Welcome to ORCA Docs’s documentation!
Online Event Reporting System
Reporting Remediation Events
1. Introduction
For information on other types of events required to be reported and for additional guidance on those event types (e.g., Incident reporting), please see the Canada Energy Regulator Event Reporting Guidelines or the CER Remediation Process Guide.
2. Contact Us
If you have technical questions related to a specific REM event you have already reported in OERS, please go to the event using the link sent by the system and use the “Send a Message to the CER” function. This will direct your inquiry to the CER Environmental Analyst assigned to your REM event.
If you are having trouble submitting a NOC or you cannot find the information you need in this manual, please email DLERSSupport@cer-rec.gc.ca. CER staff will respond within 1 business day.
3. Acronym List
CER Canada Energy Regulator
DIR Detailed Incident Report
IR Information Request
NOC Notice of Contamination
OERS Online Event Reporting System
OM Operations and Maintenance
RAP Remedial Action Plan
REM Remediation Event
4. Notice of Contamination Submission
4.1 Getting Started
The OERS is located at the following web address: https://apps.cer-rec.gc.ca/ers.
To report a new event, click the Continue button at the bottom of the welcome page. You will be asked to provide some pertinent information, including an email address. The email address will be used to allow the system to send you a link to access the full OERS portal. Once complete, click “Save and Next”.
Email Confirmation
4.3 Reporting Specific Event Types
The first screen you will see allows you to select the event types you want to report. Find “Notice of Contamination” under “Notification – Remediation.”
Note: The identification of residual contamination in a Detailed Incident Report (DIR) will automatically generate a link to a NOC submission. The NOC should be filled out within five days of receiving the link. This link will be sent to the contact that completed the DIR.
4.4 Company
The next screen asks about the company responsible for the particular pipeline on which the NOC occurred.
4.5 Contacts
The contacts screen will display the contact information entered in the initial contact page. Additional contacts may be entered on this screen by selecting “Add Contact.” Contact information can be modified by clicking “Edit” to the right of the contact.
4.6 Location
The location page is required for all events. It allows companies to report details of the location to the CER.
Key Things to Know About the Location Page
- Either a pipeline or a facility must be identified on the location page. If you cannot find theinformation you are looking for, you can select “Not Listed” and enter the name, diameter, length and commodity carried for pipelines and/or enter the name, facility type, latitude, and longitude for facilities. The CER will then reconcile the information with its databases.
For “What is the populated centre nearest to the contaminated site?” please only enter the name of the hamlet, village, town etc. Do not enter the province.
GPS coordinates are mandatory for contaminated sites. The “View Location in Google Maps” function will only work if you have entered GPS coordinates into the system.
If you have selected a facility, the system will auto‐populate the GPS coordinates with theinformation the CER has on file. If you notice this information is incorrect, please contact theCER at remediation@cer-rec.gc.ca.
Use the definitions below as guidance to assist in selecting the appropriate land use category.
- Agricultural Land
- Lands which are either currently cultivated or show signs of recent cultivation(i.e., within the past 5 years); orLands which have not been recently cultivated (i.e., within the past 5 years), andwhere sod has developed or is beginning to develop and which is used foranimal grazing or other agricultural purposes.
- Protected Area
- Lands with protective designations, as identified in government regulation, and for which development is not permitted or is limited. These could include, but are not limited to:national, provincial and regional parks; federal and provincial lands with protectivedesignations (e.g., wildlife preserves, ecological reserves); and designated Critical Habitat forspecies on Schedule 1 of the Species at Risk Act.
- Non‐Developed Land
- Lands which remain in a relatively natural state. These could include, but are not limited tonative prairie and forest land. If the land use falls into both the Protected Area and Non‐developed Land categories, select ‘Protected Area’.
- Developed Land – Industrial
- Lands where the primary activity involves the production, manufacture, or construction ofgoods.
- Developed Land – Small Commercial
Lands where the primary activity involves commercial businesses and not residential or manufacturing.
- Developed Land – Residential
Lands where the primary activity involves residential housing and activities.
4.7 Initial Report
This page directs users to input information about the contamination. If third party contamination is being reported, include ‘Third Party Contamination’ in the one-sentence description.
Key Things to Know About the Initial Report Page
- The one sentence description of the site should include the major contaminant and a few wordsthat describe the location. For example, ‘Hydrocarbon contamination at XYZ compressorstation’ or, for a facility, ‘Amine contamination next to the XX utilities building in the SW cornerof the fenced yard’.
- The date the contamination was first discovered is the date upon which the potential forcontamination was first discovered. The date the contamination was confirmed is the dateupon which laboratory analytical results confirming contamination above applicable criteria were received by the company, or a third party working on behalf of the company.
Use the definitions below as guidance to assist in selecting the appropriate activity
Construction – should be selected when the REM event occurred during a construction phase. The related CER Regulatory Instrument (order or certificate) number must been entered for construction activities.
Operation – should be selected when the REM event occurred during the operational phase of a pipeline or facility.
Maintenance - should be selected when the REM event occurred during the maintenance of a pipeline or facility. The related Operations and Maintenance (OM) notification event number must be entered for maintenance activities.
Abandonment - should be selected when the event occurred during the abandonment of a pipeline or facility. The related CER Regulatory Instrument (Order or Certificate) number must be entered for abandonment activities.
4.8 Scenario
The scenario page allows the company to provide more information about the contamination being reported. For example, if the company is reporting a “NOC”, the circumstances page will allow the company to report what type of contamination occurred. The circumstances page will also trigger the system to require additional information based on the user’s input.
Key Things to Know About the Scenario Page
- To describe the extent of contamination, provide brief details regarding the depth and spread ofcontamination in the affected media, as delineated at the time of NOC submission.
Definition of a receptor: The person or organisms, including plants, potentially subjected to chemical exposure. If ‘terrestrial wildlife’ is selected, there is no need to identify the minimum distance between the receptor and the contamination.
Potentially affected persons and communities notification and engagement ‐ Documents cannot be uploaded until the NOC is submitted. Upon submission of the NOC the functionality to upload a document will appear in the menu on the left hand side of the page. Attach documents immediately upon submission of NOC.
- If you have any questions or concerns relating to notifying Indigenous groups potentiallyimpacted by contamination, please discuss with the CER environmental analyst assigned to yourREM event. See the CER Early Engagement Guide for further information on expectations related to engagement.
4.9 Actions Page
The actions page allows the company to describe the actions taken to date to mitigate the impacts of contamination and planned remedial activities. The actions page will also trigger the system to require additional information based on the user’s input.
Key Things to Know About the Actions Page
The planned actions to mitigate the impacts of contamination should include a brief description of planned next steps.
- If indicated that all substances have been cleaned up such that they meet the applicable criteria,an email will be sent notifying you that a closure report must be uploaded in order to achievesite closure, as outlined in the Remediation Process Guide.
If ‘yes’ is selected to the question ‘Is the contamination contained to company-owned property’ two additional questions will pop up. This question pertains to company owned or leased lands.
If the company indicates that the facility has an established groundwater and surface water monitoring program that is implemented and no free product is detected in groundwater wells, the CER may require no further submissions beyond the CCME classification worksheets and annual updates. The CER expects that accessible contamination will be remediated at facilities as specified in the company’s Environmental Protection Program.
- Note that company owned property does not apply to Right of Ways unless the company ownsthe property on which the Right of Way lies. If the contamination is confined to company owned property at the time of NOC submission but is later determined to have migrated off company owned property, an email must be sent to remediation@cer-rec.gc.ca notifying the CER of the off‐site migration. Similarly, if no free product has appeared in groundwater monitoring wells at the time of NOC submission, but is later detected in wells, the CER must be notified.
