TheRecord UserGuide USRegCompliance PDF

The Record (Compliance Database) User’s Guide
Version: 01
Release Date: June 02, 2008
Owner: Judith A. Carley
Author: Caroline Burda
Private
Copyright © 2008 Schlumberger, Unpublished Work. All rights reserved.

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©Copyright 2008 Schlumberger Limited.
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Page 2 of 61
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Revision History
Effective Date Next Review Date Revision Description Prepared by (name) Reviewed by (name)
June 6, 2008 June 6, 2009 01 The Record (Compliance Database) Caroline Burda J. Carley
User’s Guide
Latest revision approved by (name): Judy Carley Signed:
Warning: Any paper version of this Document is uncontrolled and should be compared with the source document at
time of use to ensure it is up to date. The source document is stored at:
http://www.hub.slb.com/Docs/GeoMarkets/OFSNSA/USRegComp/
Table of Revisions
Date Revision Description of Changes

June 6, 2008 01 Initial Issue
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Table of Contents
1. About this Document ..................................................................................6

2. Introduction.................................................................................................6
3. Quick Guide to Getting Started...................................................................8
3.1. Viewing Properties you are Responsible for.......................................8
3.2. Viewing Permits/Licenses affecting your Properties ...........................8
3.3. Viewing Tasks Assigned to you ..........................................................9
3.4. Viewing Tasks Assigned to your area of Responsibility......................9
3.5. Closing an Open Task ......................................................................10
4. User Rights...............................................................................................11
4.1. User ...................................................................................................11
4.2. Manager.............................................................................................11
4.3. Administrator ......................................................................................11
4.4. Users with Special Privileges .............................................................12
5. Property Information .................................................................................12
5.1. Creating .............................................................................................13
5.2. Searching and Viewing ......................................................................14
5.3. Editing as Property Managers ............................................................15
5.4. Editing as Other Managers and Administrator ..................................16
5.5. Making a Property Inactive.................................................................17
6. Permit / License Information .....................................................................18
6.1. Creating as Property Managers ........................................................19
6.2. As Other Manager .............................................................................19
6.3. As Administrator.................................................................................21
6.5. Editing as Property Managers ...........................................................23
6.6. Editing as Other Manager and Administrator .....................................24
7. Task Information.......................................................................................25
7.1. Creating as Property Managers ........................................................27
7.2. As Other Manager and Administrator.................................................29
7.3. Searching and Viewing Open Task for My Area of Responsibility......32
7.4. Searching and Viewing Open Task I am Responsible for ..................33
7.5. Searching and Viewing a Pending Task.............................................34
7.7. Editing as Other Managers and Administrator ...................................38
7.8. Closing a Task ...................................................................................41
7.9. Assigning an Open Task to Others ...................................................42
8. Property Plans ..........................................................................................42
8.1. Creating .............................................................................................43
8.3. Editing ................................................................................................43
9. User Information .......................................................................................44
9.1. Creating as Property Managers .........................................................44
9.2. Creating as Other Managers ..............................................................45
9.3. Creating as Administrator...................................................................46
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9.6. Editing as Other Managers ................................................................48
9.7. Editing as Administrator .....................................................................49
9.8. Making a User Inactive.......................................................................50
10. Audit Information ......................................................................................51
10.1. Creating .........................................................................................51
10.2. Searching and Viewing ..................................................................51
10.3. Editing............................................................................................51
11. Real Estate Pre-Approval Information ......................................................52
11.1. Creating .........................................................................................52
11.2. Searching and Viewing ..................................................................53
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1. About this Document

This document provides a brief introduction to The RECORD System
(http://www.hub.slb.com/display/index.do?id=id2570780) as well as providing
users step by step instructions on system functions.
This document is intended as an instructional tool and input from users is

essential to maintaining its effectiveness as well of that of the RECORD itself.
Feedback can be provided at jcarley@slb.com
2. Introduction
The RECORD is a database established to maintain compliance information on
all Schlumberger properties. The system incorporates profile information,
permits, future facility plans, master documents, and real estate information. It is
also capable of managing periodic tasks and capturing information from other
databases (such as IWI, RMIS, Driver Database, Quest). Monthly indicator
reports will be added in the next phase of the database. This system is not to be
confused with QUEST. It addresses specific??, allows periodic tasks, reminder
notifications with overdue notices that advance up the hierarchy. The system
allows operators to be classified into multiple categories:
• Users: LDAP user with no special rights

o Only the user box will be visible
• Managers: Property, Sub-Region, Region, and Geo-Market
o The user and manager boxes will be visible
• System Administrators
o Full access to entire editing panel
7
Users with limited functions will notice several fields that are not available for
editing (as shown below) and should contact the GM QHSE Manager should an
edit be necessary in a fixed field, as shown below.
Manager View
Administrator View
8
3. Quick Guide to Getting Started

The RECORD system offers a unique and simple method to managing
compliance information by allowing users to view ONLY the information
associated with their individual responsibility. For example, a property manager
will only be able to view the properties, permits, etc. they are responsible for
while a geo-market manager will see all properties, permits, etc. in the geo-
market they represent.
By utilizing drop down menus in the search queries, a user can select multiple
options to broaden the search by holding down the control key as selections are
made.
3.1. To view properties you are responsible for, follow these

steps:
1. Select the MANAGE button next to Properties (under the Table
Management header) on the main screen.
2. At this point, all properties you are responsible for are listed on the
screen.
3.2. To view permits/licenses affecting your properties, follow

the same basic steps as above:
1. Select the MANAGE button next to Permits/Licenses (under the
Table Management header) on the main screen.
2. At this point, all permits/licenses associated with properties you are
responsible for are listed on the screen.
NOTE: You can search specifically for expired permits by utilizing the expiration date: choose
“earlier than” from the drop down menu and insert the current date into the first input. This will
return all permits that have not been renewed up to the current date.
9
3.3. To view tasks assigned to you:
1. Select the MANAGE button next to Open Tasks (under the My

Action Items header in the Users menu)
2. At this point, all tasks assigned to you are listed.
NOTE: You can search specifically for overdue tasks by utilizing the overdue search feature.
Choose “Yes” from the drop down menu and press the SEARCH button at the bottom of the
screen. This will return all tasks that have been assigned to you that are overdue.
3.4. To view tasks assigned to your area of responsibility:

1. Select the MANAGE button next to Open Tasks (under the All
Action Items header in the Managers menu)
2. At this point, all tasks assigned to your area of responsibility.

