Frequently Asked Questions - Application Management System (AMS)

The Commission’s Application Management System (AMS) is a permit application and information portal that provides a consistent application process for all oil and gas permits.

AMS has shifted the manual, paper based oil and gas permit application process into an online submission process. Historically, the Commission received approximately 4,000 – 5,000 permit applications per year in either hardcopy or quasi-electronic format (via the KERMIT system). Through AMS, the application content is validated at the time of submission, ensuring application requirements are in the form and manner outlined within the Oil and Gas Activities Act. Through AMS, the number of errors therefore are reduced and a more streamlined process is created.

The Commission has set up a webpage dedicated to AMS. Additional information on the application process can be found on the Oil and Gas Activity Application Manual webpage.

As communicated via Industry Bulletin, the AMS system was implemented on July 11, 2016. 

The Commission’s KERMIT database still exists. Applications previously submitted via KERMIT will now be submitted via the AMS. Other KERMIT functionality will continue to exist, such as the management of operational pipeline and facility data, as well as compliance and enforcement activities.

Terminology is summarized in the Terminology QRG and is also found within the Commission’s glossary.

The following activity types can be submitted through the AMS. More information on completing the application requirements associated with these is found on the Oil and Gas Activity Application Manual webpage.

  • Oil and gas activities: applications for wells, pipelines, facilities, roads, and geophysical exploration
  • Related activities: applications for authorizations through specified enactments under the Land Act and Water Sustainability Act
  • Provincial NEB authorizations: applications for the Provincial authorizations associated with federal pipelines, through specified enactments under the Land Act and Water Sustainability Act
  • Other submission types: Historical data submissions for pipelines and facilities can be submitted via the AMS, as well as ALR assessments on private land.

Applications made to the Commission via AMS can be either for a permit under the Oil and Gas Activities Act (OGAA) or for authorizations for National Energy Board (NEB) permits. Spatial packages must be prepared separately for these applications.

A construction corridor is an additional mapped area around the proposed activities providing the permit holder with the flexibility to adjust the footprint of permitted activities (with some limitations) after the permit is issued. Providing all activities stay within the construction corridor, applicants have the ability to move permitted related activities or the footprint of oil and gas activities, provided the activities themselves (pipe or road centerline, well surface location) have not been relocated, without having to submit an amendment; and record the actual impact and location on the post construction plan. The width of the construction corridor is left to the discretion of the applicant. More information can be found in the spatial submission standards manual on how to create construction corridors in the spatial data shapefile.

The Application Analysis Tool enables applicants to spatially plan their application using the publically available data that Commission staff use to make decisions. Applicants can upload spatial data and move around their activity to minimize conflicts and create a ‘to-do’ list for preparing the application. More information on the AAT is found in the Oil and Gas Activities Application Manual and on the AMS webpage.

Yes, applications can be drafted over time.  However, an application is populated with the upload of a spatial data shapefile and those data fields that are not spatial derived require the user to data enter information.  If different activities are added to the application while being drafted; new spatial data will be required to be uploaded and new activity identifiers will be given to each activity with each upload.  Users must be aware that the upload of new spatial data will overwrite the previous drafted application.

No, the AMS includes spatially derived fields. Therefore, any place in the application where information requirements come from government systems (such as the forest district, land type, etc.), the system will automatically populate this information on behalf of the applicant.

No. An application submitted via AMS can be composed of a single activity or multiple activities. It is at the discretion of the applicant to determine how many activities they want to include in the application.

No. There are some optional data requirements included in AMS. These are labelled as optional. All other fields are mandatory

This situation can occur when the Commission makes changes to the system(s) as part of ongoing enhancements. Once an application is set to in-revision, it is treated as a new application when submitted.  Any changes made to the system(s) may include new requirements for spatial data, mandatory information etc. which is compulsory to be provided. Enhancements made to the system(s) improve data accuracy and facilitate improved data management and are crucial for the Commission’s operations.

Yes. When you are in an application, there is a print option in the top left menu of the AMS.

Yes, however, an applicant has the option of revising their application in order to remove the activity or can request that the Commission proceed to a decision.  The Commission may choose to permit some activity and refuse to permit some activity.