4.10 Screening Assessment
The responses to the screening assessment questions will be used to automatically assign a ‘low environmental risk’ status to certain contaminated sites. If the responses to the screening assessment questions indicate ‘low risk’, OERS will automatically send a request for submission of a closure report. Upon review of the information submitted in the NOC, the CER environmental analyst may determine that further information is required prior to submission of a closure report. In this case, the CER environmental analyst will request further information through OERS.
For REM events that receive a medium or high risk site status, the REM event will follow the regular procedure highlighted in Section 5.0 of this document.
4.11 Company Notes
This screen allows users to submit and attach a comment to the NOC. This comment box provides an opportunity for additional comments, questions, and concerns to be sent to the CER staff assigned to the NOC. The commenter’s name and email address are required.
4.12 Final Submission
Key Things to Know About the Final Submission Page
The next steps for managing the contaminated site may vary depending on how the questions were answered during the NOC submission. Some sites may require no further action except for an annual update, while others may require more in depth management. Other sites may immediately ask for a closure report following the final NOC submission.
After submitting the “Final Submission” you will receive a “confirmation of your submission” notification email with the contents of your report. The email will specify the next action required according to the Remediation Process Guide.
You will no longer be able to use the link provided to change the NOC submitted data. The link will now be used to manage the REM event and will only be active for contact changes, document uploads, Information Requests (IR), company notes, and submission extensions. If pertinent information was left out or if “Submit” was accidentally selected, please contact the CER at remediation@cer-rec.gc.ca.
The following section contains additional information about the follow up required on NOCs.
5. REM Event Management
Upon review of the REM event, the CER environmental analyst will send an email outlining the next submission required for this REM event. This email will include a link that can be used for future communication (IR responses) and for uploading documents. Use the link in the email to enter the online portal to upload the report.
Upon re‐entering OERS following NOC submission, the menu on the left hand side will include the following Table of Contents.
5.1 Summary
This page provides an overview of the information entered in the NOC. The information contained on this page can only be changed by CER staff.
5.2 Contacts
The contacts screen will display the contact information entered in the initial contact page. Additional contact may be entered on this screen by selecting “Add Contact.” Contact information can be modified by clicking “Edit” to the right of the contact.
Please keep the contact information up to date and accurate. Make sure to update this field when the company contact is changed. There must be at least one contact for each REM. If there are multiple contacts on this page, each contact will receive notifications for this REM event.
5.3 Remediation Reports
This page lists the reports required by the CER for this REM event, according to the Remediation Process Guide. To access the list of required remediation reports, select “Remediation Reports.”
The “Upload” link next to the desired report should be used to upload the required documents by the specified submission date. Upon uploading a document, the CER’s environmental analyst will be notified to review and follow up as appropriate. Documents can also be uploaded through the “Upload document” page. To view the details, documents and information requests pertaining to a specific report, select “Status” beside the desired report.
5.4 Remediation Reports – Status and Details
Below is an example of the “Status and Details” page for a RAP, one type of remediation report. The details about the report, attached documents, and information request, including IR response, and reviews are located on this page.
Note: The report acceptance for RAPs differ from other report types. When a RAP is accepted, the identified company contact/s will receive an email with CER staff comments. For other types of reports, CER Staff comments are viewed on the above page.
There is a list of documents that are attached to
each report type on the Status page. There are also details on this page
for the Information Requests for each report type. See the screenshot
below for the layout of the Status and Details page for a single report
type.
5.5 Reports – Submission Date Change
Selecting the “Reports” under Remediation Reports will allow you to view the types of reports required for the REM event. Clicking on the specific report will bring you to a page that can be used to edit the submission date of the document with a rationale for the submission date change. You can also select ”Edit Submission Date” next to the report on the Remediation Reports page to reach the same page. If you desire to see the details, documents and information requests pertaining to a specific report or to upload a document, select “Remediation Reports”, and then “Status” or “Upload” beside the desired report.
To submit a request to change the submission date dealine, enter the propsed deadline date and explanation for requesting a deadline extension, then select “Submit.” This will send an email to the CER staff assigned to the REM event. The company contact/s will receive an email when the CER staff accepts or rejects the submission deadline change request.
5.6 Information Requests
The CER staff assigned to your REM event may issue an information request to gain further understanding, clarification and information on a report that was uploaded. The system will notify you via email when additional information has been requested. All responses to information requests must be entered through the system. The status of the information request is located on this page. Information requests are also viewable from the “Status” page in Remediation Reports. To provide a response to an IR, select “Information Requests” from the tab menu and then “Edit Response” beside the IR that you wish to respond to.
The “Edit Response” link will take you to the below page where you will submit the response to the IR from the environmental analyst. Please enter the response and email address in the textbox below and click the “Submit” button. Once submitted, the response can no longer be revised.
If the response to the information request includes a document, upload the document through the “Upload Document” page and select which Remediation Report Type and IR this response is addressing.
Once a CER environmental analyst has reviewed the IR, they have the opportunity to provide comments in their review. An email is not sent out for CER staff review comments, but these comments are viewable under the Information Requests tab or the Status page on the Remediation Reports tab. It is up to the discretion of CER staff to notify the company regarding IR response acceptance. An additional IR may be issued if initial IR conditions were not met.
5.7 Annual Updates
Previous annual updates relating to the REM event will appear on this page. No information can be edited for past annual updates.
An email request for the annual update will be send by the CER on 1 April. This email will contain a link to the page which lists all the REM events that are active (i.e., not closed or misreported) for the company that your email is the contact for (i.e., if your company has more than one contact assigned to different REMs, all contacts will receive the same list of annual updates). An annual update must be submitted for every REM event for which the NOC was submitted prior to 31 December of the previous year, and are not yet closed.
You will be able to submit the annual update upon receiving the annual update request email sent by the CER. The annual updates must be submitted by 30 June. Reminder emails will be sent on the 15 June.
The following is an example of an annual update. These four questions must be answered for each REM event separately. Select “Save”, when wanting to save the progress for the annual update. Select “Submit,” when you are ready to send the annual update to the CER. The annual update cannot be changed once submitted.
Key Things to Know About Annual Updates
The site status needs to be updated annually. The below guidance should be used when assigning site statuses to REM events:
Site assessment – Environmental Site Assessment in progress to determine next steps, prior to active remedial or risk management work
Ongoing remediation – RAP has been submitted and/or or active remedial work is ongoing
Post remediation monitoring – Active remedial work complete and groundwater or reclamation monitoring is in effect
Risk managed – Risk Management Plan has been submitted and/or risk management is taking place
Facility monitoring – Use this status at facilities on company owned or leased lands where there is a groundwater monitoring program in place as described in section 12.3 of the CER 2020 Remediation Process Guide.
Items that should be included in the summary of planned future remedial activities and submitted reports are as follows: the plans for the development of a remedial action plan (RAP), risk management plan (RMP) or closure report in the annual update), along with justification for the report being developed. The CER Environmental Analyst will consider this justification, along with the information submitted in the NOC, CCME worksheets, and any persons’ interest(s) in the site, when requesting a RAP, RMP or closure report. Refer to Appendix C of the CER 202 Remediation Process Guide for guidance on when a RAP is required.
5.8 Company Notes
This screen allows users to submit and attach a comment to the REM event. This comment box provides an opportunity for additional comments, questions, and concerns to be sent to the CER staff assigned to the NOC. The commenter’s name and email address are required. Select “Submit,” when you are ready to send the CER your comments. Select “Save,” when you want to save your progress, but are not ready to send the automated email. Note: CER Staff are still able to view Company Notes when “saved,” but will not receive an email notification until it is “Submitted.”
5.9 Documents Page
The Documents screen allows for the upload of documents relating to the REM event including, photographs, reports, various types of correspondence, etc.
Populate the mandatory fields and select document type from the drop down menu.
