FIRST TIME USER GUIDE- 2016

Transcription

1 FIRST TIME USER GUIDE COMMODITY TRACKING SYSTEM (CTS) Table of Contents Introduction... 2 Contacts... 2 Steps required Prior To Re-Registering Online With The National Energy Board (NEB):... 3 Become an Authorized Filer... 3 Single Use Code... 3 CTS Security Answer Sheet and Company Filing ID... 4 Receive URL Link by Register for GC Key FIRST TIME FILER Access The NEB Filing Portal Using GC Key REGISTERED FILER Access The NEB Filing Portal Using SecureKey CONCIERGE Annex A Browser Configuration Annex B Frequently Asked Questions General Questions Changing your credential GC Key Questions CTS Questions Annex C NGL Authorized Filer Form Annex D Gas Authorized Filer Form.30 Annex E Crude and Refined Petroleum Products Authorized FilerForm..31 Annex F Electricity Filing Authorized Filer Form.32 Page 1 of 32

2 INTRODUCTION Both government and businesses face the challenge of transforming services to keep up with changes in technology, business and management practices. At the same time, expectations for the security, privacy and integrity of transactions has increased. We have adopted a new e-business framework to ensure that your information is protected and that e-business transactions are with authorized filers only. Government standards assure that the information passed through the web form will be more secure than faxing. For more information see Annex B. We can provide additional information on GC Key, SecureKey and supporting PKI technology upon request. CONTACTS If you have question or issues regarding SecureKey Concierge, contact the SecureKey Concierge help desk toll free. SECUREKEY (Canada and U.S.) If you have a question or issues regarding GC Key please contact a GC Key customer service representative. GC KEY (Canada and U.S.) If you have a question regarding COMMODITY TRACKING SYSTEM please review our First Time User Guide before contacting us as the information you are looking for may already be provided. We would be glad to assist you by phone during core business hours, Monday to Friday from 08:30 to 16:30 MST (except holidays). CTS HELP (Canada and U.S.) Please leave a detailed message when calling outside of business hours or if we are busy helping another caller. We will return your call as soon as possible. Page 2 of 32

3 STEPS REQUIRED PRIOR TO RE-REGISTERING ONLINE WITH THE NATIONAL ENERGY BOARD (NEB): BECOME AN AUTHORIZED FILER Authorized Filer Form (Auto Filer Form) NOTE: Auto Filer Forms found under ANNEX C (NGL), ANNEX D (GAS), ANNEX E (CRUDE, REFINED PETROLEUM), and ANNEX F (ELECTRICITY) a) In order to access the NEB s Filing Portal the company (Registered Exporter) must first provide the NEB Research Officer with a completed Authorized Filer Form (See AnnexC,D,E,orF) b) Following approval of order(s) /license(s) /permit(s) the Research Officer will forward an Auto Filer Form to the individual who applied for the export order/permit c) The company is to complete the Auto Filer Form, have the form signed by an authorized Manager/supervisor and return to the Research Officer RECEIVE SINGLE USE CODE ABCD (Example) a) The Research Officer will add the Primary and Secondary Filer to the Commodities Tracking System (CTS). At this time the system will generate a Single Use Code (4 Letter Upper Case) b) The Research Officer will the company s Primary and Secondary Filers to communicate their Single Use Code. Each Filer has their personal Single Use Code. c) This code links the filer to their specific company and is to be used by the Registered Filer only. Page 3 of 32

4 CTS SECURITY ANSWER SHEET AND COMPANY FILING ID Example: CTS Login Information / Informations de connexion pour le SSP CTS Security Answer Sheet (Company Filing ID) The Research Officer (RO) will send an to each Filer listed on the Auto Filer Form explaining what is required. The RO will then activate a system generated to the Filer that will include a CTS Security Answer Sheet (as above) and will provide a company Filing ID. The Filing ID is an 8 digit numeric code unique identifier for company name. Company Filing ID (Example 8 numeric code) Note: There will be hyperlinks sent with the system generated that will include: The First Time User Guide along with the Commodity Forms Help document. It is important that you take a few minutes and read these small documents so that you have an understanding of how CTS works as well as what you are required to report on! Page 4 of 32