The Application Analysis tool will only show if an application has been submitted. A user can only see the status of an application if they have been granted the “Application” role by the applicant company. The status is then displayed on the dashboard or in the header of the navigation panel within the application.

An application goes into 'Timed Out' status when it has not been worked on for a period of three months. At any point, proponents can change the status from 'Timed Out' back to 'In Progress (Draft)' by going into the application and SAVING it. Once the application is saved, the application status automatically changes back to 'In Progress (Draft)' and is again available for edits and updates.

NOTE: Applications that have been in 'Timed Out' status for a period of four months will be removed from the system.

Yes, but the entire application will be put to an ‘In Revision’ status.  The applicant can choose to revise portions of, or the entire application.

After receiving a request for revision, staff can change the status of an application to “In Revision” to allow the applicant to make the necessary changes. Additional information on the revision process can be found in the Oil and Gas Activity Application Manual webpage.

Both the process of putting an application on pending and the application withdrawal process are managed internally. An applicant cannot make these changes through the AMS. Applicants can contact an authorizations manager to make these status changes. Once these status changes are made, they will be shown on the applicants dashboard in AMS.

Yes. To support the transition to the multi-activity application approach, a change to the numbering system was made. No longer will OGC numbers or KERMIT SRA numbers be the main identifier associated with an application. All applications submitted in the AMS will be assigned an application number. This application number will be abbreviated as the AA# and will be sequentially assigned from AA# 100,100,000.

Upon decision, all activities permissioned will be referenced under an Application Determination Number (AD#). For an application including new activities submitted via AMS, the AD# will be the same as the AA#.

More information on the numbering system can be found within the Business Identifiers QRG.

All activities that have previously been permitted by the Commission will be assigned an AD#. These numbers have been sequentially assigned from AD# 100,000,000.

Yes. There are activity identifiers created for the related activities within the scope of the AMS, including Short Term Water Use (STWU#), Changes In and About a Stream (CIAS#), Associated Oil and Gas Activities (AOGA#) and NEB Ancillary Activities (ANC#).

These activity identifiers still exist in AMS. Applicants will be provided with their activity identifier(s) once they begin an application.

Please note: Activity identifiers may change if new spatial is uploaded while the application is in progress or during a revision and do not become "permanent" until an application receives a positive decision.

You can perform a search within the KERMIT database by activity identifier to determine what a specific AD# is.

Securities for applications in AMS work the same way as they did in KERMIT.  It is important that the Company Administrator ensures the proper securities are maintained.  Currently, as soon as a Company Administrator grants a person Application security, access is granted to view (and edit prior to submission) all applications immediately. If you do not know who your Company Administrator is, please contact servicedesk@bcogc.ca and request the contact details.  For more information on company administration, please refer to the Permit Operations and Administration Manual or the External KERMIT Company Admin How To Document.

Securities for applications will work the same as they currently do in Kermit.  Once granted the ‘applications’ security role for a company, a user can see all applications started by the company.

Survey companies will need to get access to the Application Analysis role from the applicant company. Once access is gained, users will be able to use the Application Analysis tool without constraints. The Application Analysis role and the Application Analysis tool however, do not allow the user authority to view or edit applications for the applicant company unless the applicant has granted them the Application security role.

The Commission has not made any changes to the way application security roles work with the implementation of AMS.  Applicants who give application security roles to consultants and/or representatives are responsible for managing the security of their applications.  Representatives will have access to all applications for a specific company once granted application security role.

An amendment is initiated by using the corresponding AD#, activity identifier, or legacy OGC file number and selecting from the associated permitted activities that are listed based on the inputted value. The user can then indicate if the selected activities require land, technical or land, and technical amendment. AMS pulls in all the known permitted data into the application to be amended as needed.

No.  An amendment will overwrite current data, which is why applicants cannot apply for more than one amendment at a time.  Rules are set up in the system to prevent multiple amendments from being submitted.

Applicants can choose to amend a single activity within a multi-activity application or select the entire permit (approved application). 

