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Landlist User`s Manual

1. 23 of Net Acres Signed Enter the total number of net acres signed for the day If more than one lease was signed add the gross acreage of each tract and enter the amount here Do not round enter the exact amount For example enter 23 385 not 23 Total Bonus Enter the combined total of all bonus payments for all tracts signed for the day Renewals and Extensions Other of Leases Signed Enter the number of Renewal and Extension leases signed for the date of this report The entry should be just a number without any decimal point or symbols of Gross Acres Signed Enter the total gross acreage signed for the day If more than one lease was signed add the gross acreage of each tract and enter the amount here Do not round enter the exact amount For example enter 23 385 not 23 of Net Acres Signed Enter the total number of net acres signed for the day If more than one lease was signed add the gross acreage of each tract and enter the amount here Do not round enter the exact amount For example enter 23 385 not 23 Total Bonus Enter the combined total of all bonus payments for all renewals and extension signed for the day Titles Completed Enter the number of titles completed for the day of this report The entry should be just a number without any decimal point or symbols Footage Signed Enter the amount of footage acquired based on the n
2. LANDLISTUSA FROM BEGINNING TO END Landlist User s Manual v2 00 May 2012 Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 1 Table of Contents Dl A cen iene ener Rete Ope ane rc epee a srr eater E ott poi en rat 3 20 Map Tract Number Assisnm nt cay acc Aa esa Rene RE mn ne ne 3 3 0 Agent ACCESS iinei n e a aaia a a a a ERE nds 5 IL General INCCESS A OO 5 O aa a a a a na a de 6 3 3 Review DA APA ee ea ee ne ne 9 3 3 ACHE CK Tract INGMIBEE tana oido 10 3 4 Enter New Tratissssisnisenisinantininnteedantaminianiiieiitinein 10 3 97 A 15 3 5 Lessor Acquisition REPOS sn a sn aus 18 3 6 Grantor Acquisition Report ss 20 1 Detailed Caro ido TR id 21 38 Tax A A AS 21 DD SAS MAD En TA RS ne 21 ab CRIS Lam Tres Re essuie 22 AO Crew CRI TS sienne aan nie stone 22 AM PNCUVAEY REDOING 5 552 O SR iS 23 OS TIS TAG A E soe Soca 24 6 0 C line ii 24 61 Client G en ra AA ne D Sn tas tte 24 6 2 Lessor Acquisition Report cig gecesi dekh A uns 25 6 3 Grantor Acquisition Report ia entit s 26 6 4 Review Tract Comments che rem in aida 27 6 5 Review Agent Daily Expenses sic siscs scesjscccsssstacdeccsdgacasdescesvesdecees sedal 28 6 6 Agent POUCES et Te nait 28 OT VMR San Sn EL nr Re En 31 6 8 Production Reportan ii ire 31 6 9 Original Tax Map Search cit Asiria arriban 32 O10 MAD SAS SO A hails tent on at was annua as neue Ca cents wae tae 32 6 11 EOS unitaria iio na 32 6 12 USES Mani con
3. Print Me button located in the top right hand corner of the web page 6 9 Original Tax Map Search This page allows Clients to view pdf images of tax maps obtained from the various court houses The selection of maps to view may be narrowed by specifying any all or none of the following State County or Township The more narrow the search the fewer map selections that will appear When ready click on the Search button Initially the maps will be displayed according to State in ascending order The user may sort by any column in either ascending or descending order by clicking on the column title The current sort will be indicated by a small black triangle in the appropriate column heading Information displayed about each map include State County Township and Map Name The column furthest to the right contains a blue link which when selected will allow the user to either view the map or download and save a copy of the map for later use When finished with this page simply continue using the application by clicking on one of the links on the side of the page or selecting the Log Out link to end the session 6 10 Map Status Search This Status Maps link allows Clients to access copies of maps supplied by the Client depicting the status of tracts in areas they are working Upon selecting the link the Client may enter a state county or township to narrow the search After entering the information or leaving
4. This information will appear on the Grantor Acquisition Report Not all information may be know at the time the New Tract is entered into the database just enter what information is available or provided If the Grantor and Lessor are the same the information still needs to be entered in both places since the Lessor and Grantor Acquisition Reports are generated using the information in the different locations If the Grantor is not a person such as a company trust or partnership put the entire company trust partnership name in the Last Name box and leave the First Name box empty If the Grantor is two people with the same last name enter the last name in the Last Name box and then enter both first names in the First Name box If more than two people are the Grantors enter the last name of the first person whose name appears first on the deed in the Last Name box and in the First Name box enter their first name followed by the appropriate et al et ux Lessor Name Address Phone In the next series of boxes the Lessor data is to be entered This information is used by the Acquisition personnel to establish and maintain contact in order to negotiate a lease This information will appear on the Lessor Acquisition Report Not all information may be know at the time the New Tract is entered into the database just enter what information is available or provided If the Grantor and Lessor are the same this is the default assumption un
5. however has the ability to view not only those tracts assigned to them but also all of the tracts assigned to personnel working under them The report is designed to fit on legal sized paper with a landscape sideways orientation when printed To access the report click on the link that reads Lessor Acquisition Report Again ensure you click on the correct one based on the position you are working Title or Acquisition The length of the report i e the results may be narrowed by adding search criteria This is accomplished by entering specific limiting search criteria into each of the fields presented Project Number Prospect Area County City Township or Borough Lessor Zip Code Last Name of Lessor Surface Tax ID Site Number Well Number Title Short Status Lease Short Status Title Agent s Username Unit Name or Drill String If a criterion is left blank the default is all If all criteria are left blank then all tracts assigned will appear The logic used during a search for the relationship between the criteria is and So each added criterion narrows the search further After the desired search criteria have been entered click on the gray Search button After a few moments the report will appear The report is initially sorted from lowest to highest ascending according to the first column Tract Number The column headings appear across the top in blue By clicking on any of the column heading
