technical user guide to hr ess - earth...

RAM Business Portal

RRAM Business Portal

User Guide

Department of Economic Development, Jobs, Transport and Resources

RRAM Business Portal User Guide

RRAM Business Portal User GuideHow To Use This Guide.................................................................................................................................... 1

Introducing the RRAM Business Portal.............................................................................................................2

What Do I Need To Do To Start Using The RRAM Business Portal?............................................................2

What Support Will Be Available For Tenement Holders?..............................................................................2

Client Registration and Maintenance................................................................................................................3

Registering An Account In RRAM................................................................................................................. 3

How Do I Register An Account?................................................................................................................3

Registering As A Contact.............................................................................................................................. 7

How Do I Register As A Contact of an existing Account?..........................................................................7

How Do I Update My Details?.................................................................................................................12

How Do I Log Out?.................................................................................................................................. 13

Maintaining An Account.............................................................................................................................. 13

How Do I Approve Or Decline Contacts For My Account?......................................................................13

To Approve A Contact:........................................................................................................................ 14

To Decline A Contact:.........................................................................................................................14

How Do I Deactivate A Contact?.............................................................................................................15

How Do I Activate A Contact?................................................................................................................. 16

How Do I Assign Another Primary Contact To My Account?...................................................................17

How Do I Remove A Primary Contact From My Account?......................................................................17

How Do I Know If A Contact Is A Primary Contact?................................................................................18

How Do I Update My Account Details?....................................................................................................19

Agents and Consultants.............................................................................................................................. 20

How Do I Associate An Agent With My Account?....................................................................................20

How Do I Associate A Consultant With My Account?..............................................................................22

How Do I View Agents And Consultants Associated With My Account?.................................................23

How Do I Remove “Authorise To Apply” Permission From An Agent?....................................................24

How Do I Sever The Relationship With An Agent Or Consultant?...........................................................24

Agents and Consultants.................................................................................................................................. 25

How Do I Know Who My Clients Are?.....................................................................................................25

RRAM Basics.................................................................................................................................................. 26

Read And Edit Mode................................................................................................................................... 26

Read Mode......................................................................................................................................... 26

Edit Mode............................................................................................................................................ 26

Related Lists............................................................................................................................................... 27

Applications.................................................................................................................................................... 28

How Do I Create A Tenement Application?.................................................................................................29

Page: Earth Resources Regulation V1.0


As An Agent, How Do I Create A Tenement Application On Behalf Of My Client?..................................29

Completing A Tenement Application...........................................................................................................31

Saving An Incomplete Tenement Application..........................................................................................32

Discarding An Incomplete Tenement Application....................................................................................32

Business Ownership Of The Tenement Application................................................................................33

Creating A Partnership For A Tenement Application..........................................................................33

Billing Contact Details For A Tenement Application................................................................................34

Adding An Attachment To A Tenement Application.................................................................................35

Attaching Multiple Files To An Attachment Field.................................................................................35

Removing An Attachment From A Tenement Application...................................................................35

Submitting A Tenement Application.........................................................................................................36

Proceed To Payment............................................................................................................................... 36

On Submission................................................................................................................................... 38

Submitting An Application........................................................................................................................ 39

On Submission................................................................................................................................... 39

How Do I View My Tenement Application?.................................................................................................40

Opening A Tenement Application............................................................................................................41

How Do I View Financial Transactions?......................................................................................................41

How Do I View The Tenement Associated With My Application?...............................................................42

Salesforce Owners and Authors.................................................................................................................42

How Do I Change The Author Of A Document?..........................................................................................43

How Do I Change The Owner Of An Application?...................................................................................44

How Do I Change The Author Of An Application?...................................................................................44

Severing An Agent Relationship.........................................................................................................45

How Do I Withdraw A Tenement Application Once It Has Been Submitted?...........................................45

Tenements...................................................................................................................................................... 46

How Do I View My Tenements?.................................................................................................................. 46

Opening A Tenement Application............................................................................................................46

Variations........................................................................................................................................................ 47

How Do I Create A Variation?.....................................................................................................................47

Proceed To Payment............................................................................................................................... 49

Submitting A Variation............................................................................................................................. 51

Variation Types........................................................................................................................................... 51

Transfer.............................................................................................................................................. 51

Renewal.............................................................................................................................................. 52

Cancelled Due To Amalgamation.......................................................................................................52

Cancelled Due To Consolidation........................................................................................................53

How Do I View Variations Associated With A Tenement?...........................................................................53

How Do I Edit A Variation Associated With A Tenement?...........................................................................54

Earth Resources Regulation V1.0 Page:


How Do I Discard A Variation?....................................................................................................................54

How Do I Know When My Variation Is Effective?........................................................................................55

Legislative Reports......................................................................................................................................... 57

How Do I Create A Legislative Report?...................................................................................................57

Attaching Files To A Legislative Report..............................................................................................59

Submitting A Legislative Report...............................................................................................................60

Viewing All Your Legislative Reports.......................................................................................................61

Viewing Legislative Reports For A Specific Tenement............................................................................61

Compliance..................................................................................................................................................... 63

Incident....................................................................................................................................................... 63

Creating An Incident................................................................................................................................ 63

Editing A Saved Incident......................................................................................................................... 65

Deleting A Saved Incident.......................................................................................................................65

Submitting An Incident............................................................................................................................. 65

Complaints.................................................................................................................................................. 66

How Do I Create And Submit A Complaint?............................................................................................66

Acknowledgement Of My Complaint Submission....................................................................................67

Objections................................................................................................................................................... 68

How Do I Create And Submit An Objection?...........................................................................................68

Plans............................................................................................................................................................... 69

Creating A Plan........................................................................................................................................... 69

Viewing Plans............................................................................................................................................. 69

Edit An Existing Plan And Its Related Risks................................................................................................69

Risk Assessment..................................................................................................................................... 71

Risk Treatment................................................................................................................................... 71

Monitor and Review............................................................................................................................ 71

Completing Your Risk Assessment.........................................................................................................71

Risk Related Document........................................................................................................................... 74

How Do I Submit A Plan?............................................................................................................................ 75

How Do I Change The Author Of A Plan.....................................................................................................76

An Account With Business Ownership....................................................................................................76

An Agent Account (no Ownership)..........................................................................................................76

Sever My Relationship With An Agent ~ Plans...........................................................................................77

Bonds.............................................................................................................................................................. 78

How Do I View Bond Related Documents...................................................................................................78

Trouble Shooting............................................................................................................................................ 80

Hide Feeds.................................................................................................................................................. 80

Raising An Objection:.................................................................................................................................. 81

Page: Earth Resources Regulation V1.0

RRAM Business Portal User Guide Client Registration and Maintenance

How To Use This GuideThis guide has been written for users of RRAM who apply for licences. It explains how to carry out functions within RRAM.

Throughout the guide the following icons are used to draw your attention to specific information. Below is a description of each icon.

Note: This provides additional information on the task you are currently doing.

Tip: This is short cut, or a piece of useful information.

Beware: Take note of this information as it is important.

Remember: This is a reminder of a process or something you need to do.

Mail: Indicates that email is sent, and who will receive it.

Business Process: Explains the business process around the topic being discussed.


Client Registration and Maintenance RRAM Business Portal User Guide

Introducing the RRAM Business PortalRRAM is the Resource Rights Allocation and Management solution that Earth Resources Regulation has developed in consultation with the earth resources industries, to administer and regulate Victorian mining and petroleum tenement activities.

Proponents and tenement holders can now access the RRAM Business Portal via the internet to apply for a tenement, complete a work plan, track the status of their application, pay fees and complete their reporting.

The RRAM Business Portal is simple to use, enabling tenement holders to communicate with Earth Resources Regulation and complete regulatory business transactions via the internet at anytime from anywhere.

The key change is that the control will be put into your hands, the tenement holder, enabling you to manage your business online.

What Do I Need To Do To Start Using The RRAM Business Portal?To take advantage of the online RRAM Business Portal, you must be registered as a RRAM user.

Current and past tenement holders have been pre-registered. If you have not yet received your user name and log in details please email:

[email protected]

Subject: “Please send my RRAM Business Portal log-in details”.

Please include the following information in your email:

your full name your contact address your contact phone number your contact email address if you’re a company employee, the name of the company if you’re an individual, your full name as it would appear on a tenement if you are an agent, the name of your company all companies must also provide a valid ACN

What Support Will Be Available For Tenement Holders?The Department will provide tenement holders with access to informative guidelines and an intuitive easy to use RRAM Business Portal.

The RRAM business portal has been designed to be similar to other online services that are commonly used, such as online banking.

For any system access issue please email [email protected] and for operational issues please contact your Earth Resources Regulation Tenement Officer or Inspector.