A permit holder can add Associated Oil and Gas Activities and/or Water Act authorizations to an existing OGAA permit.  A permit holder cannot add additional OGAA activities to an existing permit. 

Well authorization numbers are assigned in the order in which the features are created in the shapefile. This order, indicated by the FID, can appear to be random when a shapefile is converted from a different format. To ensure these activity identifiers are assigned in the preferred order, we recommend generating the features in ArcGIS when possible.

The Data Source attributes are being used to infer accuracy and will replace the previously more detailed capture method requirements of ePass.

Applicants have the option to change/update some spatially derived workflows in AMS. The user will be required to provide rationale explaining why changes have been made to the spatial data and the updated fields will be denoted in a way that alerts the client and reviewer that a change was made.

There are two ways to correct this:

1. Go to the validate page and validate the application. After validation is complete, you will be see a “Process” button at the bottom of the validation page.  Press the button and all the spatially derived values that are showing red exclamation marks will be re-populated.
2. Click validate on the activity page and then click the process button in front of the UTM coordinates. 

The submission of an MOTI polygon in AMS is mandatory when an applicant requires new cut within the MOTI right-of-way.  If the application does not require new cut within an MOTI rights-of-way in the application, it is not mandatory to include the MOTI polygon.

In a new application you can upload new shapefiles under the "Spatial Data" tab  using the same steps when starting an application. The history of shapefiles uploaded in an application will show on the "Spatial Data" screen under "Spatial Submission Upload History".  There is no need to "remove" existing spatial data.

*PLEASE NOTE: Uploading a new spatial data package will overwrite all existing spatial and non-spatial data previously entered into the application.

In situations where the applicant is submitting spatial data to reference a previously permissioned polygon in a new application or replacing a previously permissioned polygon in an amendment, and there is no existing spatial data in Commission databases, the land identifier (LAND_ID) attribute must me left empty; this will be the case for all land authorizations approved by the Commission prior to ePass. In this situation Commission staff will review to ensure that the polygon is representative of previously authorized land for the applicant.

For more information please see the AMS Spatial Data Submission Standards.

Each polygon representing a land area, when authorized by the Commission, will be assigned a unique Land Identifier (LAND_ID). This number will be referenced throughout the lifecycle of the authorized land polygon. Applicants must reference the land identifier in the submission of spatial data via AMS when referencing a previously permissioned area in a new application or replacing a previously permissioned area during an amendment application.

Applicants can find their unique land identifiers for all currently authorized polygons via data published on the Commissions Geospatial Services page, the AMS Map Viewer OGC Permit Data and/or via the eSubmission portal if the user has been granted permission to access permit information on behalf of an operator. The following features contain land identifiers unique to each polygon:

  • Well and/or Facility Sites AMS
  • Pipeline Rights-of-Ways
  • Road Rights-of-Ways
  • Associated Oil and Gas Activities and Ancillary Activities

Currently the validation for new applications for installations requires them to be submitted within a pipeline rights of way polygon and within 10m of the associated segment. We are working on updates to the AMS system to submit installations outside of these validation rules, however, in the meantime we ask that clients submit their installation locations in the pipeline rights of way polygon in order to have the system validate installations for new applications.

Please ensure you add *.bcogc.ca to your pop-up blocker exceptions in your web browser settings to enable use of the map.  You may need to contact your IT department for assistance with this browser configuration issue.

There have been changes to the spatial data requirements. A new Spatial Data Submission Standards Manual has been developed and more information on spatial requirements is found on the AMS Spatial webpage.

The ePASS system retired as of July 11, 2016. Spatial data now comes in via AMS or via eSubmission.

Spatial data now forms part of the application process and no longer needs to be submitted separately through ePASS. Once you begin your application and select the oil and gas activity types that are included in the application, the system will prompt you to upload the appropriate spatial data. 

Within the application, ‘contractors’ are a list of the ‘experts’ that were used to supply information for the application as well as enable ‘a notice of use of professional designation’.  This notice is simply an e-mail to the contractors advising them that their professional designation has been used on an application submitted to the Commission; as well as providing notice of the change in a status of the application.  Contractors can include Land Agents, Engineers and Archaeologists.  Contractor information within an application assists staff during reviews by providing correct contact information. 