6. the Tract Number and click on the Search button If the Tract Number already exists in Landlist a message will appear stating that the Tract Number already exists and the Acquisition Agent s Username will appear for reference To check additional numbers use the browser s back button and enter a new Tract Number that needs to be checked If the Tract Number does not already exist a message stating No records found will be displayed From this point the User may click the browser s back button to check an additional number or click the link labeled Click Here to enter a new tract using the Tract Number which was just checked 3 5 Enter New Tract The Enter New Tract page is used to enter a tract into the database for the first time A tract cannot be entered into the database until a unique Map Tract Number has been assigned see section 2 0 above Immediately after entering a new tract into the database the Update Tract link should be used see section 3 4 below to enter a New Comment stating that the tract has been entered This is necessary since several reports search on comments and if there is no comment associated with a tract the tract will not appear in the report But a comment cannot be added until the Tract has been created and the tract can only be created using the New Tract page This page is accessed by using the Enter New Tract link When the Enter New Tract page opens the first
7. Back button near the top left corner of the screen once to return to the web based version of the report From here you may continue on to other work or if finished click on the Logout link to end the session Finally the data contained in the report may be downloaded to the user s computer Near the top of the report on the far right hand side there is a link labeled Download Data After clicking this link you will be prompted whether you wish to open it directly or to save it If you opt to save it you will then be asked to provide the location The data will be downloaded in XML format 3 8 Grantor Acquisition Report The Grantor Acquisition Report or Grantor Acquisition Contact Status Report is very similar to the Lessor Acquisition Contact Status Report with only minor differences It is accessed by clicking on the link labeled Grantor Acquisition Report Again remember to click on the link in the appropriate section Title Agents or Acquisition Agents The first difference can be seen immediately after the Grantor Acquisition Report link is selected In addition to being able to narrow the search by the same criteria as in the Lessor Acquisition Contact Status Report you may also specify a Line Number If nothing is specified all Grantors assigned to the user will be shown in the report The format for this report is also the same as for the Lessor Acquisition Report The report s initial view shows the tract
8. acquisition person s Username first initial plus full last name Generally this is the person responsible for doing acquisition work in the area of the tract Contact your Crew Chief or the Help Desk if you do not know to whom the tract should be assigned Spelling counts Every tract needs to be assigned to someone so that updates and comments may be made Title Crew Chief Username Some areas are large and may require the use of a Title Crew Chief If none has been assigned this may be left empty Contact your Crew Chief or the Help Desk if you have any questions Spelling counts Acquisition Crew Chief Username Enter the appropriate Acquisition Crew Chief s Username first initial plus full last name Contact your Crew Chief or the Help Desk if you have any questions Spelling counts Finally after all of the available information is entered click on the Submit button If any required fields are missing you will receive an error message and will be asked to enter the appropriate information The fields will be marked by a red X Upon successful submission a small window will appear stating that the submission was successful Immediately after entering a new tract into the database the Update Tract link should be used see section 3 4 below to enter a New Comment stating that the tract has been created If after entering a new tract you find that the information you entered was incorrect either use the Updat
9. from oil and gas owners if different from the surface owners Generally if the surface owner Grantor and the oil and gas owner Lessor are the same the YY portion will be given the value of two zeros 00 If the Grantor and Lessor are different then the Grantor is given the designation of 00 and the Lessor is given the designation of zero one 01 If there are divided interests in either of the ownerships each unique divided owner is given a unique two digit identifier in subsequent order 00 01 02 03 So if a tract is in Pennsylvania Washington County South Strabane Township on map seven has been given the unique tract identifier of 154 and the Grantor and the Lessor are the same then the final Map Tract Number would PA02 2007 0154 00 Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 4 3 0 Agent Access Landlist users require internet access in order to utilize the application The computer is used to enter new tract data update tract data access reports and forms access maps and to submit daily expense reports Each of these areas will be covered below First general access procedures will be explained 3 1 General Access After turning on the computer gain access to the internet and go to www landlistusa com You will see several icons displayed Click on the small icon in the center of the page that looks like Welcome to Landlist a padlock shown circled in r
10. it all blank to show all available maps click the Search button The results page will depict all available maps sorted initially by state All column headings may be used as the primary sort simply by clicking on the blue column heading To view a map click on the blue link under the File column All maps are Adobe Acrobat files 6 11 Forms All approved forms for use on the project and provided by the Client may be viewed by using this search Such items as leases approved addendums affidavits and others are available To access the most up to date approved forms click on the red hyperlink at the top of any page labeled Forms This will bring you to a page wherein you may limit your search to a particular state and crew To do this enter the two letter abbreviation for the state you wish to view e g PA for Pennsylvania and enter the crew name e g Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 32 Crew2 If a box is left blank then all available forms for which you have permission to view will be displayed When ready click the Search button The results will be displayed in tabular form listing the state form name the file name and the crew All columns may be sorted by clicking on the column heading To view or save a copy of a form click on the blue form link and a new small window will be displayed asking what you d like to do Click the appropriate button
11. number Project Number This is a two digit number and used to identify which of the Client s projects this tract is a part Clients typically have numerous projects occurring at the same time Prospect This is the name given to the prospect in which the tract exists and will be provided by the Crew Chief Area If additional description location information is required i e the Prospect is rather large then this will be used to further describe the tract location It is not always used Surface Tax ID This is a number usually a series of digits dashes or decimal points that the court house uses to identify the tract of land If the tract is comprised of multiple tax IDs only ether the one for the largest acreage and enter the remaining ones in the Title Comments section see below Coal Tax ID This number may be similar to the Surface Tax ID and used to identify the coal tract In some instances the owner of the coal is not the same as the owner of the surface due to the coal ownership having been severed at some time in the past Only fill this in if on a coal project Source Deed This is the deed from which the current Grantor and or Lessor information was taken In may take the form of a deed book and page or a long number If it is from a deed book and page enter the book number then a slash then the page number of the first page of the deed for example 425 2114 If it is a number just ente