Page: 2 Earth Resources Regulation V1.0 5/05/2023


Client Registration and MaintenanceRegistering An Account In RRAMThe first time that you use RRAM, you will need to register your account and a Primary Contact for the account. An account can be either a:

Company – A registered Company, Agent or Consultant with an ACN or ABN.

Individual – An individual with or without an ABN.

Agency – A government body such as EPA.

The person who registers the account becomes the Primary Contact for that account. Each account must have at least one Primary Contact. It is the Primary Contact’s responsibility to maintain the account. The Primary Contact has the ability to:

Approve or decline other Contacts for that account,

Change the account details,

Appoint Agents and Consultants to work on their behalf

Activate or deactivate other Primary Contacts.

How Do I Register An Account?To register a new account:

1. From the Energy and Resources website:http://www.energyandresources.vic.gov.au/earth-resources/licensing-and-approvals click on the icon.

2. The Resource Rights Allocation and Management website will appear:


http://www.energyandresources.vic.gov.au/earth-resources/licensing-and-approvals


3. Click on the link.

4. The Start Registration page will appear:

5. Enter your details.

Any fields with a red bar in front of them are mandatory and must be completed before you can click on the Start button.

6. From the Account Details area, select .

7. The Account Details area will appear. Enter your account details.



8. Once you have completed the details click on the Start button.

At this point RRAM will check the following:

That your company has not already been registered in RRAM.

Accounts are considered to be a duplicate if they have the same Account Name, and ABN, ACN or ARBN. If your account already exists in RRAM a message will appear.

That a valid ABN, ACN or ARBN has been entered. ABNs and ACNs are validated with ASIC. Individuals and Agencies are not required to enter an ABN.

9. The Account Details page will appear. Enter the required details.

If you need to go back to the Start Registration page, you can navigate back by clicking on the navigator on the left hand side of the screen.

If you require help whilst completing the fields, place your mouse pointer over the icon to display field help. E.g:

10. Once you have completed the page, click on the Next button.


Click here to go back to the Start Registration screen.


11. Finally, the Your Details page will appear. Enter your details.

User Name: A user name is your unique login name for RRAM. This is not your email address. Use your [email protected] (e.g. [email protected]) to create your user name. If your user name is already taken you can add a number (e.g. [email protected]).

12. When you have completed all the mandatory fields, ensure you

Read and acknowledge the Privacy Collection Notice, and

Read and agree to the Terms and Conditions,

13. Click on the Finish button.

Registration has now been completed. You will receive an email confirming your registration, your user name and the Terms and Conditions of use.



Registering As A ContactOnce an account has been created, other Contacts for that organisation can register to use RRAM. Any contacts registering to use RRAM on behalf of an account need to be approved by the Primary Contact of that account.

How Do I Register As A Contact of an existing Account?To register as a contact:

1. From the Energy and Resources website:http://www.energyandresources.vic.gov.au/earth-resources/licensing-and-approvals click on the icon.

2. The Resource Rights Allocation and Management website will appear:

3. Click on the Register to us RRAM link.

4. The Start Registration page will appear:


http://www.energyandresources.vic.gov.au/earth-resources/licensing-and-approvals



Any fields with a red bar in front of them are mandatory and must be completed before you can click on the Start button.

6. From the Account Details area, select .

7. The Find look up box will appear. Enter the name of the account for which you wish to register, then click on the Find button.

When searching for your account, you must enter at least the first two letters of the account name followed by an asterisk (*) to find all accounts beginning with those letters.

If you do not enter an account name in the text box, and then click on the Find button, the following message will appear:

8. A list of accounts will appear; select your account and click on the Start button.



At this point RRAM will check that you have not already been registered in the system. Within the account you are registering, RRAM will ensure there are no other users with the same surname, birthdate and email address.

9. The Account Details page will appear.

10. Review the account details; if you have selected the correct account, click on the Confirm button.

If you have selected the wrong account, click on the “Start Registration” tab in the navigator to the left of the screen to return to the registration screen and search for your account again.


Click here to go back to the Start Registration screen.


11. The Your Details page will appear.


If you require help whilst completing the fields, place your mouse pointer over the icon to display field help.

Eg:

User Name: A user name is your unique login name for RRAM - looks like an email address but it's not. Use your [email protected] (e.g. [email protected]) to create your user name. If your user name is already taken you can add a number (e.g. [email protected]).

13. Click on the Finish button.

14. If registration was successful the following message will appear on the screen.


mailto:[email protected]


15. An email will also be sent to the Primary Contact of the account, informing them that there is a contact that requires approval.

Once the Primary Contact has approved your registration, you will receive a confirmation email.

A contact will not be able to log into RRAM until they have been approved by the Primary Contact of the account.



How Do I Update My Details?A contact is able to change their details at any time. It is important that all details are current at all times. To update your details:

1. Once logged into RRAM, click on the icon to view your details.

2. Click on the button, and make the relevant changes.

You need to ensure that you have confirmed you have read the Privacy Collection Notice before the system will allow you to save your changes.

3. Once you have made all the necessary changes, click on the Save button.



How Do I Log Out?

1. To log out of RRAM, click on the icon.

Maintaining An AccountOnce an account has been established, the Primary Contact is responsible for maintaining the account details. Account maintenance includes:

Approving or declining additional account contacts

Deactivating contacts

Delegating other Primary Contacts

Updating account details

Nominating Agents and Consultants to work on behalf of your account.

How Do I Approve Or Decline Contacts For My Account?When a contact requests registration with an account, the Primary Contact of the account will :

Receive an email request for registration with their account.

See a visual representation on the Home page when logged into RRAM.

To approve or decline a contact:

1. Once you have logged into RRAM, click on the grey block telling you that you have contacts awaiting approval.

Alternatively you can click on the Contacts tab at the top of the screen, and select the Contact Pending Approval view in the View drop down list and click on the Go! button

2. A list of contacts awaiting approval will appear. Click on the name of the person you wish to review.



If you click on the Edit hyperlink in front of the contact’s name it will open the document in Edit mode. To be able to Approve a Contact you need to be in Read mode.

Click on the Cancel button to go back to the Contact Pending Approval view, and ensure you click on the name of the person.

3. Review the contact’s details and ensure the person is meant to have access to your account.

To Approve A Contact:1. To approve the contact request, click on the Approve Contact button.

An email will be sent to the contact informing them they have been approved.

To Decline A Contact:1. To decline the contact request, click on the Decline Contact button.

An email will be sent to the contact informing them that their registration was not approved.



How Do I Deactivate A Contact?If a contact leaves your organisation and no longer requires access to RRAM on behalf of your account, you must deactivate them. When you deactivate a contact, if they were the Author of any records associated with your account, such as a tenement application or variation, the Primary Contact deactivating them becomes the Author of those documents. The Primary Contact can then re-allocate authorship of the individual documents.

To de-activate a user:

1. From the Contacts tab, select the Active Contacts view from the View drop down list and click on the Go! button.

2. A list of Active Contacts will appear. Click on the Name of the person you wish to de-activate.

If you click on the Edit hyperlink in front of the contact’s name it will open the document in Edit mode. To be able to deactivate a contact you need to be in Read mode.

Click on the Cancel button to go back to the Active Contacts view, and ensure you click on the name of the person.

3. When their details appear, click on the De-activate Contact button.

You can view a list of inactive contacts from the Contact tab by selecting Inactive Contacts from the View drop down list and clicking on the Go! button.


Click on the name


How Do I Activate A Contact?If a contact has accidentally been deactivated, or they have resumed a position in the organisation and require access to RRAM, the Primary Contact is able to re-activate that user for their account.

To activate a user:

1. From the Contacts tab, select the Inactive Contacts view from the View drop down list and click on the Go! button.

2. A list of Inactive Contacts will appear. Click on the name of the person you wish to re-activate.

If you click on the Edit hyperlink in front of the contact’s name it will open the document in Edit mode. To be able to Activate a contact you need to be in Read mode.

Click on the Cancel button to go back to the Inactive Contacts view, and ensure you click on the name of the person.

3. Once their details have appeared, click on the Activate Contact button.

When a contact has been deactivated, their password expires. Once re-activated, the contact will receive an email with a link enabling them to re-set their password.


Click on the name


How Do I Assign Another Primary Contact To My Account?Every account must have at least one Primary Contact. A Primary Contact is able to delegate other contacts as a Primary Contact for that account. Primary Contacts manage the account.

To assign another Primary Contact:

1. From the Contacts tab, select the Active Contacts view from the drop down list and click on the Go! button.

2. A list of Active Contacts will appear. Click on the name of the person you wish to assign as a Primary Contact.

If you click on the Edit hyperlink in front of the contact’s name it will open the document in Edit mode. To be able to assign another Primary Contact, you need to be in Read mode.