Providing contractor information within an application has no effect on who can access the application, nor does it have any bearing on who can work on a permitted activity in the field.

Based upon the location of the activities included in the application, the applicant must follow the Land and Resource Management Plans (LRMP’s) as per the Environmental Protection and Management Guideline, specifically the special management zones. Since some LRMP’s do not define “special”, the Commission has included all RMZ’s.  The applicant will be required to review the applicable LRMP to determine if further rationale is required, including Mitigation Plans, where applicable.

Yes. Applicants are required to use the line list posted in the documentation zone of the website. This specific format is required to be uploaded into the AMS.

There can be various validation errors with the line list: 

The header of both line lists provide instruction on the formatting. Applicants CANNOT MANIPULATE the line lists to change the formatting - this will give an error. In both the Rights Holder Engagement and the Consultation and Notification line lists, any values that can be selected from a drop down list SHOULD be selected from that list.  If there is any difference between the typed value and that provided in the drop down list, the system will generate an error. Selecting values only from the drop down list will avoid this issue.

Applicants will also get errors if they:

  • Cut and paste content from one document to the line lists. This will overwrite the formulas within the spreadsheet and give errors.
  • Clear the data and formulas in the list. If the formulas are removed it will give an error. 
  • Enter incorrect formatted values.  The system identifies where to separate these values via punctuation, etc, and if there is extra punctuation, there will be an error.
  • Try and upload a Rights Holder Engagement line list instead of a Consultation and Notification line list, or vice-versa.

 

The linelist are uploaded in to the AMS application and thereby, a printable format is available.

Applicants can select ‘yes’ to the exemption and must upload the approved exemption. 

As with current processes, the Commission does not accept a verbal non-objection.  If a documented non-objection cannot be obtained, the applicant cannot apply prior to the specified timeline.  The line list would require ‘yes’ to be selected under ‘non-objection letter’ for all listed landowners and a non-objection letter must be submitted with the application for each landowner.

No. All the C&N requirements are built into the AMS.

First Nation consultation packages do not need to be submitted. The AMS generates the First Nation consultation package for Commission staff to distribute to communities in electronic format.

 

Yes, the preference would be to include all activities on one construction plan.

Yes, there is still the requirement to upload specific maps and plans. Applicants will be prompted to upload the required PDFs within AMS. Please see the Oil and Gas Activity Application Manual for more information.

The well classification will default to ‘Developmental’ and the applicant can change it, if necessary.

The oil and gas field name is pulled spatially and may not populate because the well point is located outside of a field or located where two fields overlap.  Wells must be named based on the well naming convention.

PNG title numbers are entered for the wellpad.  If the application involves multiple wells on the same pad with different PNG title numbers; the applicant can submit all applicable PNG title numbers for the entire wellpad.

The user selects the ‘+’ button to add the additional PNG title numbers.

Yes, exemption requests are specific to each particular well. 

If the application has not yet been submitted, yes, the applicant can add additional activities, including subsequent wells to their application.  Revised spatial data would be required to show this additional activity.

Once the application has been approved, the applicant will be required to submit the subsequent well as a separate new application.  

The same process exists as it does now. The applicant will be required to submit an amendment to change the classification.

No, this requirement has always been in place. Previously it was submitted as part of the well name in the form of ‘et al’. In AMS, the well name is constructed by the system therefore, whether or not a working interest partner is involved is required.

If the proponent wishes to submit either an ‘et al’ along with names working interest partners, or only add a ‘et al’ with no named working interests, they should simple select the “More Than   One WIP” checkbox.

Once they save the well overview page,  they will see the ‘et al’ shown in the well name on the Well Details

Associated Oil and Gas Activities are related to OGAA activities and are required to support and carry out the OGAA activity. Ancillary Activities are related to NEB activities and are required to support and carryout the NEB activity.

Yes, but some terminology has been clarified. Activities previously referred to as stand-alone Crown land applications or ancillaries will now be referred to as the following:

  • For OGAA related applications:  ancillaries will now be referred to as an “Associated Oil and Gas Activity” and can be applied for as a single activity application or as part of a multi-activity application.
  • For NEB related applications:  ancillaries will continue to be referred to as “Ancillaries” and can be applied for as a single activity application or as part of a multi-activity.