You can select “Add” for each additional document, or you can click “Next” when all documents have been uploaded.
Key Things to Know About the Documents Page:
1. The size limit for uploads is 50 MB. If you have a larger file than that you may submit it in hardcopy or via digital media directly to the CER Records and Mail department. When you do so please quote the REM event number for the file.
You may upload as many documents as are required.
3. Once you have uploaded a document and you wish to delete it, you can contact the CER via email to remediation@cer-rec.gc.ca
4. Do not upload documents that contain private or sensitive information. You must submit any of these documents in hard-copy to the CER Records and Mail department and indicate that you wish to submit them under section 16.1 of the CER Act. As above, please include the REM event number with the document.
5.10 Site Closure
Site Closure is initiated by CER staff by requesting a “Closure Report” through an email generated by the system. The workflow for this request will be similar to other report types. The company contact may request a deadline extension, view the report status, and upload a document pertaining to the Closure Report under the Remediation Reports tab.
Upon submission of a Closure Report and Declaration Letter, the CER environmental analyst will review the closure report and if satisfied, recommend site closure to the Director of the Environmental Protection Team. Upon accepting the recommendation to close the site, the CER will send via email a Remediation Closure Letter and Close the REM event in OERS. The company will receive an automated email stating that the REM event has been closed and will no longer be able to access the REM event in OERS.
Reporting Contravention of the DPR events
1. Introduction
The Online Event Reporting System (OERS) was created to allow companies to report regulatory events directly to the Canada Energy Regulator (CER). OERS is part of a larger system called the Operations Regulatory Compliance Application (ORCA) which also allows companies to review their compliance verification activity reports, submit and view the status of condition filings and interact with CER staff.
In this manual you will find instructions and guidance on how to use OERS to report Contravention of Damage Prevention Regulations - Authorizations (DPR-A) events, Damage to Pipe events, and the information required by the system.
For more information on other types of events required to be reported and for additional guidance on those Event Types (e.g. Incident reporting), please see the *CER Event Reporting Guidelines* or the *CER Remediation Process Guide*.
2. Send a Message to the CER
If you have technical questions related to a reported regulatory event, or would like to request your report be retracted (see section 5.1.2 below), please use the “Send a Message” function in left-hand menu of the OERS system. This will automatically direct your inquiry to the CER staff assigned to your file.
If you have system issues that prevent you from using this message button, or a general inquiry that is not related to a reported event, you can email DLERSSupport@cer-rec.gc.ca. This is a monitored email box and CER staff will respond within one business day.
3. Reportable Contraventions of DPR-A and Damage to Pipe
Information defining events reportable to the CER can be found in the *CER Event Reporting Guidelines*.
4 How to create a new event and submit an INITIAL REPORT
The first step to reporting involves creating a new Contravention of DPR-A and/or Damage to Pipe event in OERS. Section 4 of this guide will show you how to create a new Contravention of DPR-A and/or Damage to Pipe event in OERS, and all steps up to and including the submission of your Initial Report to the CER.
To create a new event, access the OERS as follows:
Access the OERS online using the following URL: https://apps.cer-rec.gc.ca/ers
A “Welcome” screen will appear as shown below.
After reviewing the information in the “Welcome” screen, click Continue to proceed with creating a new event.
Enter the following information in the “Contact” screen shown below. Mandatory fields are denoted by a red asterisk.
The minimum information required is your first name, last name, work phone number, and email address. Check the reCAPTCHA box to confirm you are not a robot, then click Save and Next at the bottom of the page.
After entering your information as described in section 4.2, the “Email Confirmation” screen shown below will appear and a confirmation message will automatically be sent to the email address provided. If the email message does not appear in your email inbox, check your junk email folder.
A unique link to your new event in the OERS will be included in the body of the confirmation email. Click the link to be redirected to your event in OERS. Additional information can then be entered to submit the event to the CER. If you are not redirected to the OERS after clicking the link in the email, please contact the CER at DLERSSupport@cer-rec.gc.ca for assistance.
Once you have clicked on the email link and have been redirected to the OERS, the “Event Types” screen will appear as shown below.
*Is this an exercise?*
Confirm whether the event you are reporting is an exercise (Yes/No).
Select Yes if you are reporting an exercise.Select No if you are providing notification of an actual Contravention of DPR-A and/or Damage to Pipe.
Under the Damage Prevention Regulations heading, select the Event Types you want to report. Contraventions of DPR-A are commonly referred to as unauthorized activities. Select the Event Type(s) that best correlate with the activity/activities that caused the Contravention of DPR-A.
If you are reporting Damage to Pipe that is unrelated to a Contravention of DPR-A (e.g. historical damage), select “Damage to Pipe” as the Event Type.
Event Types within the Damage Prevention Regulations category are:
Vehicle Crossing;
Ground Disturbance;
Construction of a Facility; and
Damage to Pipe.
It is possible that a single activity may be associated with multiple Event Types. If multiple Event Types occur as a result of a single activity, pipeline companies are expected to report the multiple Event Types within one report by selecting all Event Types that apply. See the following examples:
Excavation (activity) that caused a ground disturbance in contravention of DPR-A (Event Type: Ground Disturbance), and a fence post was installed into the hole on the right-of-way without written consent (Event Type: Construction of a Facility).
In this example, select two Event Types: Ground Disturbance, and Construction of a Facility as shown below
Excavation (activity) that caused a ground disturbance in contravention of DPR-A (Event Type: Ground Disturbance), and which caused damage to a pipe (Event Type: Damage to Pipe).
In this example, select two Event Types: Ground Disturbance, and Damage to Pipe, as shown below.
Landscaping (activity) during which a skid-steer was driven across the pipeline right-of-way without written consent (Event Type: Vehicle Crossing), earth cover was removed from the pipeline right-of-way (Event Type: Ground Disturbance), and a concrete patio was poured over the pipeline right-of-way without written consent (Event Type: Construction of a Facility).
In this example, select three Event Types: Vehicle Crossing, Ground Disturbance, and Construction of a Facility, as shown below.
After you have selected the applicable Event Type(s), click on Save and Next at the bottom of the page to proceed to the next screen.
Select the name of the company that operates the pipeline associated with the event you are reporting. If your company name does not appear on the list, please contact the CER at DLERSSupport@cer-rec.gc.ca for assistance.
After you have selected the company at step 4.5, a list of regulations will automatically be generated and appear on the screen.
If you are reporting Damage to Pipe with no associated Contravention of DPR-A, Canadian Energy Regulator Pipeline Damage Prevention Regulations – Obligations of Pipeline Companies will be the only selection available.
After you have selected the applicable regulation(s), click on Save and Next at the bottom of the page to proceed to the next screen.
After you have clicked on Save and Next at step 4.5.1, the next screen is “Initial Report”.
The first three questions of every Initial Report for Contravention of DPR-A and/or Damage to Pipe are regarding precautionary reporting and whether the pipe was contacted and/or damaged, as shown below.
The CER has directed companies to take a precautionary approach to reporting. As a result, the CER is aware that companies will be reporting a suspected event prior to confirming the final details. Companies can toggle the “Is this a Precautionary Report” field to Yes to indicate that they are reporting from a precautionary standpoint. For more information on precautionary reporting please see the `CER Event Reporting Guidelines <https://www.cer-rec.gc.ca/bts/ctrg/gnnb/rprtnggdlns/index-eng.html>`__.
Using the drop-down menu, select Yes, No, or Undetermined.
If contact is suspected but undetermined within the immediately reportable timeframe of 24 hours after discovery of the event and there is no associated contravention of DPR-A being reported, use the drop-down menu as described in section 4.6.1 above, toggle the “Is this a Precautionary Report?” field to Yes to indicate to the CER that you are reporting from a precautionary standpoint. You will have the opportunity to explain the situation and its circumstances on the “Circumstances” page (see ‘Circumstances’, section 4.7 below).