5 RECEIVE URL LINK BY When the filer has been activated the Research Officer will send an from the system to the Filer. The URL Link will enable filer to Register for GC Key and to access the Commodities Tracking System (CTS). NOTE: The URL Links will change monthly on the first day of the month (see below) Example: Monthly URL Notification / Avis de l'adresse URL mensuelle Company Name: NEB Authorized File Applications Please find attached your filing identification code and security answer sheet which are required for access to the National Energy Board's Commodity Tracking System (CTS). As a designated filer for your company, the following is your company's private filing identification code and should not be disclosed to others: The attached CTS Security Answer Sheet provides your answers (password) to the security question asked as part of your login to CTS. The following are links to the First Time User Guide to assist in setting up your access to CTS as well as the CTS Help document to assist you in your monthly reporting to the National Energy Board First Time User Guide CTS Help As an additional security step the Commodities Tracking System (CTS) will automatically a new URL link on the first day of each month to all registered filers. On receipt of this URL link the previous months URL link will no longer be valid. The new URL link will give you access to the current month and any previous months you may wish to access to report or to revise. Example: A URL link will be generated by the system and forwarded to the filer on January 1, This URL link will grant access to the CTS for the month of January and any previous months. The previous URL will no longer be active. On February 1, 2016 the system will generate another URL link. This link will grant access to the current month of February and any previous months. The January URL link will no longer be active. This will continue each month. If the filer reports December 31, 2016 they will use their current URL and if they report on January 2, 2017 they will use the new January URL link. Page 5 of 32

6 FIRST TIME FILER: REGISTER FOR GC KEY COMPANY NAME: Filers Company Name The following URL is to be used to access the National Energy Board's Commodity Tracking System (CTS) during the month of Jul-2016: Previous URLs will no longer give you to access to the system. As an additional security step, all URLs are active for only one calendar month and cannot be used later. CTS has been set up to send a new URL automatically to all registered filers on the first day of each month. The new URL is specific to your company and cannot be used for access for any other company. The URL will give you access to the CTS system to enter, revise, and submit reports for the current month as well as previous months and years. Click on NEB URL Link Note: This URL Link is provided to the Filer at the same time the CTS Security Answer Sheet and Company Filing ID are provided Click the filing portal link on Landing Page that applies to your companies reporting: (NGL (Propane/Butanes), Gas, Oil, or Electricity). Page 6 of 32

7 Click on the GC Key Log In button. Choose Language Page 7 of 32

8 NEW FILER Choose SignUp Please read GC Key Terms and Conditions of Use and then Click on I accept Page 8 of 32

9 CREATE USER ID AND PASSWORD You will be asked for both ID and PASSWORD every time you log in; so be sure to keep this information in a secure place. NOTE: This is your personal ID and Password. If you forget either you will be required to Re-Register for GCKey Fill in the Registration Information. The green box on the right will identify if you have met the requirements. If a large appears you have filled in the cell incorrectly. Check to ensure you have the correct number of characters, digits, etc. If a checkmark appears on the right the information entered is correct. Create Username using Checklist - Click Continue Page 9 of 32

10 Create Your Password using Checklist - Click Continue See Checklist for Recovery Questions Page 10 of 32

11 Input Company Filing ID found in the system generated sent to filer having received completed Auto Filer Form for access to CTS. Click Continue and follow the prompts.. See Page 4 for further explanation on Company Filing ID!! Click Cancel if you wish to go back to the landing page NOTE: You are now in the Commodity Tracking System (CTS) If you are intending to complete your monthly reporting at this time please go to Page 16 and follow the instructions under Access the NEB Filing Portal Page 11 of 32