3. Once their details have appeared, click on the Make Primary button.

4. A message will appear confirming that this user is now a Primary Contact.

How Do I Remove A Primary Contact From My Account? Only a Primary Contact can remove primary access from another contact. To remove Primary Contact access from a contact:

1. From the Contacts tab, select the Active Contacts view from the View drop down list and click on the Go button.

2. A list of Active Contacts will appear. Click on the name of the person you wish to deactivate as a Primary Contact.

If you click on the Edit hyperlink in front of the contact’s name it will open the document in Edit mode. To be able to remove Primary Contact access from a contact you need to be in Read mode.


3. Once their details have appeared, click on the Unset Primary button.

4. A message will appear confirming that this user is no longer a Primary Contact.


Click on the name

Click on the name


How Do I Know If A Contact Is A Primary Contact?There a number of ways to find out who is a Primary Contact in your account. By navigating to the Contact tab and selecting either the Active view or the All Contacts view, a list of users will be displayed. A tick will appear in the Primary Contact column indicating which contacts are primary.

Another way to determine if a contact is a Primary Contact is to look at their Contact Details record. A tick will appear next to the Primary Contact field in the Additional Information area at the bottom of the screen.



How Do I Update My Account Details?The Primary Contact of an account has the ability to update the account details.

To change the details of an account:

1. Once logged into RRAM, click on the Update account details box.

2. The My Account Details page will appear.

3. Click on the Edit button, and make the relevant changes.

4. Once you have made all the necessary changes, click on the Save button.



Agents and ConsultantsThe Primary Contact of an account is responsible for establishing links between Agents and Consultants to their account. The Agent or Consultant must be registered in RRAM before they can be associated with an account. Once the link has been established, the Primary Contact can delegate the level of access the Agent or the Consultant requires.

Typically Agents act on behalf of an account when applying for a tenement. In RRAM we would Authorise them to Apply on our behalf. Where an account has multiple tenements, the Agent may have access to all, or a selected number of the tenements. This is done by defining them as the Author in the Author field of the document they are required to work on.

Consultants often only work on a portion of the tenement such as plans or plan variations and therefore only require limited access to a tenement. They are defined as the Author in the Author field of the document(s) they are required to work on.

Cons

How Do I Associate An Agent With My Account?To associate an Agent with your account, the Primary Contact must:

1. Ensure they are logged into RRAM, click on the Authorise agent to access account box.

2. A list of all accounts will appear, locate the account that will be acting as your Agent.


Owner Field

Agent

Owner Field

John Smith

Consultant

Acme

Lisa Homer

Bart

Simpsons Inc.

ToddRod

Ned

Flanders Inc.


3. Click on the Account Name of the account you wish to nominate as an Agent. Their details will appear on the screen.

4. Click on the Authorise an Agent button.

5. The Agent’s details will appear on the screen. If you want them to create applications on behalf of your company, place a check in the Authorised to Apply check box.

By selecting Authorised to Apply, an Agent is able to create applications on your behalf. If they require access to any other documents you will have to nominate them as the Author of that document.

6. Click on the Save button.

When you have given an Agent Authorised to Apply permission, any contact associated with that Agent will be able to apply and submit a tenement application on behalf of your account.



How Do I Associate A Consultant With My Account?To associate a Consultant with your account, the Primary Contact must:

1. Ensure they are logged into RRAM, click on the Authorise agent to access account box.

2. A list of all accounts will appear, locate the account that will be acting as your Consultant.

3. Click on the Account Name of the account you wish to nominate as your Consultant. Their details will appear on the screen.

4. Click on the Authorise an Agent button.

5. The Consultant’s details will appear on the screen.


7. Once you have associated the Consultant with your account, you will need to contact the department so that they can create the plan for you and assign the Consultant as the Owner by adding their name in the Owner field. This will give them access to work on this document, and not view or edit any others.

If Authorised to Apply, has not been selected as is the case with a Consultant, the consultant is unable to create applications on your behalf.

If they require access to any other documents you will have to nominate them as the Author of that document. This is particularly pertinent in the case of a plan.



How Do I View Agents And Consultants Associated With My Account?A Primary Contact is the only person within an account that is able to view a list of Agents and Consultants associated with their account.

To view a list of Agents and Consultants:


2. The My Account Details page will appear, scroll to the bottom of the screen.

3. At the bottom of the screen you will see a list of Agents and Consultants associated with your account. Agents will have a tick in the Authorised to Apply column, Consultants will not.



How Do I Remove “Authorise To Apply” Permission From An Agent?If you had previously given an account “Authorise To Apply” permission and now wish to revoke that permission, you will have to sever the association with the account, then re-establish the relationship without placing a check in the Authorised To Apply check box.

How Do I Sever The Relationship With An Agent Or Consultant?The Primary Contact is the only person within an account who is able to sever the relationship with an Agent or Consultant. Once the relationship has been severed, the Agent or Consultant will no longer be able to:

Create tenement applications on your behalf.

Change any documents they created on your behalf.

The Primary Contact severing the relationship will become the Author of any documents authored by the Agent or Consultant.

To sever the relationship:



3. At the bottom of the screen is a list of Agents and Consultants associated with your account. Click on the Del link in front of the name of the relationship you wish to sever.

The following message will appear, confirming the Agent or Consultant’s access to your account will be removed.

4. Click on the OK button.

Once you have severed the relationship with an Agent or Consultant the following happens:

The Agent or Consultant’s name will no longer appear in your My Agents list.

For all documents where the Agent or the Consultant was the Owner or Author, the Primary Contact who severed the relationship will now become the Owner or Author.

The Managed by Agent checkbox on the all documents is unchecked.

Any contacts associated with the Agent or Consultant’s account can no longer view or edit the documents.



Agents and Consultants How Do I Know Who My Clients Are?Agents and Consultants also have Primary Contacts. A Primary Contact is the only person who is able to view a list of accounts they are associated with.

To view accounts you are associated with:



3. At the bottom of the screen a list of Accounts I am an Agent for is displayed. If you have been given access to create applications on behalf of the account, a tick will appear in the Authorised to Apply column.


RRAM Basics RRAM Business Portal User Guide

RRAM BasicsRead And Edit Mode

Read ModeWhen a document is in Read mode, you are unable to make any changes to the information that it contains, you can only view it.

If permissions allow you to make changes to the document, an Edit button will appear enabling you to put the document in Edit Mode.

In Read mode, you are able to access Related Lists associated with that document.

Edit ModeWhen a document is in Edit mode, you are able to add information into the fields.

A Save button is often present allowing you to save the information you have entered.

You are unable to access Related List while a document is in Edit mode.


RRAM Business Portal User Guide RRAM Basics

Related ListsRelated Lists are links to other documents associated with the current document you are viewing. Related Lists provide quick access to other related documents that you might want to visit next.

Place your mouse pointer over the Related List hover link, the contents of the related list will be displayed. You can click on the buttons or documents from here.

If you click on the Related List link, it will navigate you to its corresponding section on the screen.


Applications RRAM Business Portal User Guide

ApplicationsClients of the department are now able to apply for tenements online, via the RRAM portal. The RRAM portal allows:

Clients to begin an application, save it and complete it later.

Clients to establish a partnership when creating and application.

An Agent to apply on the behalf of an account, if they have been associated as an agent for that account.

Before a tenement application has been submitted:

All Contacts associated with the same account of the Owner of the tenement application have edit access to the tenement application.

All Contacts associated with an account which has Business Ownership of the tenement application have read-only access to the application. For more information on Business Ownership see Business Ownership Of The Tenement Application on page 33.

After a tenement application has been submitted:

All Contacts associated with the same account as the Author of the tenement application have read-only access to the tenement application.

All Contacts associated with an account which has Business Ownership of the tenement application have read-only access to the tenement application. For more information on Business Ownership see Business Ownership Of The Tenement Application on page 33.

Please note, that for consistency some field are displayed for many tenement types even though they are only applicable to some of the tenement types.

Complete the fields that are relevant to the tenement type you are applying for.

If you have any question please contact your Tenement Officer.


RRAM Business Portal User Guide Applications

How Do I Create A Tenement Application?1. Once you have logged into the RRAM portal, click on the Tenement Application tab.

Alternatively at the bottom of the Home tab you can click on the

button to create an tenement application.

2. Click on the Create New Tenement Application button.

3. The Start Application page will appear.

4. Select the Tenement Category you are applying for.

5. From the Tenement Type drop down list, select the tenement type that you are applying for.

6. Ensure that the Applicant Company Details, and Your Details are correct.

7. If these details are correct click on the Next button to complete the application form.

As An Agent, How Do I Create A Tenement Application On Behalf Of My Client?1. Once you have logged into the RRAM portal, click on the Tenement Application tab.