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NOTE: You can search specifically for overdue tasks by utilizing the overdue
search feature. Choose “Yes” and press the SEARCH NOW button at the bottom
of the screen. This will return all tasks assigned to your area of responsibility that
are overdue.
3.5. To Close Out an Open (Active) Task:

Once a task is completed, the user must close the task to prevent the task
from escalating to upper level management by performing the following
actions:
1. Search for the task in the MY ACTION ITEMS area. If viewing the
task profile, click the UPDATE button at the bottom of the screen. If
you are viewing multiple results of the search, click the update button
on the right hand side of the listing in need of editing.
2. Click the box next to “Closed” to indicate the task has been
completed.
3. Finally, Click UPDATE MY ACTION ITEM to save the changes. In
closing a task, you indicate to the system that no reminder e-mails or
overdue notices should be sent out until the task renews itself again.
The following demonstrates important functions which will be utilized in the

RECORD database:
Click on this Icon to View an Item
Click on this Icon to Update and Item
Click on this Icon for Help

Click on this Icon to Delete a Listing
Click on this icon to View and Utilize a Calendar
Click on this button to export the current view into

Microsoft Excel spreadsheet.
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4. User Rights
As mentioned above, the RECORD allows different user rights for individuals.
Below is a quick explanation of these rights:
4.1. User Rights

1. Help: Search or View the Help section for explanations on certain
functions or labels
2. HUB Calendar: Displays audits, auditors, training, etc. Click on the
date of interest and all actions associated with that date will display
on the right hand side of the page, as shown below.
3. PPT Overview: Brief Power Point presentation to introduce basic

functions of the system
4. Open Tasks (My Action Items): search and manage tasks that have
been assigned to me
4.2. Managers
1. Open Tasks (All Action Items): search and manage tasks assigned
to my area of responsibility
2. Audits: Search, and View Audits for a facility.
3. Permits/Licenses: Search, Manage, or Create Permits/Licenses for
a facility.
4. Properties: Search and Manage property listings
5. Property Plans: Search, Manage, or Create a Property Plan. These
plans alert other users to improvements in action at the facility.
6. Tasks: Search, Manage, or Create a Task.
7. Users: Search, Manage, or Create a User.
4.3 Administrators
Plan to take regulatory inspections and auto copy from quest and place the
header information into the RECORD.
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1. Black Links: Manage links that show up in the header of the site
within the black bar.
2. Audit Scheduling: Search and Create Audits for Properties
3. Audit Groups: Search and Create Groups Responsible for Audits
4. Hierarchy Areas: Search and Create Hierarchy Areas for Selection
5. Hierarchy Geo-markets: Search and Create Hierarchy Geo-
Markets for use in drop down menus
6. Hierarchy Product Centers: Search and Create Hierarchy Product
Centers for use in drop down menus
7. Hierarchy Regions: Search and Create Hierarchy Regions for
Selection in drop down menus
8. Hierarchy Sub-Regions: Search and Create Hierarchy Sub-
Regions for use in drop down menus
9. Pick-lists: Search and Create Options for Drop Down Menus
10. Hierarchy: View Hierarchy Options
11. Pick Lists Dictionary: View explanations of Options for drop down
menus
12. Task Notification (initial): View Initial Task notifications
13. Task Notification (reminders/overdue): View Reminder and
Overdue Task notifications
14. Task Notification (action items): View Action Item Task Notifications
15. Users Online: View users currently logged into system
4.4 Rights for Users with Special Privileges

1. Pre-Approval: Search and Manage Pre-Approval Properties in the
System
2. Audits: Create and Manage Audit Information
5. Property Information
In this section we will discuss how to search for a specific property, how to create
a property, and finally, how to edit a property listing already in the system. For
further direction, see animations provided:
13
5.1. How to Create a Property

This function is available to Administrators only. Contact The Record
administrator or Real Estate if a property listing is missing.
1. Select the CREATE button next to Properties (under the Table

2. On the next screen a form appears. Enter as much information as
possible in the requested fields paying special attention to:
a) Address of Facility
b) Latitude and Longitude: if available, please enter information
c) Aerial photographs are also highly useful. To upload photos, click
the browse button and locate the picture file you wish to upload.
Select the file and click OPEN. This will make the photograph
available to RECORD users.
d) Environmental Profile: SIC, NAICS, and SARA are US Specific.
Contact Judy Carley to add additional boxes for other countries.
3. It is especially important to assign managers to the property. To do

this, click the hyperlink at the bottom of the section entitled “Assign
manager to this Property”.
4. Choose the type of manager in the drop down menu provided and
add the manager’s name in the box below. You may use LDAP to
aide you. Then click the CREATE MANAGER button at the bottom of
the screen.
14
5. You may assign permits/licenses to the property at this point;

however, it is strongly recommended this be done when viewing the
permit and not the property. If it is necessary to assign a
permit/license to the property at this point, click the hyperlink at the
bottom of the section entitled “Assign Permit/License to this
property”. Fill out as much information as possible paying special
attention to:
a) Issued By: Indicate who issued the permit/license (ex: US EPA)
b) Organization Responsible for Renewal: This is the internal group
responsible for maintaining this permit (ex: NAM Environmental)
c) Valid: This section indicates which facilities the permit is valid for
(ex: all NAM radioactive facilities, Property ID 1445)
6. To assign an audit to the property, click the hyperlink at the bottom of
the section entitled “Assign Audit to this property” and follow the
prompts and click the CREATE ASSIGNMENT button to save the
changes.
7. Property Plans can be added at this point as well. It is suggested
that this be done when editing the plan itself. If it becomes
necessary to add the plans in this window, click the hyperlink at the
bottom of the section entitled “Assign property plan to this Property”
and follow the prompts. Save the changes by clicking the CREATE
ASSIGNMENT button at the bottom of the screen.
8. A sub property can be attached to the property by clicking the
hyperlink at the bottom of the section entitled “Assign Sub-property to
this Property”. Follow the prompts and save changes by clicking the
CREATE ASSIGNMENT button at the bottom of the screen.
NOTE: Permit/Licenses, Audits, Plans, and Sub-Properties must already exist in the database
and cannot be created from the property creation screen.
5.2. How to Search and View a Specific Property