12 REGISTERED FILER: ACCESS THE NEB FILING PORTAL USING GC KEY Now that you are registered with GC Key you need to Login to one of the Commodity Filing Portals (NGL, Gas, Oil, or Electricity) to access your companies monthly Commodity Forms. COMPANY NAME: Filers Company Name The following URL is to be used to access the National Energy Board's Commodity Tracking System (CTS) during the month of Jul-2016: Previous URLs will no longer give you to access to the system. As an additional security step, all URLs are active for only one calendar month and cannot be used later. CTS has been set up to send a new URL automatically to all registered filers on the first day of each month. The new URL is specific to your company and cannot be used for access for any other company. The URL will give you access to the CTS system to enter, revise, and submit reports for the current month as well as previous months and years. Use monthly system generated URL to access Commodity Tracking System (CTS) Landing Page - Click on applicable Filing Portal Page 12 of 32

13 Click on GC Log In Choose Language Page 13 of 32

14 Enter Username and Password created when access was originally set up Welcome Filer Your last sign-in date Click Continue Page 14 of 32

15 Input Company Filing ID found in the system generated sent to filer upon receipt of completed Auto Filer Form for access to CTS. Click Continue and follow the prompts.. See Page 4 for further explanation on Company Filing ID!! Click Cancel if you wish to go back to the landing page Page 15 of 32

16 CTS Security Question is generated by the system CTS Security Answer is in the CTS Security Answer Sheet ed to Filer CTS Security Answer: (Not Case Sensitive) CTS Security Question: H1 C6 F4 Examine CTS Security Answer Sheet received in system generated Example: CTS Login Information / Informations de connexion pour le SSP) Determine CTS Security Answer (like playing Bingo) Example: Look under H1 - A6J Look under C6 - Q3E Look under F4 - t6h (not case sensitive) The CTS Security Answer: A6J Q3E t6h When the Filer logs in these values will be used for the CTS Security Answer Note: On each login the system will generate a new question which in turn will require a new answer using the CTS Answer Sheet Click Continue Page 16 of 32

17 Single Use Code (4 Letter Upper Case) communicated to Filer by following receipt of Auto Filer Form NOTE: The Single Use Code will be asked for the first time you log into the system. You will not be asked for this code on subsequent logins unless for some reason (ex: forgot password) you re-registered for GC Key. Click Continue Filer Approved Filer can proceed to file company monthly reports. Please refer to HELP document for assistance!! Page 17 of 32

18 ACCESS THE NEB FILING PORTAL USING SECUREKEY Note: The following step assumes you are currently registered for a SecureKey partner login service. If you do not have one or do not intend on using SecureKey, please refer to the previous section on Access the NEB Filing Portal using GC Key (Page 12). If you have any questions about SecureKey please refer to the Frequently Asked Questions section of this manual. Click on one of the filing portal link that applies to your report (NGL, GAS, Oil, or Electricity). Click on the button labeled Sign-In Partner Log in Page 18 of 32

19 Select Language Select a Sign-In partner from the list and follow the on screen instructions. Once you have successfully logged in using a SecureKey partner, you will then be redirected back to the Commodity Tracking System. Page 19 of 32

20 Input Company Filing ID found in the system generated sent to filer upon receipt of completed Auto Filer Form for access to CTS. Click Continue and follow the prompts.. See Page 4 for further explanation on Company Filing ID!! Click Cancel if you wish to go back to the landing page Page 20 of 32

21 CTS Security Question is generated by the system CTS Security Answer is in the CTS Security Answer Sheet ed to Filer CTS Security Answer: (Not Case Sensitive) CTS Security Question: H1 C6 F4 Examine CTS Security Answer Sheet received in system generated Example: CTS Login Information / Informations de connexion pour le SSP) Determine CTS Security Answer (like playing Bingo) Example: Look under H1 - A6J Look under C6 - Q3E Look under F4 - t6h (not case sensitive) The CTS Security Answer: A6J Q3E t6h When the Filer logs in these values will be used for the CTS Security Answer Note: On each login the system will generate a new question which in turn will require a new answer using the CTS Answer Sheet Click Continue Page 21 of 32

