IFS Workflow User Guide - IFS Enterprise Upstream Marketing Election Change

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Introduction

IFS Workflow is a tool used to create efficiencies and streamline business processes. It ensures that accurate business processes are documented and provides an audit trail for critical processes. The Marketing Election Change Request process is initiated when the Marketing Group receives an Ownership Change Request from a Working Interest Owner to change their marketing election from TIK (Take in Kind) to JOA (Joint Operating Agreement) or vice-versa.

In Scope and Out of Scope

This workflow is currently configured for a marketing election change from JOA to TIK, or an Owner’s marketing election from TIK to JOA. IIn addition, this process supports Entitlement DOIs that do not have TIK (Take in Kind) Owners in balancing.

The workflow has been automated to support the following features:

Expiration of Entitlement and Revenue DOIs in IFS Enterprise Upstream
Creation of new Entitlement and Revenue DOIs in IFS Enterprise Upstream
Assignment of Revenue DOIs to Agreements in IFS Enterprise Upstream

The features below are currently not supported in this workflow:

The automatic creation of Marketing Group ID(s) in IFS Enterprise Upstream
Units and Tracts are not addressed

System Requirements and Configuration

There are no system configurations or direct database triggers configured from IFS Enterprise Upstream. The required API REST Services developed for IFS Enterprise Upstream have been deployed on the targeted IFS Workflow environment.

The IFS Enterprise Upstream API REST services configured for this workflow are:

WEB SERVICE	DESCRIPTION	GET, PUT, POST

WEB SERVICE	DESCRIPTION	GET, PUT, POST
Get Working Interest Owners	Roles	GET
Get Marketing Rep	Roles	GET
Get Exploded, Ent, and Rev decks for each well and product category	DOI - active DOIs, product category	GET
Get Exploded, Ent, and Rev decks for each well and product category	DOI - expired DOIs, product category	GET
Get Report Centers	Validates the Report Centers	GET
Expire Old Entitlement and Revenue DOI	DOI	POST
Create New Entitlement DOI	Create Entitlement DOI from existing Entitlement DOI	POST
Get Marketing Group	Get the Marketing Group for the newly created Entitlement DOI(s)	GET
Create Revenue DOI	Create Revenue DOI from existing Entitlement DOI	POST
Add Revenue DOI to Agreement	Attach DOI to an Agreement	POST

Get Working Interest Owners: Using the Owner ID captured on the Select Working Interest Owner form, this service is used to validate that the Working Interest Owner exists on a Site and has a REV role in IFS Enterprise Upstream. If the Owner ID exists, this service will return details on the Working Interest Owner such as the owner’s name and their associated sites.
Note: This service is not case sensitive and can search for information regardless of whether the Owner ID captured in the workflow is upper or lower case.
Get Marketing Rep: This service is used to populate the Marketing Rep field on the Marketing Change Election Request form, and will return only parties who have an MKTREP (marketing rep) role in IFS Enterprise Upstream.
Get DOI - Active DOIs, product category: Using the Owner, Site and Product Category selected in the workflow, this service is used to populate the first grid on the Select Entitlement and Revenue DOI(s) to Expire form with DOI(s) that meet the selected criteria. The service will only return DOIs where the given Owner is a W type owner.
Get DOI – Expired DOIs, product category: Using the Owner, Site and Product Category selected in the workflow, this service is used to populate the second grid on the Select Entitlement and Revenue DOI(s) to Expire form with DOI ID(s) that already exist for their associated Report Center’s Effective Date. The data displayed in this grid is for informational purposes only and the user will need to take further action outside of the workflow.
Get Report Centers: This service is used to validate that the Report Centers captured in the Enter Report Center ID form exist in IFS Enterprise Upstream.
Expire Old Entitlement and Revenue DOI: Based on the grid selections made in the Select Entitlement and Revenue DOI(s) to Expire form, this service will expire the Report Center on the Entitlement and Revenue DOIs. The Expiration Date posted to IFS Enterprise Upstream will be set as the last day of the month prior to the Effective Date.
Create New Entitlement DOI: Using the Distribution DOI creation process in IFS Enterprise Upstream, this service will create a new Entitlement DOI using the Effective Date; and the same Description and Report Center from the original Entitlement DOI that was expired.
Get Marketing Group: Using the list of new Entitlement DOIs, this service will get the newly created Marketing Group IDs from IFS Enterprise Upstream and populate this information into the Review New Marketing Group ID(s) form.
Create Revenue DOI: Using the Distribution DOI creation in IFS Enterprise Upstream, this service will create a new Revenue DOI for each Marketing Group ID provided on the Review New Marketing Group ID(s) form.
Add Revenue DOI to Agreement: This service will add the newly created Revenue DOI(s) to their appropriate Agreements in IFS Enterprise Upstream.