1. Select the SEARCH button next to Properties (under the Table
Management header) on the main screen. On the next screen, there
is a menu of choices to narrow your search by. Searching by city
may be the easiest solution (ex: Bakersfield)
2. If more than one property meets your search criteria, the properties
will be displayed in a spreadsheet. To view property information,
select the property of interest by clicking the view button to the right
of the listing. If only one property matches your search criteria, you
will be automatically directed to the property file.
15
5.3. How to Edit a Property as a Property Manager

1. Search for the property of interest using the directions above. If
viewing the property profile, click the UPDATE button at the bottom of
the screen. If you are viewing multiple results of the search, click the
update button on the right hand side of the listing in need of editing.
2. Enter as much information as possible in the requested fields paying
special attention to:
16

manager to this property”. Choose the type of manager in the drop
down menu provided and add the manager’s name in the box below.
You may use LDAP to aide you. Then click the CREATE MANAGER
button at the bottom of the screen. In doing so, this manager is
added to any open action items for the property.
4. To delete Managers attached to a property, choose the delete button

next to the manager to be removed. This removes the user from any
open action items in the system. If the manager is no longer utilizing
the system, be sure to inactivate the user following the steps
indicated in the User Information section.
attention to:
5.4. How to Edit a Property as a Sub-Region, Region GM

Manager or Administrator
17


manager to this property”. Choose the type of manager in the drop
down menu provided and add the manager’s name in the box below.
You may use LDAP to aide you. Then click the CREATE MANAGER
button at the bottom of the screen. In doing so, this manager is
added to any open action items for the property.
attention to:
5.5. How to Make a Property Inactive (Administrator or special

privileges)
A property should be listed as inactive when it is no longer being
operated. No Open Tasks will be created for the property and no other
deletions are necessary in the RECORD system.
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2. Select INACTIVE in the status section.

3. Click the UPDATE PROPERTY button at the bottom of the screen to
save your changes.
6. Permit/License Information
In this section we will discuss how to create a permit/license, how to search for a
specific permit/license and finally, how to edit a permit/license already in the
system. For further direction, see animations provided
Please note when creating a permit, the RECORD system automatically

recognizes that e-mail reminders should be sent out according to the Expiration
Date Months to Notify with the exception that this date has already passed (see
above). NO TASK MUST BE CREATED FOR THIS.
In countries where the RECORD system is currently utilized, an automatic e-mail

is generated to all managers every 3 months to ensure that property and
permit/license information is up to date. New countries establishing the
RECORD system MUST create a task for this to occur. See instructions for
creating a task for more information.
Corporate permits and Non-corporate permits function differently in the RECORD

system. It is necessary that a manager is listed in the manager section as
this/these individual(s) will receive the notification e-mails associated with the
permit. In contrast, the RECORD system will send notification mails to each
manager listed for the properties associated with the permit/license.
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6.1. How to Create a Permit/License as a Property Manager

1. Select the CREATE button next to Permits/Licenses (under the Table
2. Fill out as much information as possible paying special attention to:
a) Category: If a task category is selected then tasks will be created
automatically. These tasks will be based upon the renewal and
expiration dates for the license/permit.
b) Issued By: Indicate who issued the permit/license (ex: US EPA)
c) The Active query is selected for you. By changing the active
status to no (done by Administrator), you indicate to the database
that no e-mails should be sent out concerning this permit/license.
d) Level Code: There is no difference between state and province;
you should select which ever notation is more correct for your
area. If additional terms are necessary, please contact Judy
Carley.
e) Expiration Months to Notify: Enter a numerical value which
corresponds to the number of months prior to the renewal date
you wish the RECORD system to produce a reminder notice to
the manager listed.
NOTE: If you enter a timeframe that is not valid the reminder notice will NOT
be sent. (ex: renewal date is June 28 2008, current date is May 28 2008, and 1
is entered in this field, reminder e-mail WILL NOT be sent, if June 29 is
renewal date, reminder e-mail WILL be sent)
f) Renewal Submission date Months to Notify: Defines how many

months before the renewal submission date that a notification
should be sent. If left blank AND a renewal date is given then this
section will default to one month.
g) Organization Responsible for Renewal: This is the internal group
h) Where it is Valid: This section indicates which facilities the permit
is valid for (ex: all NAM radioactive facilities, or Property ID 1445)
i) Contact Manager: The person who will be contacted should
questions arise.
3. In the Property Manager Section, locate the manager type(s)
responsible for the permit/license. Check the box(s) to the right of
the manager type in the Assigned Column. Then click the “CREATE
ASSIGNMENT” button at the bottom of the screen.
6.2. How to Create a Permit as a Sub-Region, Region, or GM

Manager
Management header) on the main screen. Fill out as much
information as possible paying special attention to:
20

Carley.
2. Expiration Months to Notify: Enter a numerical value which
corresponds to the number of months prior to the renewal date you
wish the RECORD system to produce a reminder notice to the
manager listed.
NOTE: If you enter a timeframe that is not valid the reminder notice will NOT be
sent. (ex: renewal date is June 28 2008, current date is May 28 2008, and 1 is
entered in this field, reminder e-mail WILL NOT be sent, if June 29 is renewal date,
reminder e-mail WILL be sent)
a) Renewal Submission date Months to Notify: Defines how many

c) Where it is Valid: This section indicates which facilities the permit
d) Contact Manager: The person who will be contacted should
questions arise.
3. Assign a property or properties to the permit/license. To do this, click
the hyperlink at the bottom of the section entitled “Assign property to
this permit/license”. Search for the property you wish to connect with
the plans using the drop down menus provided, press the SEARCH
button and then select the desired property by clicking the square at
the right of the property listing.
21
4. Click the CREATE ASSIGNMENT button at the bottom of the screen.