Alternatively at the bottom of Home tab you can click on the button to create an tenement application.

2. Click on the Create New Tenement Application button.

3. The Start Application page will appear.



4. Select the Tenement Category you are applying for.

5. From the Tenement Type drop down list, select the tenement type that you are applying for.

6. If you are an Agent, scroll to the bottom of the screen to the Agent section.

7. From the Agent applying for Client? drop down list, select Yes.

8. A list of accounts that have nominated you as an Agent with the ability to create application on their behalf will appear.

9. Select the client you are creating the application on behalf of, then click on the Next button to begin the application form.



Completing A Tenement ApplicationOnce you have clicked on the Next button, the application form will load, and the relevant application sections will appear.

You can navigate to any section, by clicking on the section name in the navigator to the left of the page. You are able to complete the application form in any order.

Below is a list of common buttons that appear in an application form and a definition of how they are used:

Icon Definition

Refresh Icon, click on it to refresh calculate totals in your application.

Provide help specific to that field.

Drop down list, click on the arrow button to reveal a pick list. Allows you to choose one option.

Allows you to select multiple items from a predefined list.

Allows you to select multiple items and remove them from your list.

Indicates that a file attachment is required. When you click on the button it allows you to select the file you want to attach.

Uploads all of the file attachments that you have selected.

Saves the current page of information and navigates to the next page in the wizard.

Saves the current page of information and navigates to the previous page in the wizard

Saves the application.

Deletes the application. You can only discard an application that has not be submitted.



Saving An Incomplete Tenement ApplicationRRAM enables you to save an application at any time, and come back later to complete it.

To save an application at any point, click on the Save button.

Each time you navigate to a different section, RRAM automatically saves your application form.

You are able to save an application form without completing all mandatory fields, however you are unable to submit an application unless all of the mandatory fields have been completed.

Discarding An Incomplete Tenement ApplicationYou can delete or discard an application at any time prior to submission. To delete and application:

1. Open the application you want to delete and click on the Edit button.

2. When the application is displayed click on the Discard button.

3. Click on the OK button.



Business Ownership Of The Tenement ApplicationBusiness Ownership of a tenement application is the account or accounts applying for the tenement. A tenement application can have multiple owners when a number of accounts are partnering up on one application hence a partnership has been formed.

Business Ownership of a tenement application must always equal 100%.

The partner who is applying for the tenement is specified as the Primary Owner. The Primary Owner is able to edit the application. All other Business Owners are able to view the application but not edit it.

To add Business Ownership:

1. When you are completing a tenement application, if you are the sole applicant of the tenement, ensure your account is listed as the primary owner and 100%.

2. If there are multiple owners going into partnership for this tenement, all owners must be listed on the Application Ownership page, with a percentage of ownership allocated to them.

3. The account that has created the application is the primary account.

Creating A Partnership For A Tenement Application

4. From the Application Ownership tab, click on the button.

5. A new set of account fields will appear.

6. Select the account that is part of the partnership, and redistribute the percentage so that it totals 100%. The account you are selecting must be registered in RRAM.

To remove an account click on the Remove button located under the account you want to remove. Re allocate the percentage so that it totals 100%

7. When you have added all of the partners to the tenement application click on the Next button to continue on with your application.

The percentage must always total 100%. If there are multiple owners, share the percentage out amongst the owners ensuring that it always equals 100% or RRAM will not allow you to submit the



application.

Billing Contact Details For A Tenement ApplicationThe Billing Contact Details page enables you to nominate who is the billing contact(s) for the tenement. The billing contact fields are mandatory and must be completed before you are able to submit your application. There are two types of billing contacts:

Point of Service (POS) – the contact for fees such as application fees

Ongoing Fees – the contact for fees such as rents and royalties

When the tenement application is saved, the system validates that the Billing Contact for (POS) and the Billing Contact for ongoing are set to a contact associated with:

one of the Ownership Accounts,

an Agent Account of the Primary Owner Account.

When setting the Billing Contact for POS and the Billing Contact for ongoing, the external user can select from a list of Contacts.

If the external user is a Contact of the Primary Owner Account of the Tenement Application, the contact list will contain:

Contacts associated with their Account.

Contacts associated with their Agent Accounts

Contacts associated with the other Business Owner Accounts

If the external user is a contact of a non-Primary Owner Account of the Tenement Application, the Contact list will contain:


If the external user is an Agent (of the Primary Owner), the contact list will contain:


Contacts associated with the Primary Owner Account of the Tenement Application.



Adding An Attachment To A Tenement ApplicationAttachments can be added to applications that have not yet been submitted. Fields that require an attachment have a Browse button connected to them.

To add an attachment:

1. Click on the Browse button of the field where you need to attach a document.

2. Locate the file you wish to attach and click on the Open button.

3. If you need to attach multiple files on that page, repeat the last two steps for each attachment required.

4. Before you navigate away from the page, click on the Upload button.

A description will be automatically added to the attachment in the system describing what type of attachment it is e.g. Work Plan.

Validation for mandatory attachments is executed when you submit the application.

Where there is already an existing document, if you attach a new document for that attachment, the existing document is overwritten with the new document.

Attaching Multiple Files To An Attachment FieldIf you need to attach multiple files to one attachment field you need to either:

Merge the documents into one scanned document

Email the additional files to the department.

Removing An Attachment From A Tenement ApplicationOnce you have uploaded a file you are unable to delete the attachment. You can however re-attach the correct file and it will overwrite the incorrect one.



Submitting A Tenement ApplicationOnce you have completed the tenement application and ensured all mandatory fields have been populated, you are ready to submit the application to the Department.

To submit a tenement application:

1. Ensure you are logged into the RRAM portal, and you have opened your application.

2. Ensure you are in Edit mode – this means that you are able to add text to fields. If not click on the Edit button to put the application into Edit mode.

3. Click on the Finish Application section of the application.

Depending on whether or not there are fees associated with your application, the following button will appear:

If a fee payment is required, the Proceed to Payment button is displayed.

. If a fee payment is not required, the Submit button will appear.

4. Click on the appropriate button:

For more details, see Proceed To Payment on page 36.

For more details, see Submitting An Application on page 39.

Proceed To Payment

RRAM will now check that all mandatory information has been provided. This includes fields and attachments. If mandatory information has not been supplied, a message will appear on the screen telling you what information is still required:

Complete these fields before attempting to re submit.

On submission of an application, RRAM will automatically calculate which fees are applicable for that tenement application.

The Payment page will appear:



1. Review the fees that have been charged.

Native Title will not be charged where Crown Land is requested to be excised and will be listed on the invoice with a $0 amount.

2. Select your Payment Type:

Select: Then:

Credit Card Enter the Cardholder’s Name, Card Number, Card Type, Card Expiry Date, and CVV.

Cheque Enter the Cheque Number. Cheques can be sent to:Accounts Receivable Department of Economic Development,

Melbourne Bourke Street

PO BOX 18322

Collins Street East Vic 8003

Bank Transfer Note down the Departments’ account details and your Reference number.

3. Click on the Submit button.

4. The Confirmation page will appear on the screen confirming that the application has been submitted.



An email is sent to the:

User who submitted the tenement application,

Primary Contacts of each of the business owners of the tenement application.

Department Business Centre informing them a new application has been submitted.

On SubmissionWhen you submit your application the following happens:

An email is sent to the user who submitted the tenement application, as well as the Primary Contacts of each of the business owners of the tenement application.

An email is sent to the Department Business Centre informing them a new application has been submitted.

The Status field on the application form is set to Application and the Stage is set to Submitted.

The Submitted Date field on the application form is automatically populated with the date of submission.

The Owner field on the application form is allocated to either the Business Centre Queue or the Tender Assessor Queue.

The person who was the Owner of the application, now becomes the Author of the application form.

The application is now read only to the business owners.



Submitting An Application

RRAM will now check that all mandatory information has been provided. This includes fields and attachments. If mandatory information has not been supplied, a message will appear on the screen telling you what information is still required. Complete these fields before attempting to re submit.


An email is sent to the:

User who submitted the tenement application,

Primary Contacts of each of the business owners of the tenement application.

Department Business Centre informing them a new application has been submitted.

On SubmissionWhen you submit your application the following happens:

An email is sent to the user who submitted the tenement application, as well as the Primary Contacts of each of the business owners of the tenement application.

An email is sent to the Department Business Centre informing them a new application has been submitted.

The Status field on the application form is set to Application and the Stage is set to Submitted.

The Submitted Date field on the application form is automatically populated with the date of submission.

The Owner field on the application form is allocated to either the Business Centre Queue or the Tender Assessor Queue.