22 Single Use Code (4 Letter Upper Case) communicated to Filer by following receipt of Auto Filer Form NOTE: The Single Use Code will be asked for the first time you log into the system. You will not be asked for this code on subsequent logins unless for some reason (ex: forgot password) you re-registered for GC Key. Click Continue Filer is Approved Filer can proceed to file company monthly reports. Please refer to HELP document for assistance!! Page 22 of 32

23 ANNEX A BROWSER CONFIGURATION The NEB has adopted GC Key, a Government of Canada service, to provide secure access to online services and enhanced security to protect your information. When conducting online transactions with the Government of Canada, your GC Key will act as your secure electronic signature. Your GC Key is a unique electronic credential and is used to electronically sign your transactions. You can use the same GC Key with different computers, provided they are connected to the Internet and use a browser that meets the technical requirements. You will need an Internet connected computer running a browser that must: have SSL 3.0 enabled; have TLS 1.0 enabled; have Cookies enabled; and have JavaScript enabled. Since over 95% of our filers use Microsoft Internet Explorer 6.x, we have provided configuration information on the next page. The GC Key Canada service support 95% of the browser version market share provided that minimal configuration requirements are met. If your browser or browser configuration is not compatible you can: Upgrade or change the configuration of your browser (note: you may require the assistance of a network administrator); Set-up a standalone computer that is compatible; Or contact the NEB to discuss other options. Please refer to the next page for additional details to configure your browser. Page 23 of 32

24 Configuring Microsoft Internet Explorer 6.x On Microsoft Windows Operating Systems: Windows NT 4 with Service Pack 4 and higher; Windows 2000 Professional Service Pack 3 and higher; Windows Millennium Edition; Windows XP Home edition; and Windows XP Professional. Enabling SSL 3.0 and TLS 1.0 From the Tools menu, choose Internet Options; Select Advanced tab; Scroll down to Security; Select Use SSL 3.0 and select Use TLS 1.0; Click the Apply button; and Restart your computer for the new settings to take effect. Enabling Cookies From the Tools menu, choose Internet Options; Select Privacy tab Click the Advanced button; Check the box Override automatic cookie handling under the Cookies panel; Check the box Always allow session cookies ; and Click the OK button twice to exit. Enabling JavaScript (Active Scripting) From the Tools menu, choose Internet Options; Select Security tab; Select Custom Level; Scroll down to Scripting: under Active Scripting select Enable; and under Scripting for Java Applets select Enable. Click the OK button twice to exit; and Close your browser for the new settings to take effect. About Cookies A Cookie is a small piece of information that is downloaded to your computer and is used by your browser. GC Key Canada cookies will only exist as long as your browser is open and you are logged into GC Key Canada. The Cookies are required to navigate you through forms in the language of your choice. Page 24 of 32

25 ANNEX B FREQUENTLY ASKED QUESTIONS GENERAL QUESTIONS What is a credential? Credentials in information systems are widely used to control an individual s access to information or services. The combination of a card number or user name and a password is a widely-used example of a credential. The Government of Canada uses electronic credentials to allow users to communicate securely with online-enabled Government of Canada services. What do you mean by authentication? It is a secure means to recognize a user when accessing government services online. The user remains anonymous, and the authentication process just confirms that the credential is valid and is in the hands of the owner of the credential. Credential authentication does not reveal or confirm identity to the government website. It receives only a message confirming that your credential (username/password) was successfully validated by your bank or by the government. What do you mean by enrolment? Each department and agency has a unique enrolment process to access their online services. Please refer to the department or agency's frequently asked questions for more information on how to enrol with their online service. Why is the Government of Canada offering users a choice of credentials? By offering a choice of credentials, the Government of Canada is making its online services more convenient and easier to use. Many individuals already use their online banking credentials regularly. The ability to use these same credentials to access Government of Canada services online will simply mean one less User ID and password to remember. Are the Commercial Credentials as secure as the Government Credential? Whether one chooses to use the commercial credential service (SecureKey Concierge) or the governmentissued credential service, be assured that your transaction will be safe and secure. The authentication process does not carry any personally identifiable information such as name, birth date etc. and relies on strong technology, built using industry best practices. The Government of Canada is leveraging these investments made by financial institutions for secure online environments. Is any of my banking information shared if I use SecureKey Concierge? When you use either your government credential or your online banking credential, none of the personally identifiable information related to your credential is communicated to the government service you are trying to access. For users of SecureKey Concierge, the identity of the financial institution will not be shared with the Government of Canada. Similarly, no information about the government service being accessed by the user will be shared with the user's bank. Page 25 of 32