Repeat steps until all properties have been added.
5. It is especially important to assign managers to the permit/license.
To do this, click the hyperlink at the bottom of the section entitled
“Assign manager to this permit/license”. Enter the managers name in
the field provided (you may also use LDAP to assist in this process).
To finish, click the CREATE MANAGER button.
6.3. How to Create a Permit as an Administrator

Management header) on the main screen. Fill out as much
information as possible paying special attention to:
a) Corporate: This allows administrators to define if when a
permit/license's expiration and renewal tasks should be treated as
corporate tasks or not. The default is to treat them not as
corporate tasks. Only administrators can change the value of this
field.
b) Category: If a task category is selected then tasks will be created
c) Issued By: Indicate who issued the permit/license (ex: US EPA)
d) The Active query is selected for you, indicating to the database
that e-mails should be sent out concerning this permit/license.
e) Level Code: There is no difference between state and province;
Carley.
manager listed.

c) Where it is Valid: this section indicates which facilities the permit
22

questions arise.
this permit/license”. If you are responsible for multiple properties,
you will have to search for the property you wish to connect with the
plans using the drop down menus provided, press the SEARCH
button and then select the desired property by clicking the square at
the right of the property listing.

6.4. How to Search and View a Specific Permit/License

1. Select the SEARCH button next to Permits/Licenses (under the Table
is a menu of choices to narrow your search by. Searching by permit
number may be best.
2. If more than one permit/license meets your search criteria, the
permits/licenses will be listed in a spreadsheet. To view
permit/license information, select the permit/license of interest by
clicking the view button to the right of the listing. If only one
permit/license matches your search criteria, you will be automatically
directed to the permit/license file.
23
6.5. How to Edit a Permit/License as a Property Manager

1. Search for the permit/license of interest using the directions above. If
viewing the permit/license profile, click the UPDATE button at the
bottom of the screen. If you are viewing multiple results of the
search, click the update button on the right hand side of the listing in
need of editing.
Carley.
manager listed.

questions arise.
this permit/license”.
5. If you are responsible for only one property, this property is
automatically selected for you. If you are responsible for multiple
properties, you will have to search for the property you wish to
connect with the plans using the drop down menus provided, press
24
the SEARCH button and then select the desired property by clicking
the circle at the right of the property listing.
NOTE: Editing a Permit/License is ONLY allowed if you are the creator of the
permit/license or the permit/license is linked only with properties you are
responsible for. In all other cases, your access will be denied to the editing page.
Contact an administrator should changes need to be made.
6.6. How to Edit a Permit/License as a Sub-Region, Region,

GM Manager, or Administrator
1. Search for the permit/license of interest using the directions above. If
viewing the permit/license profile, click the UPDATE button at the
bottom of the screen. If you are viewing multiple results of the
search, click the update button on the right hand side of the listing in
need of editing.
Carley.
manager listed.

25
questions arise.
this permit/license”.
NOTE: Editing a Permit/License is ONLY allowed if you are the creator of the
permit/license or the permit/license is linked only with properties you are
responsible for. Corporate permits require the manager of the permit to make
edits. In all other cases, your access will be denied to the editing page. Contact
an administrator should changes need to be made.
7. Task Information
In this section we will discuss how to create a task, how to search for a specific
task and finally, how to edit a task already in the system. For further direction,
see animations provided.
First, it is beneficial to understand how tasks function in the RECORD system.

Tasks are created and then left in queue until the activation date (set by creator).
These in queue or pending tasks can be edited. Once the task is activated, a
reminder e-mail is sent to the managers indicated during the creation of the task.
An example of a reminder e-mail is displayed below.
26
Once a task is activated you have a certain number of days to complete this task.
If the task is not closed by the completion date, overdue notices are issued as
pictured below.
27
7.1. How to Create a Task as a Property Manager
1. Select the CREATE button next to Tasks (under the Table

a) Frequency: Defines how often this task will create open action
items. The frequency starts on the Start Date and ends on the
End Date. If no End Date is defined and the frequency is not set
to One Time then the frequency will occur forever or until the task
is deleted or updated with an End Date. The following shows how
each frequency works.
o One Time: this is the default selection. Open action items will
be created for the task only on the start date.
o Daily: Open action items will be sent out daily.
o Weekly: Open action items will be sent out weekly based upon
the start date.
o Monthly: Open action items will be sent out monthly based
upon the start date.
o Quarterly: Open action items will go out every quarter and on
these dates; Jan 1st, April 1st, July 1st, and Oct 1st. The first
quarter that the open action items will be sent is based upon
the start date, which must occur on or before the desired
quarter send date indicated above.
o Six Months: Open action items will be sent out on the start
date and every six months from the start date.
o Yearly: Open action items will be sent out on the start date
and every twelve months from the start date.
28
b) Reminder frequency: Defines how often reminders will go out for

open action items already created for the task. Reminder e-mails
will be sent out at this frequency when an action item has not
been signed off on by any of the individuals assigned to it. These
reminders only go out if the frequency occurs on a date prior to
the open action items closing due date. These reminder
frequencies work very similar to how the frequencies work.
o None: This is the default setting. No reminder emails are sent
out until the open action item becomes overdue.
o Monthly: Reminder email is sent out monthly based upon the
date of its creation.
o Quarterly: Reminder email is sent out quarterly based upon
the date of its creation. Quarterly dates are: Jan 1st, April 1st,
July 1st, and Oct 1st.
o Yearly: Reminder email is sent out yearly based upon the date
of its creation.
c) If the closing due date has already past then the open action item
is considered overdue since it has not been signed off on yet.
Overdue notices are emailed out 1, 3, 14, 21, and 28 days after
the closing due date. The closing due date is determined by the
day the open action item is created on plus the 'Days to complete'
number. Overdue notices are sent out to the following people
based upon the days past the closing due date:
o 1 day: Only the people assigned to the open action item.
o 3 days: Only the people assigned to the open action item.
o 14 days: The Sub-Region managers and the people assigned
to the open action item.
o 21 days: The Region managers, Sub-Region managers and
the people assigned to the open action item.
o 28 days: The Geo-Market managers, Region managers, Sub-
Region managers and the people assigned to the open action
item.
d) Days To Compete: When an open action item is created the
system will define a closing due date for that action item. This
closing due date is calculated from the addition of the 'Days to
complete' to the date the action item is being created on. The
date the action item is created on is based upon its 'Start Date' as
well as the 'Frequency' and 'End Date'
e) Task Assigned To: Selecting a assigned property manager type
will limit which type of managers receive notifications on this task.
If no manager is defined for any of the types selected then the
open action for this task will default to all manager types selected
in the property record. Managers who are assigned to an open
action item will be sent the email directly via the To: heading.
Managers who have the "Copied of Task" will be copied on the
email via the Cc: heading.
29
f) Copy of Task: Selecting an assigned property manager type will

limit which type of managers receiving notifications on this task. If
no manager type is defined then the open action for this task will
default to all manager types selected in the property record.
Managers who are assigned to an open action item will be sent
the email directly via the To: heading. Managers who have the
"Copied of Task" will be copied on the email via the Cc: heading.
3. Assign a property or properties to the task. To do this, click the
hyperlink at the bottom of the section entitled “Assign property to this
task”.
7.2. How to Create a Task as a Sub-Region, Region GM

Manager or Administrator
1. Select the CREATE button next to Tasks (under the Table
a) Frequency: Defines how often this task will create open action
to One Time then the frequency will occur forever or until the task
is deleted or updated with an End Date. The following shows how
each frequency works.
o One Time: this is the default selection. Open action items will
be created for the task only on the start date.
30
the start date.
quarter that the open action items will be sent is based upon
the start date, which must occur on or before the desired
quarter send date indicated above.
b) Reminder frequency: Defines how often reminders will go out for
open action items already created for the task. Reminder e-mails
will be sent out at this frequency when an action item has not
been signed off on by any of the individuals assigned to it. These
reminders only go out if the frequency occurs on a date prior to
the open action items closing due date. These reminder
frequencies work very similar to how the frequencies work.
of its creation.
c) If the closing due date has already past then the open action item
the closing due date. The closing due date is determined by the
number. Overdue notices are sent out to the following people
based upon the days past the closing due date:
o 28 days: The Geo-Market managers, Region managers, Sub-
item.
31
d) Days To Compete: When an open action item is created the

e) Task Assigned To: Selecting a assigned property manager type
action item will be sent the email directly via the To: heading.
Managers who have the "Copied of Task" will be copied on the
email via the Cc: heading.
f) Copy of Task: Selecting an assigned property manager type will
limit which type of managers receiving notifications on this task. If
no manager type is defined then the open action for this task will
default to all manager types selected in the property record.
Managers who are assigned to an open action item will be sent
the email directly via the To: heading. Managers who have the
"Copied of Task" will be copied on the email via the Cc: heading.
3. Assign a property or properties to the task. To do this, click the
hyperlink at the bottom of the section entitled “Assign property to this
task”.

32
6. To assign hierarchy to this task, Click the hyperlink entitled “Assign

Hierarchy to this Task” at the bottom of the section.
7. Enter search options as desired, click SEARCH
8. Check the box to the right of the desired selection and the click
CREATE ASSIGNMENT button at the bottom of the screen.
9. Similarly, you should assign a permit/license to the task by clicking
the hyperlink at the bottom of the section entitled “Assign
permit/license to this task”. Enter search criteria for desired
permit/license and press the “search” button at the bottom of the

screen. Check the box at the right hand side of the desired
permit/license and click the “CREATE ASSIGNMENT” button at
bottom of screen.
7.3. How to Search and View a Specific Open Task for MY

Area of Responsibility
1. Select the SEARCH button next to Open Tasks (under the All Action
Items header in the Managers menu) on the main screen. On the
next screen, there is a menu of choices to narrow your search by.
Searching by description may be best.
2. If more than one task meets your search criteria, the tasks will be
displayed in a spreadsheet. To view task information, select the task
of interest by clicking the view button to the right of the listing. If only
one task matches your search criteria, you will be automatically
directed to the task listing.
33
NOTE: You can search specifically for overdue tasks by utilizing the closing due date
search feature. Choose “earlier than” from the drop down menu and insert the current
date into the first input. This will return all tasks that have been assigned to you that
are overdue.
7.4. How to Search and View a Specific Open Task that I am

Responsible for
34
1. Select the SEARCH button next to Open Tasks (under the My

Action Items header in the User menu) on the main screen. On the
next screen, there is a menu of choices to narrow your search by.
Searching by description may be best.
NOTE: You can search specifically for overdue tasks by utilizing the end date
search feature. Choose “earlier than” from the drop down menu and insert the
current date into the first input. This will return all tasks that have been assigned to
you that are overdue.
7.5. How to Search and View a Specific Pending (Still in

Queue) Task
1. Select the SEARCH button next to Tasks (under the Table
is a menu of choices to narrow your search by. Searching by
description may be best.
7.6. How to Edit a Pending (Still in Queue) Task as a Property