Using the drop-down menu, select Yes, No, or Undetermined.
If you select Yes, OERS will automatically generate additional questions regarding damage to pipe (see section 4.6.3.2 below).
If damage is suspected but undetermined within the immediately reportable timeframe of 24 hours after discovery of the event and there is no associated contravention of DPR-A being reported, use the drop-down menu as described in section 4.6.1 above, toggle the “Is this a Precautionary Report?” field to Yes to indicate to the CER that you are reporting from a precautionary standpoint. You will have the opportunity to explain the situation and its circumstances on the “Circumstances” page (see ‘Circumstances’, section 4.7 below).
If a Contravention of DPR-A resulted in pipe contact but no pipe damage, you will be required to indicate whether the determination of no damage was made by, or under the direct supervision of, a competent person. Using the drop-down menu, select Yes or No. If you select No, OERS will automatically generate a text box to provide details.
If you answered Yes to the question “Was the pipe damaged?” (see section 4.6.3 above), OERS will require you to select how the damage was caused or identified, as shown below. Select all that apply.
In addition, OERS will automatically generate additional questions as shown below.
Using the drop-down menu, select Yes or No.
If you select Yes, a text box will appear requesting a description of the coating damage.
Using the drop-down menu, select Yes or No.
If you select Yes:
A pick list will appear with options to select Gouge, Dent, or Other;
A text box will appear requesting a description of the pipe damage; and
The question “Will an Engineering Assessment (as per CSA Z662) be required?” will appear. Using the drop-down menu, select Yes, No, N/A, or Undetermined.
Determination of damage
When a pipe is damaged, you will be required to indicate whether the determination of damage was made by, or under the direct supervision of, a competent person. Using the drop-down menu, select Yes or No. If you select No, OERS will automatically generate a text box to provide details.
All reports of Contravention of DPR-A and/or Damage to Pipe require the date and time when the event occurred, if known.
If the date, time, and time zone when the event occurred is unknown, tick the available box as shown below.
If the pipe was damaged and you ticked the box indicating date, time, and time zone when the event occurred is unknown (see section 4.6.4.1 above), OERS will automatically generate a mandatory question “Is this damage believed to be historical?” as shown below. Select Yes, No, or Unknown.
All reports of Contravention of DPR-A and Damage to Pipe require date and time (including time zone) when the event was discovered. The pipeline company must report Contraventions of DPR-A and Damage to Pipe events as soon as possible and no later than 24 hours after the event was discovered. If it is unclear if the event meets CER reportable criteria, the event can be submitted as a precautionary report (see section 4.6.1).
Using the drop-down menu, select the applicable party.
If you indicated that 1st party or 2nd party discovered the event, OERS will generate additional questions as shows below.
Use the drop-down menu to select the method of discovery (Aerial patrol, Ground patrol, Site visit, or Other). If you select Other, a text box will appear requesting a description.
If you selected Aerial patrol, Ground Patrol, or Site visit, OERS will automatically ask if the method of discovery was “Scheduled?” Using the drop-down menu, select Scheduled or Unscheduled.
If you indicated that a 3rd party discovered the event, OERS will automatically generate a question regarding “Third Party Type”. Using the drop-down menu, select the applicable Third Party Type. If you select “Other”, a text box will appear requesting a description.
Using the drop-down menu, select the applicable distance.
When you have finished answering all questions, click Save and Next at the bottom of the page.
The “Circumstances” page allows the pipeline company to advise the CER of any immediate concerns, and to provide a narrative description of the situation and event(s) being reported.
4.7.1 Does the company have any immediate concerns?
The first question on the Circumstances page is regarding whether the pipeline company has any immediate concerns for the safety of persons, the safety of regulated facilities, or the protection of property and the environment.
Using the drop-down menu, select Yes or No.
Provide a complete description of the circumstances leading up to and resulting from the event including the consequences on the pipeline, property, and/or the environment.
Describe all actions taken or planned to address the consequences of the event including any mitigation, repair, replacement, and/or evacuation (e.g. pipe will be exposed to inspect for damage, pipeline company has contacted provincial occupational health and safety; pipe coating was repaired; pipeline company has initiated an investigation to determine causes).
If you are reporting a Ground Disturbance, OERS will automatically prompt you to answer two additional questions regarding the equipment that caused the ground disturbance (if known) and the approximate distance of the ground disturbance from the physical pipe, as shown below.
When you have finished answering all questions on the Circumstances page, click Save and Next at the bottom of the page.
The Location page is required for all events. Instructions can be found at the top of the page.
The Initial Submission is the first step in the two-step reporting process for the reporting of Contraventions of DPR-A and/or Damage to Pipe events.
When all pages up to Initial Submission are displaying checkmarks to confirm they have been completed (as shown above) you may submit your Initial Report to the CER by clicking on the green “Submit” button.
If any pages up to Initial Submission are displaying an X instead of a checkmark, you must return to that page and complete the questions on that page prior to being able to submit your Initial Submission to the CER.
The pages that are displayed below “Initial Submission” in the left-hand menu are generated based on the Event Type(s) you are reporting. In the screenshot above, the Event Types selected were Vehicle Crossing, Ground Disturbance, Construction of a Facility, and Damage to Pipe.
The pages that are displayed below “Initial Submission” in the left-hand menu will be required to be completed for the Final Submission, however they are not required to be completed for the Initial Submission.
OERS will automatically generate a message asking you to confirm you want to submit. Select OK to proceed, as shown below:
After you click “OK”, you will receive an email notification that includes:
Confirmation the CER has received your Initial Report;
A unique alphanumeric identifier assigned to the event. For all reports of Contravention of DPR-A and/or Damage to Pipe, the identifier prefix will be DPR;
A link to OERS so you can revise any of the data or provide additional information as it becomes available; and
A list of the data you provided to the CER within your Initial Submission.
An internal notification will be sent within the CER. At any point after Initial Submission, you may receive a follow-up communication from CER staff.
In the left-hand menu of OERS, the Initial Submission page will now display a lock icon, as shown below.
If you are ready to complete your Final Report right now, you may continue to add information on the remaining pages.
If you are not ready to complete your Final Report right now, use the link you received within the Initial Report confirmation email from CER to access OERS at a later time. The timeline for submitting a final report for an event can be found in section 7.4 of the CER’s Event Reporting Guidelines.
5. How to submit a FINAL REPORT
Section 5 of this guide will show you how to complete the second step (Final Submission) of reporting Contravention of DPR-A and/or Damage to Pipe events in OERS. All pages located below “Initial Submission” in the left-hand menu are part of the Final Submission.
In the left-hand menu, pages that are displayed between “Initial Submission” and “Parties Involved” were generated based on the specific Event Types you selected in your Initial Report. Each of these pages will contain questions specific to the Event Types being reported.
In the example shown below, the Event Types selected in the Initial Report were Vehicle Crossing, Ground Disturbance, Construction of a Facility, and Damage to Pipe. Therefore, each of these Event Types is now displaying a page in the left-hand menu (see small blue arrows below).
Review the Event Types being reported to confirm the pages being displayed in the left-hand menu between “Initial Submission” and “Parties Involved” reflect the Event Types applicable to your Final Submission.
As new information becomes available after the submission of an Initial Report, additional Contravention of DPR-A and/or Damage to Pipe Event Types may need to be added or removed from the Final Submission. To add or remove Event Types:
Click on the Event Types page in the left-hand menu (see blue arrow above). This will return you to the Event Types page.
Add or remove Event Types that are applicable to your Final Submission. See section 4.4 above for information on how to navigate the Event Types screen.