12. one page per tract Simply enter the search criteria and click on the gray Search button The results will be displayed and the page s can be printed When done reviewing or printing the information work may be continued by using the links on the side of the page or if done with the application clicking the Log Out link 3 10 Tax Maps Copies of the original tax maps for various areas are available on Landlist These maps are typically in pdf format To view what is available click on the link on the side of the page labeled Tax Maps The selection of maps to view may be narrowed by specifying any all or none of the following State County or Township The more narrow the search the fewer map selections that will appear When ready click on the Search button Initially the maps will be displayed according to State in ascending order The user may sort by any column in either ascending or descending order and the current sort will be indicated by a small black triangle in the sorted column heading Information displayed about each map include State County Township and Map Name The column furthest to the right contains a blue link which when selected will allow the user to either view the map or download and save a copy of the map for later use When finished with this page simply continue using the application by clicking on one of the links on the side of the page or selecting the Log Out link to end
13. production rate if they have only been working a short time their effort will have less of an influence on the overall statistics than someone else who has been working a long time with a lower production rate Similar to the previous pair the next pair of columns shows a production rate as well But this time it is for Acres and only applies to Crew Chiefs and to Landmen All other positions will show a value of zero The Production Rate Acres is calculated by taking the number of acres leased and dividing it by the number of days worked Again this is shown at a daily and an YTD rate Since this is a rate as well on the Crew Chief and Landmen line the number shown is not a total it is a weighted average of the rates of the individuals Again similar to the previous pair the next pair of columns shows a production rate as well But this time it is for Footage and only applies to Crew Chiefs and to Landmen All other positions will show a value of zero The Production Rate Footage is calculated by taking the number of feet acquired and dividing it by the number of days worked Again this is shown at a daily and an YTD rate Since this is a rate as well on the Crew Chief and Landmen line the number shown is not a total it is a weighted average of the rates of the individuals For the next paired columns Consideration Paid is shown This is the total amount paid to the Lessor or Grantor based on the lease agreement a
14. this click on the link near the top left of the report labeled Printable Version The report will be displayed again but without the links and banners Before printing ensure the proper print settings are entered on your computer For Windows users go to the Windows Explorer menu at the top of your screen and click on File Then click on Page Set Up In the Paper Size box ensure Legal appears In the Footer section delete whatever is there and type the current date any format this is for reference only In the Orientation Section ensure the radio button for Landscape is selected For the Margins ensure all are set to 0 25 inches Then click the OK button To print a hard copy of the report go to the Windows Explorer menu at the top of the screen click on File and then click on Print then click the Print button Ensure you have enough legal sized paper loaded in your printer before clicking on the Print button If you want to see what it will look like before you print you can go to the Windows Explorer menu at the top of your screen click File and then click Print Preview From here you can either click Print or Close Alternately if you wish to print a soft copy to a file and you have Adobe Acrobat installed you may print using Adobe Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 19 Once done printing click you Window s Explorer
15. to the right of the box and then clicking on the date or it may be entered directly using the format mm dd yyyy Title Search Through Enter the most recent date for which the title search was conducted on this tract The date may be entered by either clicking on the small calendar to the right of the box and then clicking on the date or it may be entered directly using the format mm dd yyyy Title Agent Name Enter the full name of the person who conducted the title Title Comments Enter any amplifying information pertaining to the title For example a broken chain of title or Held By Production HBP Title Package A copy of the scanned completed documents may be uploaded here Simply click the gray Browse button navigate to the file highlight it and click the gray Open button The maximum file size allowed is 15 MB Agreement Package Similar to the Title Package a scanned copy of the signed agreement s may be uploaded and stored here The maximum file size allowed is 15 MB Gross Acre Enter the gross acre amount This is equal to the total amount of acres covered by the tract Use only numbers and a decimal point Do not use commas Net Acre Enter the net acre amount Typically this is the same as the Gross Acre but may be different if there exists divided interests If there are divided interests then a separate tract must be created for each interest The sum of the divided interest m
16. ARY amp ASSOCIATES LLC All Rights Reserved 25 To ensure proper formatting when printed the page must be set up Go to the Windows Explorer menu Then click on Page Set Up In the Paper Size box ensure Legal appears In the Footer section delete whatever is there and type the current date for reference In the Orientation Section ensure the radio button for Landscape is selected For the Margins ensure all are set to 0 25 inches Then click the OK button To print the report go to the Windows Explorer menu and click on File then click on Print then click the Print button Ensure you have enough legal size paper loaded in your printer before clicking on the Print button If you want to see what it will look like before you print you can go to the Windows Explorer menu at the top of your screen click File and then click Print Preview From here you can either click Print or Close Alternately if you wish to print a soft copy to to a file and you have Adobe installed you may print to the Adobe distiller when printing Near the top of the report on the far right hand side there is a blue link labeled Download Data After clicking this link you will be prompted whether you wish to open it directly or to save it If you opt to save it you will then be asked to provide the location The data will be downloaded and saved in XML format Once done printing click t
17. Open or Save To update replace or remove a form contact the help desk 6 12 User s Manual Clicking this link will allow the user to see an electronic on line version of the User s Manual for Landlist It may be downloaded for future reference or printed 6 13 Tract Number Matrix This link provides access to the Tract Number Matrix in Excel format It displays the pre designated alpha numeric assignments for some states counties and townships It may also be printed or saved for later reference 7 0 Help Desk The Help Desk may be reached by phone or e mail The phone number is 703 967 8212 The e mail address is helpdesk landlistusa com Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 33
