How to Set Up a Delegate in DDS

Overview

The AER Digital Data Submission system, commonly referred to as DDS, allows operators to assign delegates who can submit certain information on behalf of the company. Delegation is useful when an operator works with a consultant, contractor, service company, or other third party that needs access to complete regulatory submissions.

This guide summarizes the process for setting up a delegate in DDS and assigning the correct roles so the delegate can complete the intended submission.

When This Process Applies

This process applies when an operator wants another company or user to submit DDS information on its behalf. The training video identifies several DDS submission types that may be delegated, including abandoned well map information, drilling waste data, emergency response plans, gas processing plant information, gas removal data, licence amendments, liability cost estimates, licence suspension, non-registry throughput, oilfield waste disposition, well drilling and completion data, well packer tests, and well test data.

The delegation should be set up by a user with the appropriate company master security administrator permissions.

Operator Setup Steps

The operator logs into DDS as the Company Master Security Administrator. Under DDS Administration, select Administration Options and then Add User. The operator enters the delegate user's information, including user ID, phone number, name, email address, and related details. The email notification option should be checked where appropriate so the user receives relevant system notifications.

After the user is added, the operator assigns roles. Under DDS Administration, select Administration Options and then Edit User. Search for the user's name, open the user record, and use the User Roles tab to add the required roles.

The roles assigned should match the tasks the delegate is expected to complete. For example, a delegate preparing licence amendment submissions should receive the role required for that workflow, while a delegate submitting well test information should receive the applicable well test role.

Key Considerations

The most common issue with DDS delegation is incomplete role assignment. Adding a user is not enough if the user does not receive the correct role. If a delegate cannot access the required submission type, review both the user setup and the role assignment.

Operators should also limit access to what is required for the work. Delegation should be reviewed periodically and updated when a project is complete or when a user no longer needs access.

Practical Tips

Before a deadline-sensitive submission, confirm that the delegate can log in and access the correct DDS area. Testing access early helps avoid last-minute delays. Keep a record of which user was added, what role was assigned, and why the access was required.

Need Assistance?

Benoit Regulatory supports operators with DDS setup, delegate access, licence amendments, well data submissions, and regulatory filing workflows. If you need help setting up a delegate or confirming DDS roles, our team can assist.

Final Review

After the delegate is created, the operator should ask the delegate to confirm access before any deadline-sensitive filing is due. This simple check helps confirm that the correct company, user, and role combination has been assigned. If the delegate cannot see the expected submission type, review the DDS roles before assuming the user account was created incorrectly.