The person who was the Owner of the application, now becomes the Author of the application form.

The application is now read only to the business owners.



How Do I View My Tenement Application?You are able to view a list of tenement applications that you have either saved or submitted via the Tenement Application Tab.

To view tenement applications:

1. Ensure that you have logged into the RRAM portal.

2. Click on the Tenement Application tab.

3. The Tenement Application Home page will appear:

4. There are a number of views that you can use to help you locate your application easily. These include:

All

Granted

My Pending Tenement Applications

Pending submission

Submitted but not granted

5. Select the most appropriate view category from the View drop down list and click on the Go button.

6. Applications that meet the view criteria will be displayed. To help you navigate the view you can:

Click on the column heading to sort the applications by that column.

Click on the letter in the alphabet bar to display applications beginning with that letter.



Opening A Tenement Application1. To open a tenement application in Read Mode, click on the Tenement Number hyperlink.

Read Mode means that you can read but not change the application. To make changes click on the Edit button when the application is displayed.

2. To open a tenement application in Edit Mode you can click on the Edit hyperlink in front of the Tenement Number. Edit Mode means that when the application opens you will be able to start editing.

How Do I View Financial Transactions?You can see a related list of Financial Transactions on the document the financial transactions was created for (i.e. Tenement Application, Tenement, Variation or Plan).

Agents that have access to those documents are also able to see the financial transaction documents.

1. Open the document (ie tenement application, tenement, plan or variation) that you want to view the financial transaction.

2. Place your mouse over the Financial Transactions hover link, a list of related financial transactions will appear:

3. A summary of information about that financial transaction will be displayed. Click on the Service Order Number to open the transaction, and see what it comprises of.



How Do I View The Tenement Associated With My Application?Once an application has been granted, you can view the associated tenement.


2. Click on the Tenement Application tab.

3. Locate the application you wish associated with the tenement you want to view.

4. Open a tenement application in Read Mode.

5. Hover your mouse pointer over the Tenement related list.

6. The tenement associated with the application will appear in the list.

7. Click on the Tenement Number in the list to view the tenement document.

Salesforce Owners and AuthorsIt is through the use of the Owner and Author fields in RRAM, that we are able to assign access to various people or accounts enabling them access to documents.

Author You can only have one Author per document . As an Author of a document you will:

Receive any correspondence sent relating to that document

Owner You can only have one owner per document.

Have edit access to the document

Initially when you create an application, you are the Owner. Once you submit the application to the department, you become the Author and the department is then the Owner of the application.

If an Agent is listed as an Owner of a document it gives them the ability to view and edit that document for the account.



How Do I Change The Author Of A Document?The Primary Contact of an account is the only person who is able to change the Author of a document for their account.

A Primary Contact of a Business Owner (who is not the Primary Business Owner) can select a record and change the Author to another

Contact associated with their Account as depicted by the pink lines below:

A Primary Contact associated with the Primary Business Owner can select a record and change the Author to another

Contact associated with their Account,

A contact of their Agent’s Account, or

A Contact associated with one of the other Business Owners,

as depicted by the pink lines below:


Agent

ContactContactPrimaryContact Primary

Contact

Agent

PrimaryContact Contact

Contact

Agent

Agent

Simpsons Inc.Business Owner

Contact

Contact

PrimaryContact

Flanders Inc.Primary Business

Owner

Agent

ContactContactPrimaryContact Primary

Contact

Agent

PrimaryContact Contact

Contact

AgentAgent

Simpsons Inc.Business Owner

Contact

Contact

PrimaryContact

Flanders Inc.Primary Business

Owner


How Do I Change The Owner Of An Application?

You cannot change the Owner of an application.

Once an application has been submitted the Owner changes to the Business Centre and the previous Owner become the Author.

At this point you can nominate a new author (person who will receive correspondence in regards to this tenement application).

How Do I Change The Author Of An Application?1. From the Tenement Application tab, open the Tenement Application requiring a change of author.

2. Click on the Update Author button.

3. The Update Author page will appear, containing a list of eligible authors.

4. Select the new author and click on the OK button.

5. The Author field on the application will now reflect the new author.

1. A Primary Contact of an Agent Account (no Ownership) can view all the records where:

The Author is a Contact associated with their Account.

2. A Primary Contact can select a record and change the Author to another Contact associated with their Account.

General

If the new Author is a Contact of an Account with Business Ownership, the Managed by Agent checkbox on the updated document is set to False.

If the new Author is a Contact of an Agent Account (no Ownership), the Managed by Agent checkbox on the updated document is set to True.

If the Author of a record owned by a departmental user is changed, an email is sent to the department notifying them of the change of Author.



Severing An Agent Relationship When severing a relationship with an Agent, for all Tenement Applications and Tenements where the Client who is severing the relationship is the Primary Business Owner:

If a Contact associated with the Agent Account (who is being severed) is the Billing Contact for POS:

The Primary Contact who is severing the relationship is set as the Billing Contact for POS for the document.

If the severing is done by an departmental user, a Primary Contact of the Primary Business Owner is set as the Billing Contact for POS for the document.

If a Contact associated with the Agent Account (who is being severed) is the Billing Contact for ongoing:

The Primary Contact who is severing the relationship is set as the Billing Contact for ongoing for the document.

If the severing is done by an internal user, a Primary Contact of the Primary Business Owner is set as the Billing Contact for ongoing for the document.

How Do I Withdraw A Tenement Application Once It Has Been Submitted?1. From the Tenement Application tab, open the Tenement Application you wish to withdraw.

2. Click on the Withdraw button.

3. The following confirmation will appear on the screen: The application has been withdrawn

If you accidently withdraw an application, you will need to contact the RRAM System Administrator to change the status of the application.



TenementsAll contacts associated with a tenement (i.e. Business Owners and Author ) are able to view a read-only copy of their tenement.

How Do I View My Tenements?To view a tenement:


2. Click on the Tenements tab.

3. The Tenements Home page will appear:

4. There are a number of views that you can use to help you locate your tenement easily. These include:

All Tenements

Active Tenements

Accepted Date

Created Date

Is Current No

5. Select the most appropriate view category from the View drop down list.

6. Click on the Go! button.

7. Tenements that meet the view criteria will be displayed. To help you navigate the view you can:

Click on the column heading to sort the tenements by that column.

Click on the letter in the alphabet bar to display tenements beginning with that letter.

Opening A Tenement Application1. To open a tenement, click on the Tenement Number hyperlink.


RRAM Business Portal User Guide Variations

VariationsA Variation goes through an application, assessment and approval process.

You are able to save, resume or discard a Variation that you have edit access to at any stage before you have submitted.

Variations to a tenement can be Created by:

All Contacts of clients that have business ownership of the tenement associated with the variation.

All Contacts associated with the account of the Author of the tenement (which may be an Agent.)

Once a variation has been created, the following people have Edit access to the variation.

All Contacts associated with the account owner of the variation.

Department internal users.

When you raise a variation for a tenement an email is sent to all parties involved with that tenement informing them of the variation.

Once a variation application has been submitted, it becomes read only. The following people are able to View the variation:

All Contacts associated with an account that have business ownership of a tenement.

All Contacts associated to the account that the Author of the tenement is associated with.

How Do I Create A Variation?1. Ensure that you have logged into RRAM.

2. Click on the Tenement tab

3. Click on the Tenement Number of the tenement you would like to vary.

This process is the same for a variation to a plan. The variation must be created from the Tenement, and departmental staff will link the variation to the plan.

4. Click on the Variations hover link to take you to the related list.

5. Click on the button.

6. The Start Variation page will appear:


Variations RRAM Business Portal User Guide

7. From the Variation Type drop down list select the type of variation you wish to apply for.

8. Ensure the Tenement Number and Authority Holder are correct.

The Authority Holder is the Primary Business Owner account of the tenement. This can be changed

by clicking on the lookup icon.

9. Click on the Next button.

10. The Variations Details page will appear. Complete the Variation Details.

You can move from page to page in any order by clicking on the page names on the left hand side of the screen.

Alternatively you can click on the Next and Previous buttons to sequentially move through the Variation Details.

To add a file attachment. For information see Adding An Attachment on page 35.

Note: where there is already an existing document, if you attach a second document for that attachment, the existing document is overwritten with the new document.

If you need to attach multiple files to one attachment field you need to either:



Once you have uploaded a file you are unable to delete the attachment. You can however re-attach the correct file and it will overwrite the incorrect one.

To save the variation details at any time, click on this button.

To delete the variation from RRAM, click on this button.

11. When you have completed all of the Variation Details, you will be navigated to the Finish Variation page.

Depending on whether or not there are fees associated with this variation, the following buttons will appear:

If a fee payment is not required, the Submit button will appear.