When you are finished adding or removing Event Types, click Save and Next at the bottom of the page. The Company screen will automatically appear. Note that the left-hand menu will appear differently until the information on the Company screen is re-validated.
You will then be required to re-validate the Company name and re-select the applicable regulations as they may have changed due to the change in the Event Type (see section 4.5 above for information on how to navigate the Company screen). When you are finished the Company screen, click Save and Next at the bottom of the page.
The Event Type pages in the left-hand menu will be automatically updated based on your selections at step 2 above.
You will then be required to re-validate the information on the Circumstances page. When you are finished the Circumstances screen, click Save and Next at the bottom of the Circumstances page.
As described in section 5.1, the left-hand menu between “Initial Submission” and “Parties Involved” will display pages that were generated based on the specific Event Types you selected in your Initial Report, and any Event Types you have just added per section 5.1.1 above. Each of these pages will contain questions specific to the Event Types being reported.
As new information becomes available after the submission of an Initial Report, the pipeline company may determine that no Contravention of DPR-A and/or Damage to Pipe occurred, such that the entire report needs to be retracted. Examples include, but are not limited to:
Upon further assessment, the pipeline company confirmed the construction of a facility did not occur on, along, across, or under the pipeline right-of-way.
Upon further assessment, the pipeline company confirmed a ground disturbance was less than 30 cm deep and did not result in a reduction of the amount of earth cover over the pipeline.
A Precautionary Initial Report of Damage to Pipe was submitted and upon further assessment, the pipeline company confirmed the pipe was not damaged.
A request to retract the entire report must be submitted to the CER via the ‘Send a Message to the CER’ function in OERS. See section 2 of this guide for information on how to Send a Message to the CER via OERS.
When “Vehicle Crossing” is selected as an Event Type, you will be required to complete a Vehicle Crossing page, as shown below.
If written consent was issued prior to the vehicle or mobile equipment crossing, a warning message will appear advising the event is not reportable, as shown below. You will be required to enter a justification for why the event is being reported, or return to the Event Types page in the left-hand menu and un-select the “Vehicle Crossing” Event Type (see section 5.1.1 above).
Using the drop-down menu, select Yes or No.
If you select Yes, OERS will generate the additional questions (see sections 5.2.2.1 and 5.2.2.2 below).
Using the drop-down menu, select Yes, No, or
Unknown. If you select No, a text box will appear requesting
details.
Using the drop-down menu, select Yes or No. If you select Yes, a text box will appear requesting details.
Using the drop-down menu, select the type of vehicle or mobile equipment that was operated across the pipeline. If the type is unknown, select Unknown. If you select Other Equipment, a text box will appear requesting details.
Using the drop-down menu, select Yes or No. If you select Yes, a text box will appear requesting a brief summary. A brief summary should include the following information:
make and model of the vehicle or mobile equipment that crossed the pipeline; and
the potential loading effects of the crossing.
When you have answered all questions, click Save and Next at the bottom of the page.
When “Ground Disturbance” is selected as an Event Type, you will be required to complete a Ground Disturbance page, as shown below.
Using the drop-down menu, select the type of activity that caused the ground disturbance.
The following drop-down selections will generate a mandatory text box requesting details:
Excavation for the purpose of installing a new facility
Excavation for the purpose of maintaining an existing facility
Other
Unknown
Using the drop-down menu, select the type of equipment that caused the ground disturbance.
If the type of equipment is unknown, select Unknown. If the type of equipment is not in the drop-down menu, select Other and provide details in the text box that will appear on the screen.
Enter the distance from centreline of pipe and using the drop-down menu, select metres or centimetres. If the activity was directly over the pipe, enter a distance of “0”.
If you enter a distance greater than 30 metres, a warning message will appear advising the event is not reportable, as shown below. You will be required to enter a justification for why the event is being reported, or return to the Event Types page in the left-hand menu and un-select the “Ground Disturbance” Event Type (see section 5.1.1 above).
Enter the depth of the activity and using the drop-down menu, select metres or centimetres.
Enter the most recent depth of cover measurement and using the drop-down menu, select metres or centimetres.
If the activity resulted in a reduction of earth cover over the pipeline, select Yes. You will then be asked to enter the amount of reduction of earth cover in either metres or centimetres.
If the activity was less than 30 cm deep and did not result in a reduction in depth of earth cover over the pipeline right-of-way, a warning message will appear advising the event is not reportable. You will be required to enter a justification for why the event is being reported, or return to the Event Types page in the left-hand menu and un-select the “Ground Disturbance” Event Type (see section 5.1.1 above). An example is shown below:
Section 10 of the DPR-A identifies requirements for authorization of a ground disturbance activity within the prescribed area. The following questions and corresponding screenshots relate to this authorization. If the activity type selected in section 5.3.1 was Excavation for the maintenance of an existing facility, OERS will automatically display authorization questions that relate to Section 11 of the DPR-A (Authorization – activity required for maintenance of facility).
Using the drop-down menu, select Yes or No.
Using the drop-down menu, select Yes or No.
If you select Yes:
OERS will ask if the pipe was located prior to the ground disturbance. Select Yes or No. If you select No, a text box will appear requesting details, as shown below.
A non-mandatory text box will appear where you can enter the One Call ticket number, if known.
Using the drop-down menu, answer Yes or No.
Using the drop-down menu, select Yes, No, or N/A. If
written consent was not issued for the activity, select N/A. If you
select No, OERS will generate a list of measures that were not
complied with. Select all that apply.
When you have answered all questions, click Save and Next at the bottom of the page.
When “Construction of a Facility” is selected as an Event Type, you will be required to complete a Construction of a Facility page, as shown below.
Using the drop-down menu, select Yes or No.
If you select No, a warning message will appear advising the event is not reportable, as shown below. You will be required to enter a justification for why the event is being reported, or return to the Event Types page in the left-hand menu and un-select the “Construction of a Facility” Event Type (see section 5.1.1 above).
Using the drop-down menu, select the applicable type of facility.
If you select Structure as the type of facility, OERS will generate a list of common structures, as shown below. Select all that apply. If you select “Other” a text box will appear requesting details.
Enter the distance from centreline of pipe and using the drop-down menu, select metres or centimetres. If the activity was directly over the pipe, enter a distance of “0”.
Section 7 of the DPR-A identifies requirements for authorization of the construction of a facility across, on, along or under a pipeline. The following questions and screenshots relate to this authorization. If the type of facility selected in section 5.4.2 was Overhead line, OERS will automatically display authorization questions that relate to Section 9 of the DPR-A (Authorization for construction of overhead line).
Using the drop-down menu, select Yes or No.
Using the drop-down menu, select Yes or No. If you select Yes:
OERS will ask if the pipe was located prior to the construction of a facility. Select Yes or No. If you select No, a text box will appear requesting details, as shown below.
A non-mandatory text box will appear where you can enter the one call ticket number, if known.
Using the drop-down menu, answer Yes or No.
Using the drop-down menu, select Yes, No, or N/A. If written consent was not issued for the activity, select N/A. If you select No, OERS will generate a list of measures that were not complied with. Select all that apply.
When you have answered all questions, click Save and Next at the bottom of the page.
When “Damage to Pipe” is selected as an Event Type, you will be required to complete a Damage to Pipe page, as shown below.
Any DTP information that was submitted by the pipeline company within the Initial Report will automatically populate into this DTP page.
Review any auto-populated information on this page. Make corrections, additions, and deletions as required. Types of pipe damage available for selection are Gouge, Dent, and/or Other. Select all that apply. Depending on your selection(s), OERS will automatically generate additional questions as shown below.
If you select Gouge, OERS will generate the following mandatory questions:
Width and length measurements are in millimetres.
Depth measurement can be entered in millimetres or as % of actual wall thickness by using the drop-down menu.