18. ake a moment so be patient it is sifting through a lot of data The information used to generate this report comes from the daily report submissions done by the agents in the field and entered at the bottom of their report each day It is imperative for every agent to submit a Daily Report for every day in a timely fashion no later than 0900 is recommended in order for this report to be as up to date and accurate as possible In this report the information is segregated using the following hierarchy Crew Crewl Crew2 Position Crew Chief Landman Abstractor Individual John Smith Bob Jones At the bottom of the report all crew information is aggregated into a top level summary for the Client At each level numerous information is provided Going left to right across the report there is the Crew Number followed by the Type Agent which contains both the position worked and the agents Username All but the last of the remaining columns are paired to show Daily information as well as YTD Year To Date information The Man Days Billed shows whether or not someone worked on the day for which the report is showing information The YTD portion shows the total number of days worked from 01 January of the current year of the report up to and including the day for which the report is showing information For the position worked line Crew Chief Landmen Abstractor Analysts it shows the total of the individ
19. alendar to enter the date When ready click on the gray Search button The results are initially sorted by Date Worked but may be sorted by any other column by clicking on the blue column heading If an error typo is found while reviewing the previously submitted data scroll to the far right click Edit update correct the information scroll to the far right and click Modify To receive a copy of a daily Expense Report after it has been corrected click the link labeled CLICK HERE near the top of the page You will then be prompted to enter a date for the report Remember to use the format dd mm yyyy and then click Search Next you will be prompted to enter an e mail address The default value is the address that was entered in the original submission To send the corrected report to everyone who normally receives a copy use the standard format username O landlistusa com To send the copy to only one address just enter that address and click on Send A confirmation statement will then be displayed and you may navigate to additional pages or Log Out as desired Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 9 3 4 Check Tract Number The ability for a User to check the existence of a Tract Number prior to entering a supposedly new one is done using the link labeled Check Tract When this link is clicked the User will be asked to enter the Tract Number to be checked Simply enter
20. box to be filled in is the Tract Number This is a required field and it should follow the format described above in section 2 0 unless you have been directed to do otherwise Typically not all the information will be known when entering a new tract It is alright to enter just what is known at the time and use the Update Tract link see section 3 4 below when additional information is known and needs to be added Map Number This is the number of the map from the courthouse on which the tract is located Enter the number in whatever form it appears on the map Line Number This is only used for surface tracts and it is used to designate to which gathering line the tract belongs It is typically three digits in length e g 237 Map Tract Line Number This is also only used for surface tracts and it designates the unique tract along a gathering pipeline The first three numbers should be the same as the Line Number entered above then a decimal point then usually a two digit number so that is looks like 237 05 Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 10 Crew Click on the pull down arrow to select the Crew to which this tract is assigned Usually this is the same Crew to which you the user are assigned Client Number This number is four digits and used to identify the Client that has requested the work be done on this tract of land Your Crew Chief will supply this
21. data is included in all reports If after submission a correction is required the User may access and correct the information by clicking on the Review Daily Expenses link see section 3 5 for details All items with an asterisk are required to be filled in while the remaining items may be left blank The top section of the report requires the User to fill in various information that helps identify who where and when the activity took place Date Worked The date can be entered either manually using the format mm dd yyyy or by clicking on the small calendar to the right of the box and clicking on the date from the small calendar that appears Amount Worked Use the pull down menu to select the appropriate entry Typically Sundays will be Expenses Only Position Worked This item is selected from the pull down menu that appears when the down arrow on the right side of the box is clicked Simply click on the position you wish to enter into the report Client Use the pull down menu to select the appropriate number You should have been given this information form your Crew Chief Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 6 Crew Use the pull down menu to select the appropriate number You should have been given this information form your Crew Chief Project Use the pull down menu to select the appropriate number You should have been given this information form your C
22. e Tract link to update change the information or if the tract was not assigned to you notify either the person to whom you assigned the tract or your Crew Chief of the correct information Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 14 3 6 Update Tract The Update Tract page is used to update information for a tract that already exists in Landlist A tract may not be updated until after it has been created entered using the New Tract page see section 3 3 above You may only update tracts that are assigned to you To update information concerning a tract or to add a New Comment about the tract select the link Update Tract on the left side of most pages NOTE Ensure you use the link on the appropriate section either Title Agents or Acquisition Agents After clicking on the Update Tract link a page will appear with a box requesting that you enter either a tract number or the surface tax ID only one of them is required and click the gray Search button The criteria must match exactly what Landlist has stored Ensure the decimal points dashes and leading zeros are in the correct place You may only update tracts that are presently assigned to you If you get an error message stating No records found try re entering the information If still unable to access the tract and you feel you should have access to it contact your Crew Chief or Help Desk if you do not have a Crew Chief to ensure
23. e log in data 6 2 Lessor Acquisition Report The Lessor Acquisition Contact Status Report is a report that presents basic data for tracts of land It is possible to view data on all tracts assigned to a Client or to narrow the search The report is designed to fit on legal size paper landscape sideways style when printed To access the report click on the link that reads Lessor Acquisition Report The number of tracts shown may be reduced by limiting the search by entering a specific Project Number County Prospect name Area name Township Borough Lessor Zip Lessor Last Name Surface Tax ID Site Number Well Number Crew e g Crew2 Acquisition Crew Chief s Username acquisition Agent s username Title Short Status Lease Short Status Date Lease Status Changed from and to In order to use the Acquisition Crew Chief and the Assigned To box type the person s Username in the box For each box left empty the default value is all After the search criteria have been entered click on the Search button After a few moments the report will appear The report is initially sorted from lowest to highest ascending according to the Tract Numbers The column headings appear across the top By clicking on the different column headings the report can be re sorted according to that column Initially the report will sort in ascending order If you wish to reverse the order to descending order simply click t
24. e of miscellaneous expense enter the amount in the appropriate box If an expense does not fit in one of the listed categories enter the amount in the box labeled Misc for miscellaneous and provide an explanation in the comments box later on the form Next is the section labeled Tract Information In the box located in this section enter the Map Tract Number Last Name and acreage of each tract that action was taken or work was done for that day DO NOT USE THE RETURN KEY OR HIT ENTER this will cause problems with subsequent reports Use spaces to separate the information Nor should any comments be entered in this section All comments should be entered in the comments section of each particular tract see below Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 7 The next section is used to report basic productivity It is imperative these be filled out every day that a lease is signed or that a title is completed to ensure accuracy of the production report The default value is zero New Leases of Leases Signed Enter the number of NEW leases signed for the date of this report The entry should be just a number without any decimal point or symbols of Gross Acres Signed Enter the total gross acreage signed for the day If more than one lease was signed add the gross acreage of each tract and enter the amount here Do not round enter the exact amount For example enter 23 385 not
25. ed on the figure to the left with the words om Log In underneath of it E mc The next page that appears is the log ye p in page and it contains four icons o one each for Agent Crew Chief bg Operations and Client If you 53 agree with the statement underneath 7 the web page title click on the black and orange icon labeled Agent again circled in red in the figure to the left and below The user will be prompted for a Username and Password Enter the information and then click on the Login button If a Username and Password have not been previously provided contact the Crew Chief or Help Desk to obtain them Safeguard Passwords Do not share Passwords with anyone not even the Help Desk The Help Desk has access to Passwords already If you forget your Password contact the Help Desk to have a new one assigned Landlist Sign In The default page that opens is the Daily Expense submission web page Along the side of most Landlist web pages there are blue hyperlinks that allow the user to access other Landlist web pages For Agents the links are segregated into four categories 1 All Agents 2 Title Agents 3 Acquisition Agents and 4 three others Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 5 The three others do not require the User to sign in and include links to the Home page the Legal page and
26. entries R Required for drilling X Removed or directed not to acquire lease or B Tract needed to build unit Date Acquisition Assigned This is the date that the landman is assigned to acquire a lease for the tract The next section offers a place to update both the Title Short Status and the Lease Short Status It is important to keep this current Additionally any time this status is changed a new comment should be entered by using the gray New Comment link button For the Date Lease Expires box enter the date of expiration for either a current lease held by others or the date of expiration of the lease recently signed The information in the Last Offered box appears in the acquisition reports discussed later in the manual This box should contain the following information bonus amount rental amount lease length royalty fraction and lease type Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 16 It should be entered in shorthand For example e 30 ac bonus 10 ac rental 5 yr term 1 8 royalty Non Surf Development Oil amp Gas Lease The next two boxes allow for the upload of documents One is for title paperwork and the other is for agreement paperwork Only one file may be uploaded for each Therefore it is recommended that the documents be scanned and or converted to pdf Adobe type documents to minimize file size and combined into one file The max
27. he results The results are shown in a table format with columns showing the Agent s Username Tract Number Gross Acres Net Acres Footage Comment Date and Comment Initially the table is sorted by Tract Number in ascending order However the table may be sorted on any column by simply clicking on the column header To reverse the order click the same column heading again Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 23 5 0 Client Operations This section of Landlist is dedicated to the operations personnel of the Clients and enables them to access and update data that are pertinent to the operations side of the land business To access this section from the Sign In page click on the oil rig icon labeled Operations and then enter your Username and Password If you do not have a Username or Password contact your Crew Chief or the help desk to obtain them The capabilities for operations personnel in Landlist are extremely similar to an Agent s capabilities The primary difference is that operations personnel can see across multiple crews of a project however they cannot re assign tracts to different Title Agents or Acquisition Agents The default log in page is the Daily Expense Report page It is recommended that Client Operations Personnel review section 3 0 of this manual Agent Access in order to obtain a good working knowledge of Landlist 6 0 Client Clients will require interne
28. he Window s Explorer Back button near the top left corner of the screen once to return to the web based report From here you may continue on to other work or if finished click on the Log Out link to end the session 6 3 Grantor Acquisition Report The Grantor Acquisition Contact Status Report is very similar to the Lessor Acquisition Contact Status Report with only minor differences It is accessed by clicking on the link labeled Grantor Acquisition Report The first difference can be seen immediately after the Grantor Acquisition Report link is selected In addition to being able to narrow the search by Project Number County Prospect Area and Crew e g Crew2 you may also specify a Line Number and various Grantor information If nothing is specified all Grantors will be shown in the report The layout for this report is the same as for the Lessor Acquisition Report The report s initial view shows the tracts sorted by Tract Number in ascending order The user can sort by any column and in either ascending or descending order The sorted column will contain a small black triangle next to the column name indicating the sorted order In addition to a Surface Tax ID number being shown the Map Tract Line Number is also shown Instead of the Lessor contact information name address phone being shown the Grantor s contact information is shown Instead of Net Acres being shown ROW Footage information is shown Copyr