If 'Riparian Class' is any one of 'S1, S2, S3, S4, S5, or S6', then the system displays Bank Full Stream Width and Stream Gradient

If 'Riparian Class' is any of the 'S1, S2, S3, S4' than Fisheries Habitat Assessment is MANDATORY.

You can apply for these activities together in the AMS. Make sure to select both ‘road’ (or pipeline) and ‘changes in and about a stream’ when you select the activities for the application.

Yes. Pipeline segments are part of the spatial data that is uploaded into the application.

Pipeline installations are mandatory only if present on the pipeline.

Applicants can upload additional pipeline installations at any point during the application preparation within AMS as long as the spatial for the correct corresponding segment IDs has been submitted.  Users may wish to become familiar with the spatial submission standards outlined in the Spatial Data Submission Stanards manual.

If you are adding both new segments to your project and new installations to those new segments, you must ensure that you have submitted the spatial for the new segments before you try to add the associated pipeline installations to them.  All installation points must correspond to the correct (and available) Segment IDs for the amendment or uploading pipeline installations will not work.

To help with future system integration projects and to be consistent with other regulators terminology.  This also helps distinguish between pipeline equipment and facility equipment.

No, the past requirement of only five segments per pipeline application has been removed. AMS supports any number of pipeline segments.

A segment is defined as a section of pipeline within the pipeline system.  A pipeline system is made up of one or more segments of pipeline or a group of pipelines; including gathering lines. 

Spatially, we have separated the surface pipeline rights-of-way from the pipeline centerline requirements.  Pipeline rights-of-way will be a polygon shape file; while the pipeline centerline is a line.  Pipeline centerlines will be shown from tie-in point to tie-in point and must be located within the surface rights-of-way or a wellsite/facility polygon.  The surface right-of-way is required to determine impact to the land and is required on both private land Crown land.  Construction plans should show the right-of-way segmented to match engineering segments for ease of future amendments or transfers.

They need to be all in the same zip file. They may be different shapefiles, but they are submitted together. The shape file for the pipeline right of way will be submitted as a polygon and represents the surface right-of-way for the pipeline.  The shape file for the pipeline centerline will be submitted as a centerline and represents the engineering specifications. 

Road Width: Is the running surface area of the road.

Maximum Right of Way Width: Is the width of the entire right-of-way that includes the running surface area of the road and area needed to support the construction and maintenance of the road.

The “Add Segment” button on the Road Overview tab has been removed as a result of spatial validation changes which went live on Dec 8th, 2017.  The “Add Segment” button allowed Road segment spatial to be uploaded without an associated land polygon as part of a technical amendment.  This allowed incomplete application submissions into the AMS system, necessitating the removal of this option.

In order to add segments to new and existing Roads, spatial packages for Land/Land-and-Technical amendment or New Road Applications can be uploaded:

  • Through the Application Analysis tool.
  • Under the Spatial tab when creating the application/amendment.
  • Under the Spatial tab while the application is in progress or in revision.

Roads can be submitted as part of a multi-activity application or as a single activity application, but they do not have to be applied for specifically with the well or the pipeline. Roads will get a unique activity identifier and are not tied directly to the well or pipeline.

Applicants wishing to submit a (new) non-status road (or transition road) application are required to submit a New Road Application.  Within the application the user can then select the road application type as either:

  • New Road
  • Transfer of Jurisdiction
  • Non-Status to Road Permit
  • Non-Status to Road Permit with modifications.

For those existing roads (where the Commission has issued a road number); applicants are required to submit an Amendment Application.  When the user enters the existing road number (activity identifier); the AMS Application system does a validation behind the scenes and checks to see if a Road Permit has been issued. 

Once the system validation has occurred, one of two things will happen:

  1. If a road permit has been issued, the application will continue as if it is a normal amendment.  The user will not see any additional questions and these amendments will follow the normal amendment process.
  2. If a road permit has not been issued, the user will see the following question: