different rates and volumes?

Type in the largest release rate of H2S in the Max. H2S Release Rate field, the largest maximum H2S concentration in the Max.H2S% field, and the largest maximum released volume of H2S in the Max. H2S Release Volume field.

You will have to link all the licences within that Facility ERP. Then the reviewer can use the licences to access all the ERP information when required.


What do we enter for the distance from the Nearest Urban Centre if it is within the EPZ?

For Site-Specific ERPs, use the distance to the well centre.
For Production Facilities, use the distance to the main facility (gas plant or battery).


When I try printing certain DDS screens, some of the information on the right side is missing?

Some of the DDS forms are too wide to be printed on an 8½×11–inch paper. Try changing the page orientation to landscape before printing the screen. Most Browsers allow you to change the orientation using the Page Setup option found on the File menu.