29. he same column heading again The order of the current sort is indicated by the small black triangle within the column that was used to sort Various identifying information are displayed for each tract with one row for each tract In order to see all of the information concerning a particular tract you may need to scroll to the right In the last column titled View Comments there is a link to access additional detail When this link is clicked a new window will open that shows all of the comments that have been made by the Agents that are associated with that Tract Number When finished reading the comments simply close the window and you will again see the Lessor Acquisition Contact Status Report At the bottom of the report there is a Total line The totals for Gross Acres Net Acres Net Acres Acquired and Net Acres Acquisition Cost are displayed If any of the columns show anything but numbers or a decimal point then at least one tract has erroneous information entered Typically it is either a comma or a dollar sign To correct this review the report for entries in the column with the error Determine which tract has the incorrectly formatted entry Notify the Crew Chief responsible for this tract of the error and request that it be fixed To print a copy of the report click on the link near the top of the report left side labeled Printable Version Copyright 2012 M W G
30. ight 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 26 As with the Lessor report a history of the tract specific comments may be seen by clicking on the link at the far right side of the report labeled View Comments Also at the bottom of the report totals are provided for Gross Acre and ROW information If a non number appears in one the totals at the bottom of the page use the same troubleshooting approach as described above in section 6 2 Printing and downloading of the report is done the same way as for the Lessor Acquisition Report see section 6 2 above 6 4 Review Tract Comments This page allows Clients to view the activity based on a number of parameters If nothing is entered into the boxes to narrow the search then all applicable data will be shown The search can be narrowed by entering in criteria for any of the boxes shown In particular search criteria may be entered for Prospect Enter the name of a prospect for which activity is desired For example a prospect name might be West Lake The name must match exactly with appropriate capitals and spaces Project Number Enter the two digit number of the project for which activity is desired County Enter the name of a particular county Spelling counts Area Enter the name of the area within a project for which activity is desired Again spelling counts Use upper case for the first letter of each word and lower case for the others Cre
31. imum file size for each is 15MB therefore for larger files it is also recommended to zip the file to conserve space It is not necessary to zip the files only recommended To upload a file Simply click once on the gray Browse button next to the box A new small window will open navigate to the desired file hi light it and click the gray Open button The path will then be displayed in the box The file will not be uploaded until the gray Update button at the bottom of the web page is clicked To download a file A file may be downloaded or opened by clicking on the blue link displaying the files name After clicking the user will be given the option to open or save To delete remove a file If it is necessary to delete or remove a file click on the small box to the right of the gray Browse button and to the left of the word Remove If no file is uploaded this box will not be displayed The file will not be removed until the gray Update button at the bottom of the screen is clicked To replace a file A file may be replaced with an updated file by clicking on the gray Browse button and following the steps outlined above in To upload a file Again the file will not be replaced until the gray Update button at the bottom of the screen is clicked The next to last section is the tract comment section This section contains a chronological history of all comments made
32. ition authorization initials priority number unit name drill string number lease type and a range for the date the acquisition was assigned For the priority number just enter a number 1 through 5 or leave it blank If left blank all priority numbers will be returned For lease type the possible entries are R required for drilling X removed do not lease or B needed to build a unit For the dates either enter a date using the format dd mm yyyy or click on the calendar icon and select a date If the to date is left blank the results will include everything assigned up through and including the current date Click the gray Search button after the desired search criteria have been entered The results will be shown in tabular form initially sorted by the Unit Name Included in the results are tract specific comments basic grantor information acreage and acquisition landman assigned to acquire the agreement As with most searches the results may be sorted by any column heading in ascending or descending order simply by clicking on the blue column heading Just above the table showing the results in the upper left hand corner there is a red link labeled Printable Version When this is clicked the table will be shown again but without all of the web flare The result is designed to be printed on legal sized paper landscape sideways orientation and with 0 25 inch margins all around After printing click
33. name and the state All columns may be sorted by clicking on the column heading To view or save a copy of a form click on the blue form link the user will be asked what they d like to do Click the appropriate button Open or Save 4 0 Crew Chiefs Crew Chiefs have access to the same reports maps and forms as do the Agents they supervise However one big difference is that the information that is shown for a Crew Chief spans the data for all Agents they supervise whereas Agents are limited to see only information pertaining to the tracts assigned to them A Crew Chief may log in and use the Agents section but the results will be limited to the tracts they are specifically assigned not the entire crew The links on the side of each page are broken into three categories All Crew Chiefs Title Crew Chief Acquisition Crew Chief and the other three Although the links shown for the Title Crew Chiefs and Acquisition Crew Chiefs appear the same they will produce different results If a Title Crew Chief were to use the Lessor Report link on the Acquisition Crew Chief category the results will be No records found because they are a Title Crew Chief not an Acquisition Crew Chief Be sure to use the appropriate set of links The use of a Title Crew Chief along with an Acquisition Crew Chief is necessary in some instances wherein there are a large number of tracts and Agents and the flow of information may be quire large If