Manager
1. Search for the task of interest using the directions above. If viewing
the task profile, click the UPDATE button at the bottom of the screen.
If you are viewing multiple results of the search, click the update
button on the right hand side of the listing in need of editing.
a) Start Date: The date the system uses to base its creation of open
action items. The date itself will be the first day than an open
action item is created for the task. The start date should be a date
greater than the current date.
b) End Date: Tells the system at what date to no longer create open
action items based upon this task. The system will create open
action items starting on the "Start Date" and recreate the open
action items based upon the frequency defined. If no end date is
given and the frequency is not "One Time" this means open
action items will be created at the frequency interval forever or
until the task is either deleted or updated with an end date.
35
c) Frequency: Defines how often the task will create open action
to One Time then the frequency will happen forever or until the
task is deleted or updated with an End Date. The following shows
how each frequency works.
o One Time: The default selection. Open action items will be
created for the task only on the start date.
the start date.
quarter that the open action items will go out in is going to be
based upon the start date which must happen on or before the
desired quarter to send out in.
d) Reminder Frequency: The reminder frequency defines how often
reminders will go out for open action items already created for the
task. If a action item has not been signed off on by any of the
people assigned to it then reminder emails will be sent out based
upon this frequency. These reminders only go out if the frequency
happens on a date prior to the open action items closing due
date. These reminder frequencies work very similar to how the
frequencies work.
of its creation.
e) If the closing due date has already past then the open action item
the closing due date. the closing due date is determined by the
number. (see the help on 'Start Date' and 'Days to complete'
labels for more information on how they work within this system.
36
Overdue notices are sent out to the following people based upon
the days past the closing due date:
o 28 days: The GeoMarket managers, Region managers, Sub-
item.
f) Days To Complete: When an open action item is created the
g) Task Assigned To: Selecting a assigned property manager type
action item will be sent the email directly via the To:. Managers
who have the "Copied of Task" will be copied on the email via the
Cc:.
h) Copy of Task: Selecting a assigned property manager type will
limit which type of managers receive notifications on this task. If
no manager is defined for any of the types selected then the open
action for this task will default to all manager types selected in the
property record. Managers who are assigned to an open action
item will be sent the email directly via the To:. Managers who
have the "Copied of Task" will be copied on the email via the Cc:.
Hierarchy to this Task” at the bottom of the Hierarchy section.
4. Enter search options as desired, click SEARCH.
5. Check the desired box and the click CREATE ASSIGNMENT button
at the bottom of the screen.
37

this task”. If you are responsible for only one property, this property is
connect with the plans using the drop down menus provided.
7. Press the SEARCH button and then select the desired property by
clicking the square to the right of the property listing.
9. To assign permits/license to the task, click the hyperlink at the bottom
of the section entitled “Assign permit/license to the task”. Search for
the permit of interest.
38
10. Select the permit by clicking the box to the right of the listing.
NOTE: You may only edit pending tasks before they are opened. Edits must be made
before the start date of the action item. Example: Start date is May 28 2008. Edits
must be made prior to May 28 2008.
7.7. How to Edit a Pending (Still in Queue) Task as a Sub-

Region, Region, GM Manager, or Administrator
1. Search for the task of interest using the directions above. If viewing
the task profile, click the UPDATE button at the bottom of the screen.
If you are viewing multiple results of the search, click the update
button on the right hand side of the listing in need of editing.
a) Start Date: The date the system uses to base its creation of open
action items. The date itself will be the first day than an open
action item is created for the task. The start date should be a date
greater than the current date.
b) End Date: Tells the system at what date to no longer create open
action items based upon this task. The system will create open
action items starting on the "Start Date" and recreate the open
action items based upon the frequency defined. If no end date is
given and the frequency is not "One Time" this means open
action items will be created at the frequency interval forever or
until the task is either deleted or updated with an end date.
c) Frequency: Defines how often the task will create open action
to One Time then the frequency will happen forever or until the
task is deleted or updated with an End Date. The following shows
how each frequency works.
o One Time: The default selection. Open action items will be
created for the task only on the start date.
the start date.
39

quarter that the open action items will go out in is going to be
based upon the start date which must happen on or before the
desired quarter to send out in.
d) Reminder Frequency: The reminder frequency defines how often
reminders will go out for open action items already created for the
task. If a action item has not been signed off on by any of the
people assigned to it then reminder emails will be sent out based
upon this frequency. These reminders only go out if the frequency
happens on a date prior to the open action items closing due
date. These reminder frequencies work very similar to how the
frequencies work.
of its creation.
e) If the closing due date has already past then the open action item
the closing due date. the closing due date is determined by the
number. (see the help on 'Start Date' and 'Days to complete'
labels for more information on how they work within this system.
Overdue notices are sent out to the following people based upon
the days past the closing due date:
o 28 days: The GeoMarket managers, Region managers, Sub-
item.
40
f) Days To Complete: When an open action item is created the

g) Task Assigned To: Selecting a assigned property manager type
action item will be sent the email directly via the To:. Managers
who have the "Copied of Task" will be copied on the email via the
cc:.
h) Copy of Task: Selecting a assigned property manager type will
limit which type of managers receive notifications on this task. If
no manager is defined for any of the types selected then the open
action for this task will default to all manager types selected in the
property record. Managers who are assigned to an open action
item will be sent the email directly via the To:. Managers who
have the "Copied of Task" will be copied on the email via the cc:.
Hierarchy to this Task” at the bottom of the Hierarchy section.
4. Enter search options as desired, click SEARCH
5. Check the desired box and the click CREATE ASSIGNMENT button
at the bottom of the screen.
this task”. Search for the property you wish to connect with the plans
using the drop down menus provided, press the SEARCH button and
then select the desired property by clicking the square to the right of
the property listing.
41
8. To assign permits/license to the task, click the hyperlink at the bottom

of the section entitled “Assign permit/license to the task”. Search for
the permit of interest and select the permit by clicking the box to the
right of the listing.
NOTE: You may only edit pending tasks before they are opened. Edits must be made
before the start date of the action item. Example: Start date is May 28 2008. Edits
must be made prior to May 28 2008.
NOTE: The ability to edit a task is limited to the creator of the task and/or if the task is
only assigned to properties you are responsible for.
7.8. How to Close a Task

Once a task is completed, the user must close the task to prevent the
task from escalating to upper level management by performing the
following actions:
2. Click the box next to “Closed” to indicate the task has been
completed.
42
3. Finally, Click UPDATE MY ACTION ITEM to save the changes. In

closing a task, you indicate to the system that no reminder e-mails or
overdue notices should be sent out until the task renews itself again.
7.9. Assigning an Open Task to Someone Under My

Responsibility
2. In the comments area, you may add additional instructions if
necessary.
3. Add a recipient to the task by adding them in the CC: section. To do
this, click the hyperlink entitled “Add CC: to this Action Item”. Follow
the prompts to select an additional recipient.
4. Finally, Click UPDATE MY ACTION ITEM to save the changes.
8. Property Plans (Master Documents) Information

In this section we will discuss how to create property plans, how to search for a
specific property plans and finally, how to edit a property plan already in the
system. For further direction, see animations provided.
43
8.1. How to Create a Property Plan at all User Levels

