In this handy tips blog post, LeaseControl Product Manager Phil Mischler explains how to configure actions – an important aspect of setting up LeaseControl for the long-term.

For some people approaching LeaseControl for the first time, the thought of configurations can be somewhat daunting. Whether it is the initial set up of the configuration tree or a specific action configuration you need to input, the implications of getting it wrong can be a cause of stress.

The good news is configurations can be mastered with a little bit of care, logic and thought. And if that does not work for you, maxgeo is here to support you. Please feel free to drop us a line or email anytime, or come into one of our offices if you like – we are happy to help.

Please note that you must have administrator privileges to change configuration settings, simply because changes made here do materially affect how LeaseControl functions. Specifically, the calculations that LeaseControl performs are governed by the configurations set here – please just bear these implications in mind when operating in this space. In most organisations the tenement manager is the administrator of LeaseControl.

What is a configuration?

A configuration is simply a rule that will dictate behaviour when applied.

In LeaseControl version 1.8.1, configurations are set up according to two categories:

  1. Lease configurations
  2. Agreement configurations

 Simply put, we have rules set up to apply to leases and agreements separately.

To navigate between these options, you will travel via ‘Settings’ -> ‘Configuration’-> ‘Lease Configuration’ or ‘Agreement Configuration’

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Accessing the configuration setting via the Settings menu

Once you have clicked on either Lease Configuration or Agreement Configuration, you will be prompted for the Admin password:

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LeaseControl will prompt for an Admin password to set Lease or Agreement configurations

Lease Configurations

Lease configurations are made up of 6 categories, and to navigate between them you simply move through the tabs:

  • Actions – a catch-all tab where you can create and store both forward and historic compliance, action reminders and alerts.
  • Expenditure – where you can calculate your minimum expenditure commitment and forecast figures.
  • Rent – where you can calculate your rent and forecast figures.
  • Shire Rates – where you can configure your shire / council / county rates.
  • Misc Charges – for any ad-hoc payments.
  • Public Holidays – where you configure public holidays so that LeaseControl knows not to schedule things on those days. Even if you are open for business, the relevant government authority may not be!

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Lease configurations are split into six tabs

This article covers Actions. The remainder we will cover in future articles.

Actions

Fundamentally, an Action is something that must be complied with on a specific date. Actions may be defined by relevant legislation, or they can be user-defined actions – for example making a rent payment.

An Action Configuration is therefore the rule that dictates WHEN an Action will apply to a specific Lease Type.

Since titles have different regulations and requirements depending on where they are located, actions are assigned by:

  • Locality – Country and State
  • Lease / Tenure Type

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Configuration tree and an example of actions for all Mining Leases in WA

It is important to note the cascading nature of the hierarchy above. What this means is that if an action is defined on a particular level – the action will flow down to ALL subsequent levels. Any inherited actions (those actions that have been passed down) will be displayed in green and cannot be edited. They can only be modified at the topmost level at which they appear where they are coloured white.

For a practical example, if you have actions delineated on the country level, say Mexico, these actions will cascade down to each state (say Mexico City) and from there to each licence type under that state (say Mining Concession). To be clear, this would be appropriate for actions that are governed at a country legislation level and is the same for all subordinate provinces / states and tenure types.

Actions require completion (to signify the task is achieved) and / or a reminder to complete.

Action Reminders are set up once per action, where the reminder will remain in the action browser until completed.

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LeaseControl Action browser

Configuring an Action

We use the Action Builder tool to create actions from our configurations. This can be accessed from the Actions tab and by clicking the Create Action button.

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Configuring an Action

Since compliance is not necessarily completely standard and may be on a case by case basis, we employ Action Priorities to facilitate action generation.

Actions are classified as follows:

Required Actions are generally used for those compulsory requirements that have a predictable due date and apply to all leases of a particular Lease Type by default. In most jurisdictions, this would include annual rent payments (also referred to as annual fees), certain reporting (expenditure and so forth) and critical actions associated with expiry (e.g. renewals, also called extensions of term).

Irregular Actions are generally used for those actions that you foresee may be required, though not for every title, and not necessarily on a regular basis. This could be an exemption from expenditure, for example.

Miscellaneous Actions are generally used for those actions that were not anticipated, and not likely to be applicable to other titles, or where (for whatever reason) you need to customise the action name ordinarily used. This would be user-defined.

Example 1 – Security Payment

In this Western Australian example, the Mining Act 1978 (WA) says “The applicant for a prospecting licence (s52), and exploration licence (s60) is required to lodge a security in respect of each licence sought with the mining registrar within 28 days of lodging the application (reg 112(2)). (Form 32).”

In this instance, the reminder is set for 28 days after the Application Date. It will occur once only.

To get to the action builder, click on ‘Settings’ -> ‘Configuration’-> ‘Lease Configuration’ then select the Actions tab and click the “Create Action” button shown in diagram 6 above.

To put in this action for all Western Australian Exploration Licences:

  1. Click on ‘Settings’ -> ‘Configuration’-> ‘Lease Configuration’.
  2. Navigate through the configuration tree to get to Western Australia – Mining Act 1978 – Exploration Licence (WA) (see diagram 4 above).
  3. Select the Actions tab and click the “Create Action” button shown in diagram 6 above.
  4. Complete the Action Builder form as shown in diagram 7 below.

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The Action Builder dialog box is accessed from the Actions tab in Lease Configuration

Example 2 – Mineral Exploration Report – Single

 In this example, the Mining Act 1978 (WA) says “The Mineral Exploration Report is required to be lodged annually within 60 days after the anniversary date. (s51, 68(3), 70(H)(1)(f), 82(1)(e) and 115A, and regs 16,22, 23E, 32, 96B and 96C).” In other words, the report is due within 60 days of the licence anniversary.

The user has determined that they will be vigilant and has set a reminder that the report is due 29 days (29 days after) after the lease anniversary (12 months after the lease was granted). The reminder will show 1 day before the 29 days to cater for public holidays etc. which may reduce the amount of time available to complete the report.

Once completed the action will repeat every 12 months.

This is how we would input this into LeaseControl.

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Input action into LeaseControl

We would love to know whether this blog post has helped you.

If you have a comment or a question, please get in touch.

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