34. nd due within ninety days of the lease being signed The amount shown on the Crew Chief and Landmen lines are the sum of the individuals below that line The last set of paired columns is for Average Consideration Paid These are also determined by a calculation and show a rate not a total The calculation performed takes the Consideration Paid and divides it by the number of Acres Acquired or Footage Acquired thus showing an average dollar per acre or dollar per foot As with earlier paired columns these are only applicable to Crew Chiefs and to Landmen Since this is a rate as well on the Crew Chief and Landmen line the number shown is not a total it is a weighted average of the rates of the individuals The final column of the report YTD Manpower cost per Acre Foot provides another method for tracking productivity and cost It is calculated by taking all costs associated Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 30 with an agent including all miscellaneous expenses food lodging mileage and day rate and dividing this number by the number of acres or feet acquired Only the Crew Chief and the Landmen use this column since they are the only ones who acquire acres The other individuals working in other positions will always show zeros 6 7 Unit Report The Unit Report page allows the generation of a report that focuses on the status of a particular unit Search criteria include acquis
35. no Title Crew Chief is assigned then the use of the Acquisition Crew Chief alone is usually sufficient Crew Chiefs have the ability to re assign tracts to other Agents This is accomplished by using the Update Tract link entering the Tract Number or Surface ID and viewing the tract s information Scroll down to just above the Comment section and on the right side the various assigned agents will be displayed Once a change has been made spelling counts remember to scroll all of the way to the bottom of the page and click the Update button Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 22 The Update Tract page will not change after the gray Update button is clicked however the information has been updated and saved This may be verified by reviewing the data that was entered or changed To continue simply click on the appropriate link or log out 4 1 Activity Report This report is designed to provide the Crew Chief with the ability to quickly ascertain the activity of Agents assigned under them for a particular time period The time period can be a day or span the entire time period of the project Agents do not have access to a similar report The report is based on the comments entered by Agents for each tract they work This is why it is important for Agents to enter information on a daily basis for every tract they worked The search can be narrowed by entering in criteria for any of the b
36. number is pre designated and may be obtained as stated above Leading zeros are required South Strabane Township has been designated township 20 So if a tract is in Pennsylvania Washington County South Strabane Township the Map Tract Number would begin with PA02 20 The next part DD is used to denote the section of the township in which the tract of land exists May times the township map number is used Again this number is pre designated Leading zeros are required Not all areas have this designation If unknown or undesignated use two zeros So if a tract is in Pennsylvania Washington County South Strabane Township on map 7 then the Map Tract Number would begin with PA02 2007 Next is the unique tract identifier XXXX Note This portion of the Map Tract Number should be separated from the previous ce 66 portion using a dash or hyphen and not a period A unique number is give to each tract within an area This number is usually pre assigned by a Crew Chief or a Crew Chief may ask someone to label a surface map assigning a unique number to each tract of land Leading zeros are required So if a tract is in Pennsylvania Washington County South Strabane Township on map 7 and been given the unique tract identifier of 154 then the Map Tract Number would begin with PA02 2007 0154 The final part of the Map Tract Number is YY This is to help distinguish surface owners
37. ore we get started a brief discussion on Map Tract Numbers is warranted Each tract must have a unique identifier Landlist uses the Map Tract Number to associate owner data and comments to a particular piece of land or to a particular piece of oil gas mineral or coal ownership that has been severed from the surface owner Although the preferred method is discussed below other methods may be adopted See the Tract Number Matrix link on the web site for a full listing The basic format of the Map Tract Number identifier is AABBB CCDD XXXX YY The first portion AA designates the state The U S postal service s two letter identifier is used Pennsylvania PA Ohio OH Virginia VA West Virginia WV etc The next part BBB designates the county in which the tract of land exists The counties are assigned a unique two or three digit number that is pre designated and may be obtained by referencing the Map Tract Number Matrix from the Crew Chief or by contacting the Help Desk For example Washington County in Pennsylvania has the Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 3 designation 02 so all tracts in Washington County Pennsylvania will begin with PAO2 Leading zeros should be used The next part CC is used to denote the township or borough in which the tract of land exists Each township or borough is given a unique two digit identifier within each county This
38. oxes shown If nothing is entered into the boxes to narrow the search then all applicable data will be shown In particular search criteria may be entered for Prospect Enter the name of a prospect for which activity is desired For example a prospect name might be West Lake The name must match exactly spelling counts Project Number Enter the two digit number of the project for which activity is desired Area Enter the name of the area within a project for which activity is desired Spelling counts Use upper case for the first letter of each word and lower case for the others Agent Enter the Username for an Agent whose activity is desired Typically the Username will be the first letter of their first name followed by their full last name For example the Username for John Smith would be JSmith Date from Enter the beginning oldest date that you wish to search for activity Use the format of mm dd yyyy Alternately you can click on the small calendar icon to the right of the box and then click on the date you want to use Date to Enter the ending most recent date that you wish to search for activity Use the format of mm dd yyyy Alternately you can click on the small calendar icon to the right of the box and then click on the date you want to use If left empty the date will default to the current date After all of the desired fields are filled in click on the Search button to view t
39. r the number Note For the next two boxes at least one must be checked Typically when the Lessor and the Grantor are the same both boxes are to be checked This is the default assumption unless there is information to the contrary Lessor Data This check box must be checked if the information to be entered includes the owner information of the oil gas coal or mineral The same person s may own both the oil amp gas and the surface In this case the Grantor and the Lessor are the same When this Lessor box is checked it enables the Lessor information to appear in the Lessor Acquisition Status Report see below If the box is not checked the Lessor information will not appear in the report Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 11 Grantor Data This check box must be checked if the information to be entered includes the surface owner information The same person s may own the oil gas coal or mineral and the surface In this case the Grantor and the Lessor are the same When this Grantor box is checked it enables the Grantor information to appear in the Grantor Acquisition Status Report see below If the box is not checked the Grantor information will not appear in the report Grantor Name Address Phone In the next series of boxes the Grantor data is to be entered This information is used by the Acquisition personnel to establish and maintain contact in order to negotiate a lease