1. Select the CREATE button next to Property Plans (under the Table
2. Fill out as much information as possible in the fields provided.
the SEARCH button.
4. Select the desired property by clicking the circle at the right of the
property listing. Then click the “Create Property Plan” button at the
bottom of the screen.
8.2. How to Search and View Specific Property Plans

1. Select the SEARCH button next to Property Plans (under the Table
is a menu of choices to narrow your search by. Searching by city
may be best (ex: Bakersfield).
2. If more than one property plan meets your search criteria, the plans
will be displayed in a spreadsheet. To view property plan
information, select the plan of interest by clicking the view button to
the right of the listing. If only one property plan matches your search
criteria, you will be automatically directed to the plan listing.
8.3. How to Edit a Property Plan at All User Levels

1. Search for the property plan of interest using the directions above. If
viewing the plan, click the UPDATE button at the bottom of the
44
screen. If you are viewing multiple results of the search, click the
2. Enter as much information as possible in the fields provided.
3. In the property section, search for the property you wish to connect
with the plans using the drop down menus provided, press the
SEARCH button and then select the desired property by clicking the
circle at the right of the property listing. Then click the “Create
Property Plan” button at the bottom of the screen.
9. User Information
9.1. How to Create a User as a Property Manager

1. Select the CREATE button next to Users (under the Table
2. Enter the new User’s Name, Alias, or UID. Then click the LOOK-UP
LDAP button to find the user on LDAP.
45
3. Assign User Level and Manager Type and click the UPDATE USER
button at the bottom of the screen.
9.2. How to Create a User as a Sub-Region, Region, or GM

Manager
3. Assign the appropriate privileges for the individual by identifying a

user level. Ensure the correct Hierarchy selection is made as this
determines which files the user has access to.
46
4. Finally, link the user with a property in the Property Management

Selection Area. Click the “SHOW AVAILIABLE PROPERTIES”
button.
5. A spreadsheet of properties will be produced. Choose the desired

property and click the square to the right of the listing.
6. Then press the “UPDATE USER” button at the bottom of the screen.
9.3. How to Create a User as an Administrator

47

user level. Privileges can be expanded by scrolling down to the
bottom of the page and selecting options from the Privilege
Management Section:
a) Corporate Licenses: Ability to Create Corporate Licenses
b) Corporate properties: Ability to Create Corporate Properties
c) Create Properties: Ability to Create Non-Corporate Properties
d) Date of Acquisition: User will be able to edit the Date of
Acquisition field
e) Deed Recordation: User will be able to edit the Deed Recordation
field
f) EX Materials Facility: Identify a Property as an Explosives Site
g) Information for Auditors: User will be able to edit the Information
for Auditors Field
h) Owned Property: Identify a Property as Owned or Leased
i) Product Segment: Ability to create users as an administrator
j) RA Materials Facility: Flag a Facility as a Radiation Facility
k) Real Estate Pre-Approval Rights: Ability to Create Pre-Approval
Property Information
l) Remediation project: Ability Create/Edit Remediation project
information
m) Status: Users will be able to edit the status field for a property
n) Sub-Region: User will be able to edit the Sub-Region field of a
listing
o) Type of Property: User will be able to edit the type of property
field
4. Ensure the correct Hierarchy selection is made as this determines
which files the user has access to.
48
5. Click the UPDATE USER button at the bottom of the screen to save
changes.
9.4. How to Search and View a User

1. Select the SEARCH button next to Users (under the Table
is a menu of choices to narrow your search by. Click the SEARCH
button at the bottom of the screen once you have made your
selections.
2. If more than one user meets your search criteria, the results will be
displayed in a spreadsheet. To view user information, select the user
of interest by clicking the update button to the right of the listing. If
only one user matches your search criteria, you will be automatically
directed to the listing.
9.5. How to Edit a User as a Property Manager

1. Select the Edit button next to Users (under the Table Management
header) on the main screen. Search for the user of interest and view
the listing as described above.
2. Make edits as available to your management level. To save
changes, press the UPDATE USER button at the bottom of the
screen.
9.6. How to Edit a User as a Sub-Region, Region, or GM

Manager
user level. Ensure the correct Hierarchy selection is made as this
determines which files the user has access to.
49
3. Finally, link the user with a property in the Property Management

Selection Area. Click the “SHOW AVAILIABLE PROPERTIES”
button.
4. A spreadsheet of properties will be produced. Choose the desired

property and click the square to the right of the listing.
5. Then press the “UPDATE USER” button at the bottom of the screen.
9.7. How to Edit a User as an Administrator

user level. Privileges can be expanded by scrolling down to the
bottom of the page and selecting options from the Privilege
Management Section:
a) Corporate Licenses: Ability to Create Corporate Licenses
b) Corporate properties: Ability to Create Corporate Properties
c) Create Properties: Ability to Create Non-Corporate Properties
d) Date of Acquisition: User will be able to edit the Date of
Acquisition field
e) Deed Recordation: User will be able to edit the Deed Recordation
field
f) EX Materials Facility: Identify a Property as an Explosives Site
g) Information for Auditors: User will be able to edit the Information
for Auditors Field
h) Owned Property: Identify a Property as Owned or Leased
i) Product Segment: Ability to create users as an administrator
j) RA Materials Facility: Flag a Facility as a Radiation Facility
k) Real Estate Pre-Approval Rights: Ability to Create Pre-Approval
Property Information
l) Remediation project: Ability Create/Edit Remediation project
information
50
m) Status: Users will be able to edit the status field for a property
n) Sub-Region: User will be able to edit the Sub-Region field of a
listing
o) Type of Property: User will be able to edit the type of property
field
3. Ensure the correct Hierarchy selection is made as this determines
which files the user has access to.
4. Click the UPDATE USER button at the bottom of the screen to save
changes.
9.8. How to Make a User Inactive

2. Select the circle next to “NO” under the Activated Section. Click the
UPDATE USER button at the bottom of the screen to save changes.
NOTE: When a User is made inactive, the system ignores the user for any action item emails.
The user is no longer able to log into the system.
51
10. Audit Information
10.1.Creating an Audit (Administrator Only)