26 CHANGING YOUR CREDENTIAL What are the advantages of using my online banking credentials? Your online banking credentials are familiar: you may already use them on a regular basis. They re convenient: You don t have to remember a different user ID and password. They re safe: financial institutions are committed to security and privacy, in line with regulatory and industry best practices. Why isn t the financial institution I do business with on your list? The 3 financial institutions (BMO Financial Group, TD Bank Group and Scotiabank) are the initial credential service providers however it is expected that other commercial credential providers will be added in future. Keep checking when you log on to access Government of Canada services. I don t bank with any of the financial institutions listed. What alternative do I have when I want to access government services online? Individuals who do not have a credential with these financial institutions can continue to use other government-issued credentials, such as the government-issued credential service or, when accessing the Canada Revenue Agency s online programs and services, the Agency s login service. I bank with one of the financial institutions on your list, but I m not registered to bank online. How do I access my Government of Canada account using SecureKey Concierge? If you would like to use the SecureKey Concierge service, you must be registered with your financial institution for online banking access. Your bank will assist you in registering online. Will the bank charge me for using my banking credential to access government services? No, this is part of the service your bank offers its customers. Page 26 of 32

27 GC KEY QUESTIONS What is GC Key? The GC Key service is provided by the Government of Canada to allow you to securely conduct online business with various governmental program and services. The GC Key service issues you your GC Key. A GC Key is a unique credential that protects your communications with online Government programs and services. Using your GC Key, you can access the online programs and services listed on our Enabled Services page. What is an GC Key Enabled Service? An enabled Service is an online Government of Canada program or service that uses GC Key to provide enhanced security to protect your information. Can I have more than one GC Key? Yes, you may have a different GC Key for each Enabled Service. Please see the What is an Enabled Service? listed above. You will need to remember which GC Key was used to enrol with each service. If you forget, the GC Key service cannot assist you as it does not know which services you access or how many GC Keys you have. How do I enrol into an Enabled Service? We have included the enrolment process for the National Energy Board (NEB) in our First Time User Guide. The Enabled Services enrolment process is unique to each Government department and agency. Please refer to the department or agency s frequently asked questions for more information on how to enrol with their Enabled Service. Can I change my registration information? Yes, you can. Using Manage Your GC Key, you are able to: Change your Password Change your Recovery Questions, Answers and Hints; or Revoke your GC Key Can I share my GC Key with family members or others? No, you may not. Your GC Key is your own unique credential. Your GC Key allows you to exchange confidential information with GC Key enabled online government programs and services. If others need access to these services, they will need to obtain their own GC Key. I am having problems accessing the GC Key site? This could mean that your browser's software doesn't meet the security standards. See Annex A to verify the settings of your browser. You can also visit the help pages on the GC Key site for additional information. If you have made the necessary changes to meet the browser requirements but still cannot access the registration process, please contact the Government of Canada GC Key Client Service Centre at Page 27 of 32