If a fee payment is required, the Proceed to Payment button will appear.

Once you have clicked on either of these buttons, RRAM will ensure that all required fields are completed and files attached.




For more details, see Submitting A Variation on page 51.


Proceed To Payment

RRAM will now check that all mandatory information has been provided. This includes fields and attachments. If mandatory information has not been supplied, a message will appear on the screen telling you what information is still required:

Complete these fields before attempting to re submit.

On submission of a variation, RRAM will automatically calculate which fees are applicable for that tenement application.

The Payment page will appear:

1. Review the fees that have been charged.



2. Select your Payment Type:

Select: Then:

Credit Card Enter the Cardholder’s Name, Card Number, Card Type, Card Expiry Date, and CVV.Authorisation is sought from SecurePay on submission of the application. However funds do not leave your account until the application is accepted by the Business Centre.

Cheque Enter the Cheque Number.Cheques can be sent to:

Accounts Receivable Department of Economic Development

Melbourne Bourke Street

PO BOX 18322

Collins Street East Vic 8003

Bank Transfer Note down the Departments’ account details and your Reference number.

3. Select your Billing Contact for POS and Billing Contact for ongoing.

When setting the Billing Contact for POS and the Billing Contact for ongoing, you can select from a list of Contacts.

If you are a Contact of the Primary Business Owner Account of the Tenement the Variation is associated with the Contact list will contain:


Contacts associated with their Agent Accounts (through the Agent Authorisation object).

Contacts associated with the other Business Owner Accounts (Ownership record).

If you are a Contact of a non-Primary Business Owner Account of the Tenement the Variation is associated with the Contact list will contain:


If you are an Agent (of the Primary Owner of the Tenement the Variation is associated with) the Contact list will contain:


Contacts associated with the Primary Business Owner Account of the Tenement the Variation is associated with.





Once a variation has been submitted, email notification is sent to:

Primary Contact(s) for each business owner of the tenement associated with this variation.

Author of the tenement associated with this variation.

The Tenement Officer of the associated tenement

The Owner of the variation document is set to the Tenement Officer associated with the tenement.

Once you have submitted the variation, you cannot edit, discard or attach a file to it. It is read only.

Submitting A Variation1. A confirmation message will appear on the screen, informing you that your variation was successfully

submitted.

Once a variation has been submitted, email notification is sent to:

Primary Contact(s) for each business owner of the tenement associated with this variation.

Author of the tenement associated with this variation.

The Tenement Officer of the associated tenement

The Owner of the variation document is set to the Tenement Officer associated with the tenement.

Once you have submitted the variation, you cannot edit, discard or attach a file to it. It is read only.

Variation TypesBelow are things to know about a some of the specific variation types.

Transfer You need to ensure that the account the tenement is being transferred to is registered in RRAM before a transfer is effective.

Renewal

Email notification is sent to the Author of a tenement approximately six weeks before the tenement is due to expire.

If the tenement is active, you are able to create a Renewal Variation to extend the term of your tenement.

When a Renewal variation is submitted, RRAM checks that the tenement is active. If the tenement is active:

The Status of the tenement associated with the Renewal Variation, is set to Pending Renewal.

Email notification is sent to the Tenement Officer, of the tenement associated with the Renewal Variation.



The Status of the tenement is not updated if the tenement is not active.

A tenement is considered active or current if the Status field is not one of the following:

Expired

Cancelled

Cancelled Amalgamation

Cancelled Consolidation

Renewal Refused

Surrendered

Cancelled Due To AmalgamationAn Amalgamation applies to Mineral Tenements only. An Amalgamation occurs when two or more tenements combine; one tenement is nominated as the "ongoing" tenement, and the other(s) is/are cancelled.

When an amalgamation occurs, the Tenement Officer creates a Cancelled due to Amalgamation Variation, to cancel the tenements associated with the amalgamation that are not ongoing.

When you apply for an Amalgamation, create the Amalgamation Variation from the ongoing tenement to be amalgamated.

Enter all Tenements to be Amalgamated in the Tenements to be Amalgamated field.

The Tenement Officer will manage the amalgamated tenements. They will create a Cancelled due to Amalgamation variation for the tenement(s) to be cancelled.



Cancelled Due To ConsolidationA Consolidation applies to Petroleum Tenements only. A Consolidation occurs when two or more tenements combine. This creates a new tenement, and the combined tenements are cancelled.

When a Consolidation occurs, the Tenement Officer creates a Cancellation due to Consolidation variation, to cancel the tenements associated with the consolidation.

When you apply for a Consolidation, associate the Consolidation variation with one of the tenements to be consolidated.

Enter all Tenements to be Consolidated in the Tenements to be Consolidated field.

Once a new tenement has been created, the Tenement Officer will manage the consolidated tenements.

How Do I View Variations Associated With A Tenement?1. Ensure that you have logged into RRAM.

2. Click on the Tenements tab and click on the Tenement Number of the relevant tenement


4. A list of variations and their status for this tenement will appear.

5. Click on the Variation ID to open the variation details.



How Do I Edit A Variation Associated With A Tenement?You can only edit or attach a file to a variation application prior to it being submitted. Once it has been submitted, you will only have Read Only access to the variation.

1. Ensure that you have logged into RRAM.




5. Click on the Edit link in front of the variation you wish to change to open the variation details in Edit mode.

How Do I Discard A Variation?You can only discard a variation prior to it being submitted. Once it has been submitted, you will have Read Only access to the variation application.




If there are no documents in the related list, you will not see the hover link at the top of the screen. The hover link only appears if a document have been added.


5. Click on the Edit link in front of the variation you wish to discard to open it in Edit mode.

6. The Start Variation page will appear:



7. Click on the Discard button to delete the variation from the RRAM.

You cannot discard, edit or attach a file to a variation application once it has been submitted.

How Do I Know When My Variation Is Effective?

Email notification is sent to the following people when a variation is effective:

Primary Contact(s) for each Business Owner of the tenement associated with this variation.

Author of the tenement associated with this Variation.




4. Look at the Status of the variation in the list.

5. Click on the Variation ID to open the document, and view the Variation Effective Date.



The Variation Effective Date is set when a variation is

Approved; for Work Authority and Offshore tenements

Registered; for all other tenement types.


RRAM Business Portal User Guide Legislative Reports

Legislative ReportsA Legislative Report is a legal requirement for tenement holders to provide information on their activities over a period of time. This encompasses a number of report types which at a high level are:

Activity Reports

Annual/Technical Reports

Expenditure Reports

Production and Royalty Reports

Please Note: a report must be submitted for all licences including where there is $0 expenditure

A registered contact from either an agent or a business owner can create a Legislative Report related to a tenement that they are associated with.

You are able to save a Legislative Report without completing. This gives you the flexibility to complete it at a later time and then submit it when you are finished.

A Legislative Report cannot be deleted once created.

Expenditure calculations are executed on the Expenditure Calculations tab.

As a Client, you are unable to create an Annual/Technical Report. These reports must be sent to the department.

How Do I Create A Legislative Report?1. Ensure that you have logged into the RRAM portal.


3. Click on the Tenement Number of the tenement you are reporting on.

4. Place your mouse pointer over the Legislative Reports hover link and click on the New Legislative Report button.

5. The New Legislative Report page will appear.


Legislative Reports RRAM Business Portal User Guide

6. From the Record Type of New Record drop down list, select the type of report you wish to create.

7. Click on the Continue button.

8. The Legislative Report Edit page will appear.



9. Complete the details in the report.

Production value is the value ‘at the gate’ and not the final sales value.

If you are completing a Production and Royalty report please report all production value figures ex-GST. Production value is the value ‘at the gate’ and not the final sales value.

Once the mandatory fields have been completed you are able to save the report without submitting.

Mandatory fields are the fields with a red bar in front of them, eg:


Please Note: An acceptable level of overheads should not be more than 20% of the total claim. If overheads entered are more than 20%, a red circle will appear on validation, and you will not be able to submit your report until the figure is rectified.

Attaching Files To A Legislative ReportAttaching files to a report is done via the Notes and Attachments related list. To access this you must save your report and ensure that it is in Read mode. For more information see Read And Edit Mode on page 26. If your report is currently in Edit mode, save the report so that it is in Read mode.

1. Once in Read Mode you will see the Notes & Attachments related list, click on this link to go to the Notes & Attachments related list.

Alternatively, if you place your mouse pointer over the Notes & Attachments hover link, the related list will appear.

