1. Software Implementations: What is DO’s Role?
Taylor Hindes

3. Overview Qualities of a Successful Implementation
Levels of Involvement
Questions to Ask
Data Considerations
Audit Considerations
Data Cleansing Activities
Reporting
Peripheral Activities
Legacy PPAs
Questions

5. Qualities of a Successful Implementation
Positive attitude
Keeping an open mind
Dedicated Project Team (various levels of involvement)
Mixture of Experience (both within the dept. and company)
Clearly defined levels of authority
Who approves?
Who can submit change requests?
What is the process for approvals?
Snapshot data used for data extracts in test cycles

6. Levels of Involvement 100% Project Member
Provide consistent project updates to the Division Order Team
Ensure all decisions made regarding master data/processes are made WITH the Division Order team to ensure they are cohesive with existing company policies and procedures
Host/facilitate trainings and creation of training materials
Part-Time Allocation to Project
May be involved earlier in testing to become a SME (Subject Matter Expert)
Facilitate with training
Individual Team Contributor
Testing prior to Go-Live
Ask questions and voice ideas for enhancements/improvements

7. Questions to Ask?
WHY? – Every existing process/audit control/document routing/communication style should be reviewed
Is it utilized? – If so, for what purpose/result? Is it effective?
What is the priority level?
Roles and Responsibilities Changes
Who will handle ONRR Master Data?
Who will approve JIB netting an owner/is approval even needed?
Who maintains Well Records? Are they in a different system?
What systems can feed and receive information?
Avoid duplicate entry providing room for data inconsistencies
Is there a blackout period for DO when Revenue is processing? If so, how long? If not, what safeguards are there to ensure the Revenue processing doesn’t get out of sync with the DOI?

8. Data Considerations
Data Selected for Conversion can allow for data cleanup without any work within the Legacy System
Pay Codes/Suspense Reason Codes – less is more
Transaction Type Codes
Comment Type Codes
Well Remarks
DOI Level
Owner/DOI Level
Well Population for Conversion
Suspense Related to Sold/P&A wells
Legacy PPAs – Include wells for time period desired for PPA purposes

9. Audit Considerations
What are the biggest pain points that exist with current audit controls?
Auditing an outdated process?
Auditing data that has no financial impact?
Auditing an incorrect data set for what the control is working to mitigate?
Software conversions are the perfect opportunity to access audit controls
Ensure the controls are representative of the true process
Utilize system validations wherever possible to avoid additional controls
Ex. Security dividing authority of creation and approval
Ex. DOI cannot be approved if it doesn’t total 100%
Approval documentation - How are they communicated and stored?

10. Data Cleansing Activities
Which category does the activity belong?
Pre-Conversion Clean-Up
Old Suspense – Conversion date considerations
Suspense on Sold/P&A wells
Duplicate Owners
Utilize an attribute within the owner record
Mapping considerations – Bearer Groups/Sequencing
Translation Logic Clean-Up
Suspense Code Mapping
Owner Consolidation
Post-Conversion Clean-Up
Lease to Owner ties on the DOI – When system provides this functionality
Can later be used to feed Lease to Well ties in the Land Records system

11. Reporting What is the priority?
Can this be merged with another existing report?
Will the report need to merge the Legacy systems data with the new system?
Data Integrity Reports
JIB Netting Match
Suspense Reports by Different Criteria
Mismatch of Suspense Codes on funds vs. Suspense Codes on DOI
Calculated GWI on DOI matches the GWI on the JIB by owner
Outstanding approvals

12. Peripheral Activities
Existing workflows
Sharepoint forms
Are they feeding from Legacy Systems, do they need to be archived?
Do they need to be modified to fit the needs of the new system?
Payout
How will they be tracked and who will maintain related master data?
Document Storage
Is there a desire for migration/consolidation/restructure of data?
Division Order Printing
Can they be printed by transaction, by owner with an exhibit, by well?
Where will the Legal Description feed from?

13. Legacy PPAs Options for Post Go-Live
Process in Legacy System?
Convert 8/8ths data related to desired well population?
Have the ability to extract data from Legacy system and load into new system on demand?
How will it reflect on check stubs? Will it purge zero line items?
Historical vs. Current processing
Historical – Reverses per chain of title on the DOI resulting in a lot of funds hitting deceased owners etc.
Current – Ability to have it Reverse/Rebook from the current version of 2 DOIs. This allows for only the impacted parties to be reflected differently and adjusted as desired.
Less post-PPA funds movement necessary

14. Feel free to reach out with any questions.