External API Table Configuration

Please refer to Environment Configuration.

Triggers

The following triggers are configured in the workflow:

TRIGGER NAME	DESCRIPTION	EU API SERVICE USED

TRIGGER NAME	DESCRIPTION	EU API SERVICE USED
Get API URL	This trigger points the workflow to the IFS Enterprise Upstream environment configured in the ProcessMaker External API table.
Setup Data	This trigger sets the Request Date on the Enter Working Interest Owner ID form to the current calendar date.
Validate Working Interest Owner ID	Using the Owner ID, this trigger will retrieve the Working Interest Owner’s name and a list of their associated sites from IFS Enterprise Upstream.	Get Working Interest Owner
Error Handling	This trigger has been incorporated into every workflow step containing an EU API service. This trigger will route any error messages that occur to the Case Notes and send an email notification with the error details to the Case Owner. Note: The user(s) or user group(s) must be set up in the Permissions in order to view the Case Notes. In addition, this trigger will display a notification message highlighted in red at the top of the Dynaform. For example: ERROR: Errors have occurred – Please see the Case Notes for details.
Update Display Format for Owner ID	This trigger updates the format of the Owner ID field on the Marketing Election Change Request form to include the Site Number.	Get Working Interest Owner
Get Marketing Rep	This trigger is used to populate the Marketing Rep drop-down field on the Marketing Election Change Request form.	Get Marketing Rep
Set UTC Dates	This trigger is used to set the format of the Effective Date and Expiration Date to UTC format.
Validate RC Ids	This trigger is used to validate that the Report Center ID captured in the Enter Report Center ID form exists in IFS Enterprise Upstream.	Get Report Centers
Get Active DOIs, Product Category	Using the Owner ID, Product Category and Report Center ID captured in the workflow, this trigger is used to populate the first grid located on the Select Entitlement and Revenue DOI(s) to Expire form.	Get Exploded, Ent, and Rev decks for each well and product category – DOI - active DOIs, product category
Get Expired DOIs, Product Category	Using the Owner ID, Product Category, Report Center ID and Effective Date captured in the workflow, this trigger is used to populate the second grid located on the Select Entitlement and Revenue DOI(s) to Expire form.	Get Exploded, Ent, and Rev decks for each well and product category – DOI - expired DOIs, product category
Expire Old Entitlement and Revenue DOI	Using the Expiration Date (the last day of the month prior to the Effective Date); the Report Center ID, Entitlement DOI UID, and Revenue DOI UID selected on the Select Entitlement and Revenue DOI(s) to Expire form, this trigger will expire the DOIs in IFS Enterprise Upstream. This trigger will be called multiple times based on the selections made on the form.	Expire Old Entitlement and Revenue DOI
Create New Entitlement DOI	This trigger creates the new Entitlement DOIs using the Distribution DOI creation process in IFS Enterprise Upstream. This trigger will also display the newly created Entitlement DOIs in the Review New Marketing Election Group ID(s) form.	Create New Entitlement DOI
Get Marketing Group ID	Using the DO_UIDs of the new Entitlement DOIs, this trigger will retrieve the newly created Marketing Group IDs from IFS Enterprise Upstream. The trigger will also display the new Marketing Group IDs in the Review New Marketing Group ID(s) form.	Get Marketing Group
Create New Revenue DOI	Using the newly created Entitlement DOIs and their associated Marketing Group IDs, this trigger will create the new Revenue DOIs using the DOI Distribution process in IFS Enterprise Upstream. The trigger will also display the newly created Revenue DOIs in the Review New Revenue DOI(s) form.	Create New Revenue DOI
Add Revenue DOI to Agreement	This trigger will add the newly created Revenue DOIs to their associated Agreements in IFS Enterprise Upstream. This trigger will also return a string of the updated Agreements and include the Agreement details in the email notification to the Revenue Supervisors.	Add Revenue DOI to Agreement
Get RC’s	This trigger will find RCs tied by party through the Entitlement DOI selected.	Get RC’s
Create Revenue DOI’s	This trigger will create the new Revenue DOIs needed to complete the workflow.	Add the new revenue DOI to Enterprise Upstream

Workflow Overview

Workflow Details

User Groups

Marketing Analyst: Responsible for filling out the Marketing Election Change Request and setting up Marketing Group ID(s) in IFS Enterprise Upstream.