2. Click on the Attach File button.

3. The Attach File page will appear.



4. Click on the Choose File button. The File Upload dialog box will appear.

5. Locate the file you wish to attach and click on the Open button.

6. Click on the Attach File button.

7. Finally, click on the Done button to return the Legislative Report.

8. The file will now be listed in the Notes & Attachements related list on the legislative report.

Submitting A Legislative ReportWhen you have completed your Legislative Report you are ready to submit it to the Department. To submit a Legislative Report:

1. Locate the Legislative Report you wish to submit.

2. Open the report and put it into Edit mode.

3. Place a check in the Submit This Report check box.

4. Read the Terms and Conditions and place a check in the I agree check box.




Once you have submitted a Legislative Report, you are no longer able to edit it. The following message will appear if you attempt to edit a submitted report:

6. If you have any questions about completing your legislative report please contact your Tenement Officer.

Viewing All Your Legislative ReportsYou can view both Draft and Submitted Legislative Reports via the RRAM portal.

A Legislative Report is accessible to all current owners of a Tenement.

When the Business Ownership changes, the

removed owners lose access to all Legislative Reports associated with the tenement,

new owners are granted access to all Legislative Reports associated with the tenement.

To view Legislative Reports:

1. Ensure that you have logged into RRAM, click on the Legislative Reports tab.

2. The Legislative Reports Home page will appear.

3. To open a Legislative Report, click on the Legislative Report Id of the report.

Viewing Legislative Reports For A Specific Tenement1. Ensure that you have logged into the RRAM portal.


3. Locate and open in Read mode the Tenement containing the Legislative Report you want to view.

4. Place your mouse pointer over the Legislative Reports hover link and click on the Legislative Report Id of the report you wish to view.



5. The report will now appear opened on the screen.


RRAM Business Portal User Guide Compliance

ComplianceIncidentYou can create an Incident associated with an existing tenement via the RRAM portal. You are able to save, resume, and discard an un-submitted incident.

It is still necessary for you to contact the department as soon as possible to notify us regarding a Reportable event.

The following people have view access to an incident, associated with their tenement:

All Contact(s) for each Account who have Business Ownership of the tenement associated with this incident.

All Contacts associated with the Account of the Author of the tenement (could be an Agent).

For incidents which are associated with a tenement and a Plan, if the Author of the Plan does not have visibility of the tenement, they do not have visibility of the incidents either.

Only the following people can create an incident for a particular tenement:

All Contact(s) for each Account who have Business Ownership of the tenement associated with this incident.

All Contacts associated with the Account of the Author of the tenement (could be an Agent).

Creating An Incident1. Ensure that you have logged into RRAM.

2. Click on the Tenements tab and click on the Tenement Number of the tenement you wish to report an Incident.

3. Place your mouse pointer over the Incidents hover link and click on the button.

4. The New Incident page will appear:


Compliance RRAM Business Portal User Guide

5. Complete the form and click on the Save button.

When you save an incident, if the Informant (Tenement Holder) field is empty:

The Informant (Tenement Holder) field is populated with the name of the contact who created the Incident.

The Authority Holder is populated with the Account that the Contact belongs to.

6. The following message will appear on the screen, informing you that your incident has been saved.

7. If you are ready to submit your incident, click on the button.

When the incident is submitted, an email is sent to the Tenement Officer of the tenement associated with the incident.



Editing A Saved Incident You are able to edit an incident before it is submitted by clicking on an Edit button.

1. Click on the Tenements tab and click on the Tenement Number of the tenement associated with the incident you wish to edit.

2. Click on the Incidents hover link to take you to the related list of save incidents.

3. Click on the Incident ID you want to edit. The incident will appear on the screen.


Deleting A Saved IncidentYou are able to delete an Incident before it is submitted by clicking on a Delete button.

1. Click on the Tenements tab and click on the Tenement Number of the tenement associated with the incident you wish to delete.


3. Click on the Incident ID you want to delete. The incident will appear on the screen.

4. Click on the Delete button.

5. The incident will now be deleted from the system.

Submitting An IncidentYou can submit an incident online. To submit an incident:

1. Click on the Tenements tab and click on the Tenement Number of the tenement associated with the incident you wish to submit.


3. Click on the Incident ID you want to submit. The incident will appear on the screen.


5. The following message will appear on the screen, informing you that your incident has been submitted.

On submission of an incident, email notification is sent to:

The Tenement Officer of the Tenement, associated with the incident.

The Informant that submitted the incident.

The Status of the incident is set to Open and the Incident becomes read-only.



ComplaintsAny member of the public can create and submit a Complaint online, through the following Energy and Earth Resources websites –

http://www.energyandresources.vic.gov.au/earth-resources/information-for-community-and-landholders

http://www.energyandresources.vic.gov.au/earth-resources/contact-us

When a member of the public submits a Complaint, one of the following fields must always be provided:

Telephone;

Mobile;

Email;

Address (i.e. Address Line 1 + State + Postcode + Country)

If they select Other as their Preferred Communication, the Preferred Communication - Other field is mandatory.

When they have successfully lodged their Complaint a confirmation page is displayed on the screen. They cannot view or access a submitted Complaint.

RRAM External Users (Clients and Agents) can submit a Complaint via the same link as members of the public. They will not be identifiable as a Client or Agent.

How Do I Create And Submit A Complaint?1. Navigate to the Energy and Earth Resources Website


2. Click on the complaint link.

You can navigate straight to the Complaint Details by using the following url:

https://rram.force.com/ComplaintSubmission

3. The Complaint Details page will appear on the screen.


https://rram.force.com/ComplaintSubmission





4. Complete the details, ensuring you provide either your Telephone; Mobile; Email; or Address details.

5. Click on the button to submit your Complaint.

Acknowledgement Of My Complaint SubmissionOnce you have submitted your complaint you will see a confirmation page on the screen confirming your complaint was successfully lodged.



ObjectionsAny member of the public can create and submit an Objection online to an application, through the following Energy and Earth Resources websites –



How Do I Create And Submit An Objection?1. Navigate to the Energy and Earth Resources Website


2. Click on the objection link.

You can navigate straight to the Objection Details by using the following url:

https://rram.force.com/ObjectionSubmission

3. The Objections Details page will appear on the screen.

4. Complete the details, ensuring you complete all the required fields.

5. Click on the Submit button to submit your Objection.

An applicant is not able to see objections related to their application.


https://rram.force.com/ObjectionSubmission




RRAM Business Portal User Guide Plans

PlansCreating A PlanAn Inspector creates Plans. A Plan must be associated with either a tenement or a tenement application. All departmental users can create, read, and edit a Plan document. The plan is then assigned to a Client to complete.

If the Client wants an Agent or Consultant to edit and submit the Plan on their behalf, they need to notify their Inspector who will assign the Plan to an Agent or Consultant instead.

Viewing PlansClients can view Plans associated with tenements and/or tenement applications they have visibility of. A Client who is the Owner of a Plan, and contacts associated with the Owner's Account, can edit the Plan.

1. Ensure that you are logged into the RRAM portal.

2. Click on the Plans tab.

3. The following views are available to you

Pending Plans - all Plans where Stage is New.

Submitted Plans - all Plans where Status is Draft and Stage is not New.

Active Plans - all Plans where Status is Active.

All Plans – All Plans

Edit An Existing Plan And Its Related RisksA Client can edit and submit a Plan that has been assigned to them.



3. From the View drop down list, select All Plans.

4. A list of all plans associated with your account will appear.

5. Click on the Edit link in front of the Plan ID you wish to edit.

6. The Plan Details page will appear in Edit mode.


Plan RRAM Business Portal User Guide

7. Complete the relevant details.

Click on the following buttons as required:

To locate a file you want to attach to the plan.

To upload the file you located via the browse button

You can only attach one file per field. If there is already an existing file attached, it will be overwritten if you try to attach a second file to that field.





Navigate to the next page of information.

Allows you to save your plan without submitting.

Enables you to navigate back to the previous page.



Risk AssessmentThe Risk Assessment tab enables you to identity, analyse and evaluate your risks:

Identification - identify risk hazards, sources of risk, areas at risk and possible consequences.

Analysis - consider the sources of risk, their possible consequences and the likelihood of those consequences occurring and determine the consequence and likelihood ratings.

Evaluation - based on the risk analysis outcome which takes into account standard controls, sourced from regulations, policies, guidelines and leading practice references, determine if additional risk treatment is required.

Risk TreatmentRisk treatment allows you to determine options for modifying risks where the risk rating is 'High'. Risk treatment involves a cyclical process of assessing a risk treatment, deciding whether residual risk levels are tolerable, if not, generating a new risk treatment and assessing the effectiveness of that treatment. A risk treatment plan defines how treatment options will be implemented.

Monitor and ReviewMonitoring and review defines the approach for monitoring the effectiveness of the controls and risk treatments and the process for identifying emerging risks.

Completing Your Risk Assessment1. Click on the Risk Assessment in the navigator to the left of your screen.