1. Select the CREATE button next to Audits (under the Table
2. Fill out as much information as possible in the form section.
3. Assign a property to the audit by clicking the hyperlink entitled
“Assign Property to this Audit”. Search for the property of interest.
Click the box on the right side of the listing and click the CREATE
ASSIGNMENT button at the bottom of the page.
4. Finally, assign a permit/license to the audit by clicking the hyperlink
entitled “Assign Permit/License to this Audit”. Search for the
Permit/License of interest. Click the box on the right hand side of the
desired listing and click the CREATE ASSIGNMENT button at the
bottom of the page.
5. To save, click the UPDATE AUDIT button at the bottom of the
screen.
10.2.Searching and Viewing an Audit

1. Select the SEARCH button next to Audits (under the Table
is a menu of choices to narrow your search by.
2. If more than one audit meets your search criteria, the results will be
displayed in a spreadsheet. To view audit information, select the
audit of interest by clicking the view button to the right of the listing. If
only one audit matches your search criteria, you will be automatically
directed to the listing.
10.3.Editing an Audit (Administrator)

1. Select the EDIT button next to Audits (under the Table Management
header) on the main screen.
2. Fill out as much information as possible in the form section.
3. Assign a property to the audit by clicking the hyperlink entitled
“Assign Property to this Audit”. Search for the property of interest.
Click the box on the right side of the listing and click the CREATE
ASSIGNMENT button at the bottom of the page.
4. Finally, assign a permit/license to the audit by clicking the hyperlink
entitled “Assign Permit/License to this Audit”. Search for the
Permit/License of interest. Click the box on the right hand side of the
desired listing and click the CREATE ASSIGNMENT button at the
bottom of the page.
5. To save, click the UPDATE AUDIT button at the bottom of the
screen.
52
11. Real Estate Pre-Approval Information

In this section we will discuss how to create a pre-approval property, how to
search for a specific pre-approval property and finally, how to edit a pre-approval
property already in the system. For further direction, see animations provided.
11.1.Creating Pre-Approval Properties (Administrator Only)

1. Select the create button next to Pre-Approval Properties (under the
Property Submission header) on the main screen.
2. Add as much information as possible in the form section.
3. If documents can be added, click the hyperlink entitled “Add
documents”.
4. Enter the description of the documents and select the type from the
drop down menu. To upload the document, click the browse button
and locate the file to be added. Select the file and click “Open”. Then
press the hyperlink entitled, “Add Document”
53
5. Finally, click the “Create Pre-Approval Property” button at the bottom

of the screen.
11.2.Searching for an Existing Pre-Approval Property

1. Select the SEARCH button next to Pre-Approval (under the Property
Submission header) on the main screen. On the next screen, there
is a menu of choices to narrow your search by. Searching by
location may be best (ex: Bakersfield).
2. If more than one property meets your search criteria, the tasks will be
displayed in a spreadsheet. To view property information, select the
property of interest by clicking the view button to the right of the
listing. If only one pre-approval property matches your search
criteria, you will be automatically directed to the property listing.

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The Record (Compliance Database) User’s Guide

Copyright © 2008 Schlumberger, Unpublished Work. All rights reserved.

Copyright © 2008 Schlumberger Limited

This document is OBSOLETE when printed.

Latest revision approved by (name): Judy Carley Signed:

Date Revision Description of Changes

1. About this Document ..................................................................................6

9.4. Searching and Viewing ......................................................................48

1. About this Document

This document is intended as an instructional tool and input from users is

• Users: LDAP user with no special rights

3. Quick Guide to Getting Started

3.1. To view properties you are responsible for, follow these

3.2. To view permits/licenses affecting your properties, follow

3.3. To view tasks assigned to you:

1. Select the MANAGE button next to Open Tasks (under the My

2. At this point, all tasks assigned to you are listed.

3.4. To view tasks assigned to your area of responsibility:

2. At this point, all tasks assigned to your area of responsibility.

3.5. To Close Out an Open (Active) Task:

The following demonstrates important functions which will be utilized in the

Click on this Icon to View an Item

Click on this Icon to Update and Item

Click on this Icon for Help

Click on this icon to View and Utilize a Calendar

Click on this button to export the current view into

4.1. User Rights

3. PPT Overview: Brief Power Point presentation to introduce basic

4.4 Rights for Users with Special Privileges

5.1. How to Create a Property

1. Select the CREATE button next to Properties (under the Table

3. It is especially important to assign managers to the property. To do

5. You may assign permits/licenses to the property at this point;

5.2. How to Search and View a Specific Property

5.3. How to Edit a Property as a Property Manager

3. It is especially important to assign managers to the property. To do

4. To delete Managers attached to a property, choose the delete button

5.4. How to Edit a Property as a Sub-Region, Region GM

c) Aerial photographs are also highly useful. To upload photos, click

3. It is especially important to assign managers to the property. To do

5.5. How to Make a Property Inactive (Administrator or special

2. Select INACTIVE in the status section.

Please note when creating a permit, the RECORD system automatically

In countries where the RECORD system is currently utilized, an automatic e-mail

Corporate permits and Non-corporate permits function differently in the RECORD

6.1. How to Create a Permit/License as a Property Manager

f) Renewal Submission date Months to Notify: Defines how many

6.2. How to Create a Permit as a Sub-Region, Region, or GM

a) Category: If a task category is selected then tasks will be created

a) Renewal Submission date Months to Notify: Defines how many

4. Click the CREATE ASSIGNMENT button at the bottom of the screen.

6.3. How to Create a Permit as an Administrator

a) Renewal Submission date Months to Notify: Defines how many

d) Contact Manager: The person who will be contacted should

4. Click the CREATE ASSIGNMENT button at the bottom of the screen.

6.4. How to Search and View a Specific Permit/License

6.5. How to Edit a Permit/License as a Property Manager

a) Renewal Submission date Months to Notify: Defines how many

6.6. How to Edit a Permit/License as a Sub-Region, Region,

a) Renewal Submission date Months to Notify: Defines how many

First, it is beneficial to understand how tasks function in the RECORD system.

7.1. How to Create a Task as a Property Manager

1. Select the CREATE button next to Tasks (under the Table