Revenue Supervisors: Receives an email notification with details on the completed Marketing Election Change Request.

Tasks

Fill out Marketing Election Change Request Form: This task will allow the Marketing Analyst to capture details on the Marketing Election Change Request, and select which Entitlement and Revenue DOIs will be expired. This task contains five forms in the following order:

Enter Working Interest Owner ID
Select Site for Working Interest Owner
Marketing Election Change Request Form
Select Report Center ID
Select Entitlement and Revenue DOI(s) to Expire

Expire Entitlement and Revenue DOI: Based on the selections made in the Select Entitlement and Revenue DOI(s) to Expire form, this automated script task will expire the Entitlement and Revenue DOIs with an Expiration Date set as the last day of the month prior to the Effective Date.

Create New Entitlement DOI: This automated script task will use the DOI Distribution creation process in IFS Enterprise Upstream to create new Entitlement DOIs with the new Effective Date.

Review New Entitlement DOI: This task will allow the Marketing Analyst to review the list of newly created Entitlement DOIs from IFS Enterprise Upstream.

Create New Marketing Group ID(s) and New Revenue DOI: This task will inform the Marketing Analyst to create Marketing Group IDs for the new Entitlement DOIs in IFS Enterprise Upstream. Once the Marketing Group IDs have been created, the Marketing Analyst will be able to import these IDs into Workflow and proceed to create the new Revenue DOIs in IFS Enterprise Upstream. This task contains three forms in the following order:

Create New Marketing Group ID(s)
Review New Marketing Group ID(s)
Review New Revenue DOI(s)

Add New Revenue DOI to Agreement: This automated script task will add the newly created Revenue DOIs to their associated Agreements in IFS Enterprise Upstream using the new Effective Date.

Note: The pre-existing Agreement is not changed, but the new Revenue DOI is added to it.

Gateways

There are no decisions points currently captured in this workflow.

Email Events

The following emails are configured as part of this workflow:

1. Email Notification to Marketing Analyst: This email notification is sent after the new Entitlement DOI has been successfully created in IFS Enterprise Upstream. It will contain details of the marketing election change and the newly created Entitlement DOI.

To: @#CaseOwnerEmail

Subject: Marketing Election Change Request - @@APP_NUMBER: Review Newly Created Entitlement DOIs

Hello @#CaseOwner,

Please log into workflow to review the newly created Entitlement DOI(s) for the Marketing Election Change Request - @#APP_NUMBER. Refer to the details below for additional information:

Request Date: @#requestDate_label
Effective Date (Production): @#effectiveDate_label
Owner ID: @#ownerId
Owner Name: @#ownerName
Marketing Election Change: @#marketingElectionChange_label
New Marketing Election: @#newMarketingElectionType
Marketing Election Rep: @#marketingRep
Marketing Comments: @#notes

New Entitlement DOI(s)

New Entitlement DOI(s)
@#newEntitlementDoi

Email Sample

2. Email Notification to Revenue Supervisors: This email notification is sent after the new Entitlement DOI has been successfully created in IFS Enterprise Upstream. It will contain details of the marketing election change request and the DOI ID of the new Entitlement DOI.

From: no-reply

To: @#emailRevenueSupervisors; @#CaseOwnerEmail

Subject: New Marketing Election Change Request - @@APP_NUMBER is Complete

The following Marketing Election Change Request @@APP_NUMBER has been completed by the Marketing team:

Effective Date (Production): @#effectiveDate_label
Owner ID: @#ownerId
Owner Name: @#ownerName
Marketing Election Change: @#marketingElectionChange_label
Marketing Election Rep: @#marketingRep
Marketing Comments: @#notes
Status: Revenue DOI(s) is added to Agreements

Report Center	New Entitlement DOI(s)	New Revenue DOI (s)	Agreement Details

Report Center	New Entitlement DOI(s)	New Revenue DOI (s)	Agreement Details
@#reportCenterConcatenation	@#newEntitlementDOI	@#revId	@#agreementDetails