2. The Risk Assessment page will appear.

3. Identify a Risk Hazard from the drop down list.



A risk hazard may adversely impact the environment, any member of the public, land, infrastructure or property due to the proposed work.

Risk identification is the process of finding, recognizing and describing risks which adversely impact stated objectives. Objectives include complying with standards and thresholds set out in regulations, policies, guidelines and leading practice references. Refer to Risk Based Work Plan Reference link at the top of this page.

4. Select the Risk Source of the hazard from the Risk Source pick list and click on the button to add it to your Chosen list. You can select more than once source.

To remove a choice form the list, click on the button

5. Select what is At Risk of damage if an incident was to occur due to a risk control or risk treatment failing from the At Risk pick list. Click on the button to add it to your Chosen list. You can select more than once choice.

At risk may include the environment, any member of the public, land, infrastructure or property.

6. Type in the Possible Consequence for this risk.

This is a brief description of the damage that may occur to the environment, any member of the public, land, infrastructure or property as a result of the proposed work.

7. In the Control Standards, list the standard controls identified to mitigate the risk.

Controls address the factors identified as risk hazard, risk sources and likely consequences to the environment, any member of the public, land, infrastructure or property due to the proposed work.

Standard controls can be sourced from regulations, policies, guidelines and leading practice references.

The Risk Based Work Plan Reference link at the top of this page will open up a document with reference to regulations, policies, guidelines and leading practice. Included in this document are examples of standard controls that may be used to mitigate risks.

8. Select a consequence rating from the Consequence Rating drop down list.

This is the rating after taking into account the existence and effectiveness of the defined standard controls; sourced from regulations, policies, guidelines and leading practice references.

Refer to Risk Assessment Treatment Monitoring Reporting Reference link at the top of the Risk Assessment page.

Insignificant: can be managed with no change in operations or additional resource.

Minor: can be managed with no change in operations, but may need resources and priorities to be reallocated.

Moderate: changes in operations may be required and additional resources needed, and may result in disruption to other work operations.

Major: changes in operations and additional resources may be greater than those available



to the organisation.

Critical: changes in operations impact the wider organisation, and additional resources that may be required may exceed the organisation resource capability.

9. Select a likelihood of this risk ever happening form the rating from the Likelihood Rating drop down list.

This is the rating after taking into account the existence and effectiveness of the defined standard controls; sourced from regulations, policies, guidelines and leading practice references.

Refer to Risk Assessment Treatment Monitoring Reporting Reference link at the top of the Risk Assessment page.

Almost Certain: It is expected to occur in most circumstances. This risk event will occur frequently during the planned works (likelihood > 90%).

Likely: Will probably occur in most circumstances. This risk event will occur several times during the planned works (likelihood > 70% to 90%).

Possible: Might occur at some time. This risk event could occur once or at any time during planned works (likelihood 30% to 70%).

Unlikely: Could occur at some time. This risk event has not been known to occur but could occur at some time during planned works (likelihood 5% to 30%).

Rare: May occur only in exceptional circumstances. The event is known to not have occurred elsewhere (likelihood < 5%).

10. The Risk Rating is then automatically calculated based on the Consequence and Likelihood ratings.

A risk rating of High will require additional treatment to be defined, as the standard controls will not sufficiently mitigate the identified risk.

11. In the Risk Reporting and Monitor field, define the approach for monitoring the risk status in order to assess the effectiveness of the controls and treatments applied.

A risk rating of Medium and Low will require the monitoring of the identified standard controls, to ensure they remain effective.

A risk rating of High will require the monitoring of the identified standard controls and of the additional controls defined as the Risk Treatment, ensuring the application of all controls remain effective.

12. If there is a tick in the Risk Treatment Required, then a Risk Treatment Plan is required as the Risk Hazard has a Risk Rating of High. The plan defines the additional controls to be applied where standard controls are assessed as insufficient to mitigate the risks. This may include expert advice provided by third parties. The Risk Treatment Plan will be included as an attachment on the Plan Submission section of this plan.

13. Click on the button to add another risk.

14. When you have added all of the risks, click on the button.



Risk Related DocumentThis page enables you to attach any documents related to Risk.

There are a number of template documents links to help you create your documents.

1. Click on the button to select the file you want to attach.

2. When you have selected all of your files, click on the button to upload all of the field at once.








How Do I Submit A Plan?You can submit a Plan online that you have edit access to.

When the Plan is submitted:

A confirmation page is displayed to the user who submitted the Plan.

Mandatory field validation is executed on all the Risk records associated with the Plan.

The Author of the Plan is set to the user who submitted the Plan.

The Plan Stage is set to Submitted.

The Plan Submitted Date field is set to current date.

The Status of all the Risks associated with the Plan is set to Open.

The Plan is assigned to the Inspector who created it, i.e. the Inspector becomes the Owner of the Plan.

Email notification is sent to the following people:

The user who submitted the Plan.

Primary Contacts of the Accounts which have Business Ownership of the Tenement/Tenement Application the Plan is associated with.

Primary Contacts of the Account the user who submitted the Plan is associated with.

To submit a plan:

1. Once you have completed all the plan details, navigate to the Plan Submission page.


For more details, see Submitting a document see page 39.


3. RRAM will ensure that you have completed all of the mandatory fields. If you have not a message will appear on the screen. You cannot submit a plan if all mandatory fields have not been complete.



How Do I Change The Author Of A PlanOnce you have submitted a plan, you are able to change the Author of the plan. The Author of the plan is the person who will receive correspondence in regards to the plan. There are rules as to who can change the Author of a plan. These rules are as follow:

An Account With Business OwnershipA Primary Contact can update the Author of a Plan where:

Their Account is the Primary Business Owner of the Tenement/Tenement Application associated with the Plan.

The Author is a Contact associated with their Account

The Author is a Contact associated with their Agent Account

An Agent Account (no Ownership)An Agent Primary Contact can select a Plan and change the Author to

another Contact associated with their Account.

An Agent Contact can view all the Plans where the Author is a Contact associated with their Account.

To change the Author of a plan:



3. From the View drop down list, select All Plans.

4. A list of all plans associated with your account will appear.

5. Click on the Plan ID link in front of the Plan you wish to change the Author .

6. The Plan page will appear.

7. Click on the Update Author button.

8. The Plan Update Author page will appear



9. Depending on whether you are the Primary Business Owner, a Business Owner or an Agent, the contact list available to you may vary:

Sever My Relationship With An Agent ~ PlansWhen a Primary Business Owner severs a relationship with an Agent, for all Plans:

If the Contact associated with the Agent Account is the Owner, the Primary Contact is set as the Owner.

If a Contact associated with the Agent Account is the Author, the Primary Contact is set as the Author.

If a Contact associated with the Agent Account is either the Owner or the Author of the Plan, the Managed by Agent checkbox on the record is set to False.

Any Contacts associated with the Agent Account can no longer view or edit the Plan.

If a Contact associated with the Agent Account (who is being severed) is the Billing Contact for POS:

The Primary Contact who is severing the relationship is set as the Billing Contact for POS for the document.

If a Contact associated with the Agent Account who is being severed is the Billing Contact for ongoing:

The Primary Contact who is severing the relationship is set as the Billing Contact for ongoing for the document.


Bonds RRAM Business Portal User Guide

BondsHow Do I View Bond Related DocumentsYou are able to view the Bond Summary, and its related Bond Assessments and Bond Securities, for Tenements and Tenement Applications that you have access to.

To view bond related documents:

1. Open in Read mode the Tenement Application or Tenement that relates to the Bond.

2. Place your mouse pointer over the Bond Summary hover link, and click on the Bond Summary ID of the document you want to view.

3. The Bond Summary page will appear.

4. To view the Bond Assessment related to the Bond Summary document, scroll down to the Bond Assessment section and click on the relevant Bond Assessment ID.


RRAM Business Portal User Guide Bonds

You can view Bond Assessments related list associated with a Bond Summary you have access to on a:

Bond Summary document,

Variation document,

Plan (Note: if the Author of a Plan is a consultant and they are not the Author of the Tenement/Tenement Application the Plan is associated with, they will not be able to view the Bond Assessments associated with the Plan).

5. To view the Bond Securities associated with a Bond Summary, scroll down to the Bond Securities section and click on the relevant Bond Security ID.


Trouble Shooting RRAM Business Portal User Guide

Trouble ShootingHide FeedsWhen you first use RRAM, when you open a page the Feed area may appear. You can hide these details by clicking on the button.


RRAM Business Portal User Guide Trouble Shooting

Raising An Objection:As an external user, you cannot be logged into RRAM and then raise an Objection Submission at the same time. If you do the following error will appear:

Log out of RRAM and click the link to the objection again. The Objection/Submission Form will appear:
