Ontario Energy Board

User Guide for Web-based

RRR Data Revision Requests

Prepared by Audit & Performance Assessment

May 2016

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User Guide for Web-based RRR Data Revision Requests Background The quality of the data reported under the reporting and record-keeping requirements (RRR) to the OEB is critical to, among other things, the provision of reliable information published in scorecards, yearbooks and other documents and for monitoring the regulated energy sector. Regulated entities are the owners of their reported data, and as such, are responsible for the completeness, accuracy and quality of this data. Accordingly, it is important that any issues arising with respect to data integrity including corrections to previously filed data be brought to the OEB’s attention immediately. An annual deadline of June 15 is set for making data revision requests to the RRR. Approved changes to RRR data after this date will not be included or reflected in documents such as the yearbooks or electricity distributors’ annual total costs benchmarking. Introducing a web-based RRR data revision request form To facilitate the revision of previously filed RRR data, the OEB has rolled out a web-based RRR data revision request form for regulated entities to submit RRR data revision requests through its e-Filing Services portal effective May 4, 2016. The web-based revision process permits for an automated record of the requested changes, communications tracking and allows regulated entities to include additional information (e.g., Excel, Word and PDF files to uploaded) to support their requested changes. User instructions for using the web-based RRR data revision request form The instructions in this document provide a step-by-step guide on how to the complete the online form and include an overview flowchart of the online form process. After the RRR filing due dates have passed, the e-Filing Services portal is closed and no further submissions or changes can be made to the RRR filings. If a RRR data revision is required, a regulated entity needs to first seek the approval of the OEB in order to substantiate the requested changes and to gain access to the e-Filing Services portal to make the changes. For any technical inquires on the web-based form, please contact the OEB’s IT Help at it.help@ontarioenergyboard.ca.

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Summary of the web-based RRR data revision request process To complete the web-based revision request, the requestor must enter the details of the revision request on the online form including the RRR filing number, reporting period, original data, proposed revised data, materiality and the reason for a revision. Once the request has been submitted, the requestor will receive a confirmation email that the revision request has been received by the OEB. The requestor may be contacted to provide additional information or clarification where the online revision form requires to be updated before it can be processed by OEB staff. Once approved by OEB staff, the requestor will receive an email that the e-Filing Services portal is open for the revision and provide a revision filing deadline. The requestor can enter the portal, submit the necessary RRR data revisions and notify OEB staff via email that the revisions are completed. OEB staff will verify the RRR data revisions made and close the request.

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An overview of the online form process is provided in the following flowchart:

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Please follow the instructions below to complete and submit a RRR data revision request using the e-Filing Services portal. 1. To complete an online revision request form to the OEB

a) Enter the e-Filing Services webpage and log in using the Requestor’s (RRR filer)

user ID and password.

b) To view all online revision requests, the Requestor can select the ‘My Company’s RRR Revision Requests’ task on the left-hand e-Filing Services menu panel.

Fields can be sorted by clicking on the particular column heading. For example, if the Requestor wishes to view the requests in order of the date requested, the Requestor can click on the ‘Date of Request’ heading to sort this field.

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To create a new revision request, the Requestor can select the ‘RRR Data Revision Request’ task on the left-hand e-Filing Services menu panel.

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c) The Requestor can enter the revision request details in the form. The Requestor will not be able to submit the request unless all mandatory input boxes are completed. ‘Additional RRR Section Reference’ input boxes are not mandatory and are optional if the request applies to multiple RRR sections.

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d) If the Requestor would like to include any attachments to support the revision request, the Requestor must ensure that the option ‘No’ is selected under the ‘Submit Form’ dropdown box and then click ‘Add Attachment’ and the following screen would appear. The Requestor can click ‘Upload’ to upload the selected attachment.

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2. To submit the online revision request form to the OEB

a) Upon completion of the RRR Data Revision Request form, the Requestor can submit the revision request by selecting ‘Yes’ from ‘Submit Form’ then clicking ‘Save and Exit’.

o The Requestor should ensure that the revision request status changes to ‘Submitted’ and the Submit Date for the revision request in the ‘My Company’s RRR Revision Request’ task shows the correct date.

o Once the status has changed to ‘Submitted’, no further changes can be made to the revision request.

b) An email will be sent to the Requestor to confirm that the revision request has been received and will be processed by the OEB.

Sample email – To Requestor: Confirmation of Revision Request

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c) Alternatively, if the Requestor does not wish to submit the form at a particular time, but would like to save the changes instead, the Requestor could select ‘No’ from ‘Submit Form’ dropdown box and click ‘Save and Exit’ and the revision request status will remain ‘New’. Please note that requests that have a status of ‘New’ are editable and have not been submitted to the OEB.

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3. The followings are illustrative examples of the types of communications that are generated from the system when making a RRR data revision request.

3.1 OEB staff requires more information related to your revision request

a) The status of the request will be changed back to ‘New’ and an email will be sent to the Requestor to request for more information.

Sample email – To Requestor: Request for More Information

b) The Requestor can enter the e-Filing Services portal, select the revision request and make the changes to the request form and submit the revised form by selecting ‘Yes’ from ‘Submit Form’ then clicking ‘Save and Exit’.

c) The status is changed back to ‘Submitted’ and the OEB staff will review the revised request.

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3.2 OEB staff has approved the revision request

a) If the revision request is approved, the OEB staff will open the RRR filing portal and set the Revision Filing Deadline date. The status of the request is changed to ‘Approved’.

b) An email is sent to the Requestor to notify that the request has been approved along with the revision filing deadline.

Sample email – To Requestor: Request is Approved

c) The Requestor is required to click ‘Reply All’ to the approval email to notify the OEB staff when the revision(s) are completed and the filing is revised and submitted in the e-Filing Services portal.

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d) Once the notification from the Requestor is received, OEB staff will review the submitted RRR filing changes. If the RRR data has been revised as requested in the revision request, the OEB staff will update the revision request status to ‘Completed’. An email will be sent to the Requestor to notify that the revision has been successfully submitted and the request is closed.

Sample email – To Requestor: Request is Completed

e) If the RRR filing changes do not align with the revision request, the OEB staff will inform the Requestor of the next steps.

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3.3 OEB staff has not approved the revision request

a) If the request is not approved, the OEB staff will send an email to the Requestor to provide the reasons the request is not approved. The status will change to ‘Not Approved’.

Sample email – To Requestor: Request is Not Approved