28 CTS QUESTIONS I cannot access the site. Can I send my Commodity Forms by , fax or mail? No. The NEB will only accept forms filed on-line for NGL, Gas, Crude, Refined Petroleum Products, and Electricity. The NEB does not correspond by . This is not a secure method to transmit sensitive information to us. If you cannot use the service online, you will have to call us at What do I do if I either lose my Single Use Code or I did not receive it? If you do not have a Single Use Code for the reasons stated above, call the NEB Research Officer at What is a cookie? A "cookie" is a small piece of information sent to your computer by a Web site and used by your browser. It contains settings (such as language preference) to help you use our services. There are two types of cookies: "session cookies" and "persistent cookies". A "session cookie" is used only during the browser session. It expires when the user closes the browser and it is not stored on your hard-drive. A "persistent cookie" is placed on your computer and will remain on your hard-drive for a specific period of time, unless you remove it. Some Web sites use persistent cookies to store information that can be used when you visit the site again. NEB My Account and epass Canada does not use persistent cookies. I don't want to set my cookies to "on". Can I still use this service? One of the ways we ensure that you continue to be identified and that we send the correct information during your online session is by using cookies. Right now, we have no other session management method for users who prefer not to accept browser cookies. If you don't accept cookies, you won't be able to use this service. It is important to clear your browser's cache, or close and reopen your browser after an online session to stop someone from being able to view your information later. Most browsers conceal or cache images or files that you have viewed and store them locally to improve performance. Some browsers have an option to not cache encrypted sessions. What can I do to ensure my security after an online session? It is important to clear your browser's cache, or close and reopen your browser after an online session to stop someone from being able to view your information later. Most browsers conceal or cache images or files that you have viewed and store them locally to improve performance. Some browsers have an option to not cache encrypted sessions. See Annex A for more information. What if I don't have 128-bit encryption on my browser? For security purposes you will need 128-bit Secure Sockets Layer (SSL 3.0) encryption on your browser to use this service. See Annex A for more information. Why can I bookmark some pages and not others? It is not recommended to bookmark pages that are GC Key enabled. To access the NEB s filing portal, you need to use the monthly filing URL sent by NEB; click on the commodity (NGL, Gas, Oil, or Electricity) filing portal link on the page; and follow the pages to log into GC Key service, then log into CTS. Page 28 of 32

29 ANNEX C NGL (PROPANE/BUTANES) AUTHORIZED FILER FORM Please complete this form and to Susan Criddle susan.criddle@neb-one.gc.ca Company Legal Name: (Company Legal Name appearing on Current Export Order) Primary Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax Backup Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax To be authorized by the Manager/Supervisor of the individual filers identified above. The completed form acknowledges the above noted individual(s) will file monthly reports to the National Energy Board on behalf of the Registered Exporter (Company Legal Name) Manager s Name: Title: Phone #: Date: Signature Page 29 of 32

30 ANNEX D GAS AUTHORIZED FILER FORM Please complete this form and to Michelle Shabits at michelle.shabits@neb-one.gc.ca Company Legal Name: (Company Legal Name appearing on current Order or License) Primary Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax Backup Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax To be authorized by the Manager/Supervisor of the individual filers identified above. The completed form acknowledges the above noted individual(s) will file monthly reports to the National Energy Board on behalf of the Registered Exporter (Company Legal Name) Manager s Name: Title: Phone #: Date: E: Mail: Signature Page 30 of 32

31 ANNEX E CRUDE AND REFINED PETROLEUM PRODUCTS AUTHORIZED FILER FORM Please complete this form and to Veronica Esponda at Veronica.Esponda-Cruz@neb-one.gc.ca Company Legal Name: (Company Legal Name appearing on Current Export Order) Primary Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax Backup Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax This form needs to be authorized by a Manager/Supervisor of the individual filers identified above. The completed form acknowledges the above noted individual (s) will file monthly reports to the National Energy Board on behalf of the Registered Export (Company Legal Name). Manager s Name: Title: Phone #: Date: Signature Page 31 of 32

32 ANNEX F ELECTRICITY FILING AUTHORIZED FILER FORM Please complete this form and to Mary-Jane Sam at mary-jane.sam@neb-one.gc.ca Company Legal Name: (Company Legal Name appearing on the Export Order / Permit / Licence) Primary Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax Backup Filer All fields are mandatory First Name Last Name Title Mailing Address Phone # Fax To be authorized by a Manager/Supervisor of the individual filers identified above. The completed form acknowledges the above noted individual(s) will file monthly reports to the National Energy Board on behalf of the Registered Exporter (Company Legal Name) Manager s Name: Title: Phone #: Date: Signature Page 32 of 32