Location (Clock position) is determined by looking downstream. The top of the pipe is the 12 o’clock position. The bottom of the pipe is the 6 o’clock position.
If you select Dent, OERS will generate the following mandatory questions:
Width and length measurements are in millimetres.
Depth measurement can be entered in millimetres or as % of actual wall thickness by using the drop-down menu.
Location (Clock position) is determined by looking downstream. The top of the pipe is the 12 o’clock position. The bottom of the pipe is the 6 o’clock position.
Interaction with a mill or field weld? Select Yes or No.
Presence of corrosion? Select Yes or No.
Presence of stress concentrators (e.g. gouges, grooves, arc burns, or cracks)? Select Yes or No.
Strain (Percentage) is a non-mandatory question. Indicate strain percentage, if known.
If you select Other, OERS will request a description.
Provide a description of the pipe damage including a summary of NDE results (if applicable), available dimensions, and interactions with other features (if applicable).
Using the drop-down menu, select Mitigation has been completed, Mitigation to be done, or Mitigation is not required.
If mitigation has been completed (see section 5.5.3 above), you will be required to specify what measures were taken to mitigate the damage.
If mitigation is to be done (see section 5.5.3 above), you will be required to provide a mitigation plan with timelines.
Using the drop-down menu, select Yes or No.
If you selected Yes, a text box will appear asking you to specify what interim measures were taken.
If you select No, a text box will appear asking you to specify how the company maintains the safety of the pipeline, people, and environment until mitigation measures are implemented.
If mitigation is not required (see section 5.5.3 above), you will be asked to explain why mitigation is not required.
When you have answered all questions, click Save and Next at the bottom of the page.
The “Parties Involved” screen will automatically populate based on the Event Type(s) being reported.
Ground Disturber: the party that disturbed the ground.
Facility Constructor: the party that constructed the facility.
Vehicle or Mobile Equipment Operator: the party that operated the vehicle or mobile equipment across the pipeline.
Damaging Party: the party that damaged the pipe.
Project Owner: the party that initiated the work; the party the Ground Disturber, Facility Constructor, and/or Damaging Party was carrying out the work on behalf of.
Example #1: A landowner initiated the work and did the excavation herself: the landowner is both the Project Owner and the Ground Disturber.
Example #2: A landowner hired a contractor to construct a facility on the right-of-way: the landowner is the Project Owner and the friend is the Facility Constructor.
Example #3: A developer initiated the work and contracted the work to a professional excavator who damaged the pipe: the developer is the Project Owner and the excavator is both the Ground Disturber and the Damaging Party.
If you are reporting a Vehicle Crossing, OERS will automatically generate “Vehicle or Mobile Equipment Operator” as the single default Party Involved Type.
If you are reporting a Ground Disturbance, OERS will automatically generate “Ground Disturber” and “Project Owner” as the two default Party Involved Types.
If you are reporting the Construction of a Facility, OERS will automatically generate “Project Owner” and “Facility Constructor” as the two default Party Involved Types.
If you are reporting Damage to Pipe, OERS will automatically generate ‘Damaging Party” as the single default Party Involved Type.
Click the Enter Details button to enter each party’s details.
Using the drop-down menu, select the type that best describes the party involved. Select 1:sup:`st` party (pipeline company), 2:sup:`nd` party (contractor working for the pipeline company), 3:sup:`rd` party (no connection to the pipeline company), or Unknown.
If you select 2:sup:`nd` party (contractor working for the pipeline company) or 3:sup:`rd` party (no connection to the pipeline company), additional questions will automatically be generated and appear on the screen, as shown below.
Using the drop-down menu, select Yes or No. If you select Yes, OERS will automatically generate a text box requesting the date, file number, and a brief description of all previous occurrences.
Using the text box, enter the name of the company involved. The text box is mandatory for a 2nd party and optional for a 3rd party.
Using the drop-down menu, select Yes or No.
Using the drop-down menu, select Yes or No.
If you select Yes, the following questions will appear:
If you select No, the following question will appear:
If you select No, a text box will appear requesting details.
When you have finished entering a party’s details, click Save at the bottom of the screen. You will be automatically redirected back to the Parties Involved main page. From the Parties Involved main page, you are now able to Edit Details or Enter Details, as applicable.
If multiple parties involved have the same details, see section 5.6.5 below.
If you are reporting multiple Event Types, OERS will automatically generate multiple default Parties Involved.
Example #1: Ground Disturbance and Damage to Pipe
Example #2: Vehicle Crossing, Ground Disturbance, and Construction of a Facility
If some or all of the parties involved have the same details (e.g. the Ground Disturber and the Project Owner are the same person) you do not have to re-enter the same information for each party involved. Instead, follow the steps below:
Click on Enter Details for the Project Owner, and enter all of the party’s details.
Then click on Enter Details for the second party involved. In the example below, the only other party involved is the Ground Disturber:
Using the drop-down menu, select “Same as Project Owner”.
If there are additional default parties involved, and they all have the same details as the Project Owner, repeat the steps above for each of the parties involved.
The “Parties Involved” screen will automatically populate based on the Event Type(s) being reported (see section 4.4 above). To add additional parties:
Click on the Add Additional Party button, as shown below;
Enter the party’s details; and
When you have finished entering the additional party’s details, click Save at the bottom of the screen.
The CER’s framework of immediate and basic causes within OERS was informed by the Canadian Standards Association (CSA) Z662 Annex H and Det Norske Veritas (DNV) Systemic Cause Analysis Technique (SCAT). Use of another root cause technique (e.g. TapRoot) does not preclude the ability of a company to submit causes. The CER acknowledges that the cause wordings may differ between the techniques, however, the vast majority of causes have equivalents in each of the cause techniques.
Immediate Causes for Contraventions of DPR-A and Damage to Pipe events are grouped as follows: Notification Issue, Locate Issue, Written Consent Issue, Excavation Issue, and Historical Damage (cause unknown).
Click on the individual arrows to expand each group of items, as shown below.
You can also click “Expand All” to show all items in all groups, as shown below.
Select all immediate causes that apply.
When you have finished making your selections, you must provide justification for the immediate causes selected as well as any additional details or explanation that would help the CER to better understand the immediate causes of this event, as shown below. For example, if there are multiple parties involved, you can use this text box to explain the role and immediate causes that the pipeline company has determined are attributed to specific parties involved.
When you have answered all questions, click Save and Next at the bottom of the page.
Basic Causes for Contraventions of DPR-A and Damage to Pipe events are grouped as follows: Job or System Factors, Personal Factors, External Interference, and Historical Damage (cause unknown).
Click on the individual arrows to expand each group of items. You can also click “Expand All” to show all items in all groups, as shown below.
Select all basic causes that apply.
When you have finished making your selections, you must provide justification for the basic causes selected as well as any additional details or explanation that would help the CER to better understand the basic causes of this event.
When you have answered all questions, click Save and Next at the bottom of the page.
5.8 Corrective Actions and Preventive Actions
On this page, companies are to select all actions taken in response to the event. The CER expects that action(s) will be taken to address each cause selected. The CER is aware that there are different definitions of corrective and preventive actions. For more information on how the CER defines corrective and preventive actions please see Appendix 1 of the `CER Event Reporting Guidelines <https://www.cer-rec.gc.ca/bts/ctrg/gnnb/rprtnggdlns/index-eng.html>`__.
Click on the individual arrows to expand each group of items. You can also click “Expand All” to show all items in all groups.
Corrective Actions are actions taken at the event site to remove or control the cause(s) in order to eliminate the hazard, or minimize the associated risk. Select all that apply.
Tier 1 Preventive Actions are actions taken to address causes at additional locations where similar/identical situations exist in order to proactively eliminate the identified risk. Select all that apply.
Tier 2 Preventive Actions are actions taken to address systemic causes; typically associated with changes that impact the entire company or pipeline. Select all that apply.