Email Sample

Dynaforms

Enter Working Interest Owner ID

The following fields are displayed on the form:

Enterprise Upstream UserName: This is a required field. As the user enters their IFS Enterprise Upstream UserName, the field will also provide a list of suggested options from which the user can select.
Request Date: Defaults to the current date. The date format of this field is YYYY-MM-DD (e.g. 2017-08-15).
Effective Date (Production): This is a required field and the user selects the effective date of production. The date format of this field is YYYY-DD (e.g. 2017-08).
Owner ID: This is a required field and the user enters the IFS Enterprise Upstream Owner ID of the Working Interest Owner.
Owner Name: This field is optional. The user can enter the IFS Enterprise Upstream Owner Name of the Working Interest Owner. When the user submits the form, the system will override and replace any values manually entered in this field with the actual IFS Enterprise Upstream Owner Name.

Select Sites for Working Interest Owner

All the fields are the same as the Enter Working Interest Owner ID form, with the addition of one new field:

Select Site: This field will list the sites on which the Owner exists with a REV role. The user will be required to select one of the options listed before submitting the form.

Marketing Election Change Request Form

The same fields on the Enter Working Interest Owner ID form are displayed, with the addition of the following fields:

Marketing Election Type Change: The user selects if the Owner’s Marketing Election Change is from TIK to JOA or JOA to TIK.
Product Category: The user is required to select one product category (Oil or Gas/NGL).
Notice Type: The user selects the type of notice used for requesting for the Marketing Election Change. The options available for selection are Email or Letter.
Marketing Rep: This drop-down field is populated with parties that have an MKTREP (marketing rep) role in IFS Enterprise Upstream. The marketing rep will be displayed as a combination of PartyUserKey – Site Sequence – Party Name For example: OE – 1 – Oracle Energy. Each party-site combination will be displayed as a separate entry in the drop-down field.
Notes: The user captures any Marketing Notes/Comments related to the change request.
Attachments: The user can attach any supporting documents related to the change request.

Enter Report Center ID

The same fields on the Marketing Election Change Request form are displayed, with the addition of the following grid:

Report Center ID: This is a required field. The user enters the Report Center ID associated to the Entitlement and Revenue DOIs they want to be expired. Only one Report Center ID can be entered per row. When the user submits this form, the workflow validates that Report Center ID entered exists in IFS Enterprise Upstream. If an invalid ID is entered, the user will be required to enter a valid ID and resubmit the form.

Select Entitlement and Revenue DOI(s) to Expire

The same fields on the Marketing Election Change Request form are displayed, with the addition of the following grid columns:

Report Center: This column displays all the validated Report Centers captured on the previous Enter Report Center ID form.
Entitlement DOI: This column displays the Entitlement DOI(s) from IFS Enterprise Upstream that are associated to the Report Centers displayed in the grid.
Checkbox: The user selects the row(s) containing the Report Center(s) and DOI(s) to be expired in IFS Enterprise Upstream.
Revenue DOI: This column displays the associated Revenue DOI(s) that have been created by a Marketing Group.

Review New Entitlement DOI(s)

The same fields on the Select Entitlement and Revenue DOI(s) to Expire form are displayed, with the addition of one new grid:

New Entitlement DOI: This column displays the new Entitlement DOIs that were created using the Create New Entitlement DOI service. The new Entitlement DOIs will be created using the Effective Date (on the Marketing Election Change Request Form), and the same Description and Report Center from the original Entitlement DOI that was expired.

Create New Marketing Group ID(s)

The same fields on the Review New Entitlement DOI(s) form are displayed, with the addition of one new field:

New Marketing Group ID(s) Created: This is a required field that the user checks to confirm that new Marketing Group IDs have been manually created in IFS Enterprise Upstream for the new Entitlement DOI(s).

Review New Marketing Group ID(s)

The same fields on the Create New Marketing Group ID(s) form are displayed, with the addition of the following grid columns:

Marketing Group ID: This column displays the Marketing Group IDs that were manually created by the user in IFS Enterprise Upstream.
Marketing Rep: This column displays the Marketing Reps associated to the Marketing Group ID.

Review New Revenue DOI(s)

The same fields on the Review New Marketing Group ID(s) form are displayed, with the addition of one new grid column:

New Revenue DOI: This column displays the newly created Revenue DOIs from IFS Enterprise Upstream. A new Revenue DOI is created for each Marketing Group ID provided on the form.