When you have finished making your selections, you must provide justification for the corrective and preventive actions selected, as well as any additional details or explanation that would help the CER to better understand this event.
When you have answered all questions, click Save and Next at the bottom of the page.
If the CER sends an Information Request via OERS, the company will receive an email notification containing a direct link to the Information Request in OERS. To reply to a CER Information Request in OERS, click the link within the email or go to the Information Request page in the left-hand menu in OERS.
If the CER has not sent any Information Requests via OERS, the Information Requests page will appear as shown below. Click Next to proceed to the next page.
The Documents screen allows for the upload of documents relating to the event including, photographs, reports, various types of correspondence, etc.
To add a document:
Click the green Add button;
Enter a Document Title;
Click on Browse and select the document you want to upload; and
Click Save.
Repeat the steps above to add additional documents. When all documents have been added, click Next at the bottom of the page.
The “Final Submission” is the second and final step in the two-step reporting process for Contraventions of DPR-A and Damage to Pipe. When all pages in the left-hand menu are displaying checkmarks to confirm they have been completed, as shown below, you may submit your Final Report to the CER by clicking on the green “Submit” button.
After submitting the “Final Submission” you will receive a “Final Event Report” notification email with the contents of your report. You will lose access to the event file after “Final Submission” is completed.
6. After Final Submission – Event Review and Close Out
The CER staff assigned to your file will review the information submitted and may ask information requests via email. They may also restore access to the file for you to input more information or upload documents. If this is the case, they will make this clear in their information request(s).
Once CER staff are satisfied that the appropriate causes and preventative/corrective actions have been identified, they will close the event. You will receive an “Event Closed” notification email with the contents of the file including “Technical Analysis” where the CER staff will communicate any pertinent analysis to the company.
Using the Conditions Management System
Introduction
The Condition Compliance Filing module of the Online Event Reporting System (OERS) enables companies to efficiently file condition compliance documents with the Canada Energy Regulator (CER). It also allows companies to monitor the status of their approved projects, including their related regulatory instruments, conditions, components, tasks, and actions required.
This guide provides step-by-step instructions to help users access the OERS and upload new compliance documents and project milestone dates (screenshots are examples for demonstration purposes only). For additional information regarding condition compliance requirements, please consult the CER’s Condition and Enforcement webpage.
Disclaimer: Regulated companies may communicate with the CER in the official language of their choice. Certain information may therefore only appear in one official language within the OERS. Please contact the Operations Project Manager (OPM) for the project if you have any questions or concerns.
Contact Us
If you have questions or encounter technical issues while using the OERS, contact:
Canada Energy Regulator
OERS Support
1-800-899-1265
Glossary
Action Required |
Sub-elements of a Task, such as Information Request 1.1, Information Request 1.2. Actions required only apply to Tasks. |
|---|---|
CER |
Canada Energy Regulator |
Component |
Sub-elements of a Condition, such as a), b), i), ii). Components only apply to Conditions. |
Condition |
Requirements in a Regulatory Instrument with which a company must comply to be allowed to construct, operate and/or abandon a project. |
Filing |
Documentation, including Notifications, that a company is required to provide to fulfill a Condition and/or an Action Required. |
IR |
Information Request |
Milestone |
An event (e.g. commencing construction) that will trigger Filings. Companies are expected to submit Milestone dates for the major events that will trigger filings. |
Notification |
A submission (cover letter only) seeking approval for confidential treatment of any information that is likely to be disclosed. For more information on Confidential Filings and cover letter requirements, refer to section 1.5 of the CER’s Filing Manual. |
OERS |
Online Event Reporting System |
OPM |
Operations Project Manager |
Project |
Undertaking to construct, operate and/or abandon a federally regulated facility for which a company applied for and received approval from the Commission of the CER. |
REGDOCS |
Regulatory database (https://apps.cer-rec.gc.ca/REGDOCS/) for activities and transactions conducted at the CER. |
Regulatory Instrument |
A document authorizing a project/activity which may outline the requirements with which a company must comply (e.g. Commission Order, Certificate, Permit, Safety Order, etc.). |
Task |
Additional requirements with which a company must comply (e.g. formal and informal IR responses, variance requests (i.e. relief or project updates), leave to open applications, etc.). |
Getting Started
Shortly after the issuance of a regulatory instrument approving a project, an email which includes a hyperlink to the OERS is sent to the company contact(s).
To view project-related information and submit filings, access the OERS using the hyperlink found in the email.
General Navigation
Main Menu
The Main Menu is located on the left side of the screen throughout the OERS, and provides quick links to access project details, submit filings, view recent filings, view required filings, view/update milestone dates and the user guide.
Below are descriptions of each of the page links found on the Main Menu.
Project Details
The Project Details page contains the following information:
OPM Contact
The email address on this page belongs to the person who is the CER contact for any project-related questions or concerns.
Email Notification
Click Subscribe/Unsubscribe to receive/stop receiving email notifications from the CER when a condition or an action required is closed.
Instruments and Related Tasks
►View
View documents related to an instrument or a task for the project by clicking the ►View button (where no documents are available for viewing, nothing will be displayed).
View
View regulatory instruments or tasks for the project by clicking the blue View link; a list of all conditions associated with that instrument or a list of all actions required associated with that task will be displayed.
Once on the instrument or task page, hover the mouse over a specific item to display detailed information and have access to the Submit Filing button for that item (if a filing is required).
**
Submit Filing
Submit filings for any regulatory instruments or tasks for the project by clicking the blue Submit Filing link. The Submit Filings page can also be accessed using the Main Menu.
View Status
View the status of any regulatory instruments or tasks for the project (including the status of individual conditions and actions required) by clicking the blue View Status link.
The status columns will display the current status of the review (in progress or closed) and the current filing status (no filing required, under review, satisfactory, etc.). When a condition has components (e.g. condition 15 below), the status of each individual component will be displayed.
Note: The condition status column of a condition that has components will show closed only when all components of that condition have been deemed satisfactory.
Recent Filings
The Recent Filings page lists recently filed documents for the project. Filings can be viewed or retracted from this page.
Required Filings
The Required Filings page lists required filings for the project.
The expected filing date is automatically calculated based on the milestones dates (see the Milestones section below).
Users can submit filings from this screen by clicking on the blue Submit Filing link beside the relevant item (refer to How to Submit a Filing).
Milestones
Milestones are based on:
The information provided by the company in its Application;
Construction schedule; and
Regulatory requirements.
Examples:
Commencing construction;
Commencing operations; and
Applying for leave to open.
Companies are expected to submit milestone dates for the major events that will trigger filings.
How To’s
How to Submit a Filing
On the Main Menu (or from any page with a Submit Filing button), click on Submit Filings.
Step 1 – Privacy Disclosure Agreement
Confirm that you have read and understood the Privacy Disclosure Agreement information by check-marking I have read and understood the above information.
Step 2 – Submitter Contact Information
Enter your contact information in the Submitter Contact Information section (fields with red asterisks are mandatory).
In the Optional CC email address for filing notification field, insert the email addresses of any other parties to whom a copy of the filing should be sent. Email addresses are to be separated by a comma or a semi-colon followed by a space.
Examples:
karen.hilltop@abccompany.ca, mark.johnston@abccompany.ca
karen.hilltop@abccompany.ca; mark.johnston@abccompany.ca
Checkmark the Check box to save information so it appears automatically next time you use the form checkbox to save the contact information for subsequent filings.
Step 3 – Filing / Notification
Based on the nature of the documentation being submitted, select either Filing or Notification.
Select Filing if you are uploading a filing directly to the OERS.
Select Notification if you are uploading a request (cover letter only) seeking approval not to make a filing public. For more information on Confidential Filings and cover letter requirements, refer to section 1.5 of the CER’s Filing Manual.
Note: Companies can upload multiple filings in one submission (maximum 20 documents, each up to 50 MB in size). Companies are strongly encouraged to submit documents in their entirety and avoid document splitting when possible (e.g. combine your cover letter, filing information and appendices into the same document and submit one document, if its size is less than 50 MB). For larger filings, it may be necessary to make more than one submission.
If difficulties filing through the OERS are experienced, refer to the CER’s Filer’s Guide to Electronic Submission for an alternative filing method.
Step 4 – Information on the Filing / Notification
Provide information on the Filing / Notification.
Several regulatory instruments, tasks, conditions, actions required, and components can be selected when your submission relates to multiple / all items.
In the event a task is created to address a previously-submitted condition filing (e.g. an IR is created to seek clarity on previously-submitted condition documents), select only the task and applicable actions required (i.e. do not select the condition).
Click the appropriate yellow ‘Add’ button to add your selection. The details of the selection will appear above the selection boxes.
To remove a selection, click the red circle 
beside it.
Instrument / Task
Select the applicable instrument or task from the Instrument / Task drop-down list and click on the yellow Add Entire Instrument / Task button beside the Condition / Action Required drop-down list.
If the applicable instrument or task does not appear in the drop-down list, contact the project’s OPM (refer to Project Details). The OPM will create the OERS entry, as appropriate, for the instrument, its related conditions and components (or the task and its related actions required). Once created in the OERS, all submissions must be submitted against those items.
In the event that the OPM cannot be reached and the filing is time-sensitive, select (at a minumum) the instrument (if available for selection in the drop-down list) to which the submission relates, and click on the yellow Add Entire Instrument / Task button beside the Condition / Action Required drop-down list.
Condition / Action Required
Select the applicable condition or action required from the Condition / Action Required drop-down list.
Click the yellow Add button beside it.
If the filing applies to all conditions / actions required, do not select any items from the Condition / Action Required drop-down list and click on the yellow Add Entire Instrument / Task button.
If the applicable condition or action required does not appear in the drop-down list, contact the project’s OPM.
Component
Select the applicable component from the Component drop-down list.
Click the yellow Add button beside it.
If the filing applies to all components, do not select any items from the Component drop-down list and click on the yellow Add All Components button.
Please note that components only apply to conditions, and that a condition may not have any components.
If the applicable component does not appear in the drop-down list, contact the project’s OPM.
Step 5 – Filing Title and File Selection
In the Filing Title field, enter a concise (i.e. brief but comprehensive) title for the file being submitted.
Examples:
Construction Schedule
Technical Specification Updates
Completion Letter
Environmental Protection Plan
Do not include the company name, instrument, condition number, etc. in the title as this information is automatically created by OERS upon the submission of the filing and will appear as such in REGDOCS.
Click Browse to select the document(s) (in PDF format only), up to a maximum of 20 files.
Once selected, all document(s) will be listed under the Selected Files heading. If a mistake is made, the user must reselect all documents.
Note: Companies can upload multiple filings in one submission (maximum 20 documents, each up to 50 MB in size). Companies are strongly encouraged to submit documents in their entirety and avoid document splitting when possible (e.g. combine your cover letter, filing information and appendices into the same document and submit one document, if its size is less than 50 MB). For larger filings, it may be necessary to make more than one submission.
Once Steps 1 through 5 are completed, click the green Submit button.
Note: The system might take several minutes to upload files that are near the 50 MB upload limit, or when uploading multiple filings. During this time, do not refresh the page. An error message will appear if the upload is not successful. If the problem persists, contact dlerssupport@cer-rec.gc.ca. If the submission is time-sensitive, submit the filing using the CER’s Submit Application and Regulatory Documents webpage and notify the OPM of the Project.
A wide green bar at the top of the screen will appear when the filing(s) has successfully been submitted.
Filing Receipt
Upon successfully submitting a filing, the user will receive a filing receipt via email. Filing receipts are also available within the filing folder on REGDOCS. If a filing receipt is not received and is required, contact the project’s OPM requesting reissuance of the receipt email.
How to Retract a Filing
In the event a filing was submitted incorrectly, the user is required to submit a retraction request for the incorrect filing within 24 hours of submission and submit the correct filing.
Step 1.
On the Main Menu, click on Recent Filings.
Step 2.
Click on the blue Retract button.
Step 3.
Enter a retraction reason and click Save. When the retraction request is accepted, the project’s OPM will take the appropriate steps to have the retracted filing removed from REGDOCS, where possible.
How to Edit a Milestone Date
Companies are expected to submit milestone dates for the major events that will trigger filings. Milestone dates that were previously provided must be edited to reflect proposed changes in the company’s schedule.
The OERS will utilize milestone dates that have been provided to calculate filing due dates.
Step 1.
On the Main Menu, click on Milestones.
Step 2.
Click on the Edit link beside a specific milestone to change the date associated with that milestone.
Step 3.
Enter a new date in the Revised Milestone Date field and add a comment in the Remark / Justification field explaining why the date is being changed.
Click Save.
Once Save has been clicked, it will not be possible to edit the date again until the milestone date has been accepted or declined by the OPM.
The OPM will either accept or decline each milestone date change request and the user will receive an email notification from OERS confirming the status of the milestone change request.
Accepted Milestone Dates
Should the milestone date be accepted, the email notification may or may not include a justification as to why it was accepted. Using an accepted milestone date, the OERS will automatically calculate the expected filing dates of the required filings associated with that specific milestone. An accepted milestone date is not to be considered a regulatory decision approving any regulatory requirements, including Conditions, tied to this specific milestone.
Declined Milestone Dates
Should the milestone date be declined, the email will include a justification as to why the milestone date was declined. A declined milestone date is not to be considered a regulatory decision declining any regulatory requirements tied to this specific milestone.
A declined milestone date may indicate that it was entered incorrectly or that certain regulatory requirements have yet to be satisfied or approved by the Commission of the CER. When declined, a new milestone date must be provided.
Frequently Asked Questions
Q: How do I submit a document?
A: Refer to the How to Submit a Filing instructions.
Q: Can I submit a document that relates to several conditions found on an instrument or on multiple/different instruments?
A: Yes. Several items can be selected and added when the submission is for multiple/all items selected and added from the appropriate drop-down lists. Refer to the How to Submit a Filing instructions.
Q: Can I submit a condition document along with a variance request (i.e. relief or project update)?
A: Yes. Several items can be selected and added when the submission is for multiple/all items selected and added from the appropriate drop-down lists. Refer to the How to Submit a Filing instructions.
Q: How do I check the status of a filing?
A: To check the status of a filing, navigate to the Project Details page and click on the blue View link under the Instruments or Related Tasks headings. Once on the instrument or task page, hover the mouse over a specific item to display detailed information.
Alternatively, click on View Status under the Instruments or Related Tasks headings on the Project Details page.
Q: How do I change a milestone date?
A: Refer to the How to Edit a Milestone Date instructions.
Q: How do I update company contacts for a project?
A: Each time a document is submitted, contact information must be included.
Note: Checkmark Check box to save contact information to ensure the entered contact information appears automatically in the current and future submissions of documents.
To update company contact information (i.e. replace, delete or add a new contact person), contact the project’s OPM.
Video Demos Catalog
Note
These videos are for use by CER regulated companies using the Operations Regulatory Compliance Application (ORCA) or the Online Event Reporting System (OERS). System admins will add videos as needed. If you have a recommendation for a video please email ORCA Support.
ORCA Enhancements 2021
The video below show what will happen in the system as of March 16, 2022 when CER staff ask an IR for any file in ORCA including Reported Events (OERS), Compliance Activities, or Conditions. All IRs will now show up under their own menu and company reps on that file will receive a notification from the system.