40. rder click the same column heading again The column and direction of sort is indicated by the location and orientation of a small triangle in the column header row 6 5 Review Agent Daily Expenses This page allows the Client to search and review the expenses and activity for every Agent and Crew Chief using Landlist to support the Client s work This information is the same information that is presented in the Agent s Daily report that is e mailed when submitted The report s results may be narrowed by the using the criteria below If all fields are left empty then all data will be displayed this is not recommended Begin Date Either enter the beginning oldest date that you wish to search for expenses using the format of mm dd yyyy or alternately you can click on the small calendar icon to the right of the box and then click on the date you want to use End Date Either enter the ending most recent date that you wish to search for expenses using the format of mm dd yyyy or alternately you can click on the small calendar icon to the right of the box and then click on the date you want to use Crew Enter the crew name to see the results for an entire crew Agent Username The results may be narrow to review just one Agent This includes Crew Chiefs as well Enter the Username for an agent whose activity is desired Typically the Username will be the first letter of their first name followed by their f
41. rew Chief Prospect Name The name of the prospect in which the days worked supported should be entered here You should have been given this information form your Crew Chief Area Name This field is optional If used obtain the correct information from your Crew Chief Unit This number is used by some companies for their own internal use It should be left blank unless told otherwise Property This number is used by some companies for their own internal use It should be left blank unless told otherwise AFE This number is used by some companies for their own internal use It should be left blank unless told otherwise The next section is where expenses are entered Only the first three are required Mileage Here the number of miles driven for the day are entered Use only numbers in this box Do not use periods or commas Zero is fine Lodging In this box you may enter a decimal point and numbers but do not use a dollar sign nor commas For example if you need to enter 1 234 52 it should be entered as 1234 52 If you are not reimbursed for lodging expenses enter a zero Food As in the Lodging box you may enter a decimal point and numbers but do not use a dollar sign nor commas If you are not reimbursed for food expenses enter a zero The remainder of this section is where miscellaneous expenses are entered No dollar signs or commas are to be used Just use numbers and a decimal point For each typ
42. s the report may be re sorted according to the data in that column If you wish to reverse the order to display it in descending order simply click the same column heading again The order of the current sort is indicated by a small black triangle within the column that was used to sort Numerous data are displayed for each tract with one row per tract In order to see all of the information you may need to scroll the page to the right and down The column titled Date Last Activity shows the most recent date that the gray Update button was clicked on the Update Tract page for that particular tract In the second to last column on the far right there is a link View Comments for each tract When this link is clicked a new window will open that shows all of the comments that have been made that are associated with that tract If a new comment is required simply click on the gray New Comment button and enter the comment Note the new Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 18 comment will not immediately appear In order to see the new comment just submitted press the F5 key refresh on your keyboard Once finished reviewing the comments simply close the window and you will again see the report If only the words No records found appear then no comments have been made regarding this tract and you should use the Update Tract link to access this tract scroll to
43. s sorted by Tract Number in ascending order The user can sort by any column and in either ascending or descending order The sorted column will contain a small black triangle next to the column name indicating the sorted order To reverse the order simply click the column heading again In addition to a Surface Tax ID number being shown the Map Tract Line Number is also shown Instead of the Lessor contact information name address phone being shown the Grantor s contact information is shown Instead of Net Acres being shown ROW Footage information is shown As with the Lessor report a history of the tract specific comments may be seen by clicking on the link at the far right side of the report labeled View Comments The column furthest to the right contains a link labeled View Details This link works in the same manor as it does in the Lessor Acquisition Contact Report Also at the bottom of the report totals are provided for Gross Acre and ROW information If a non number appears in the total use the same troubleshooting approach as described above on section 3 5 Printing and downloading the report is done the same way as for the Lessor Acquisition Contact Report see section 3 5 above for details Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 20 3 9 Detailed Search The detailed search is a way to view overall tract information and comments for all assigned tracts and to print them with
44. section is used to enter the particular agreement information after it has been signed In the Acres and Footage boxes use only numbers and decimal points do not use commas In the Money Spent boxes use only numbers and decimal points do not use a dollar sign or commas The next section provides information for the operations crews for tracts that are further along in the process Not all clients crews nor agents are required to enter information in or use this section Consult your Crew Chief to determine if the use of this section is required Unit Name This is the name of the unit of which the tract is a part Typically it is a Lessor s last name on which the drill is located plus a number For example Smith 5 Drill String This is a two digit alpha numeric identifier Examples are 1H and 2F This helps identify to which drill string the tract belongs Priority This is the priority given to the signing of the Lessor with 1 being the highest priority and 5 being the lowest priority Acquisition Authorized By This entry is designed to document that the landmen has been given special authorization to acquire a lease that they were previously directed to stop leasing Typically this authorization will come from the Land Manger The initials of the person who authorized the acquisition should be entered here For example GWM Lease Type There are only three possible
45. t access in order to utilize Landlist The computer is used to access reports and maps and to view data Each of these areas will be covered below First general access procedures are explained 6 1 Client General Access After turning on the computer gain access to the internet and go to www landlistusa com Click on the icon in the center of the page that looks like a pad lock and is labeled Log In On the next page click on the icon that looks like a light bulb and is labeled Client You will then be prompted for your individual Username and Password Enter your information and then click on the Login button If you have not been provided with a Username and Password contact the help desk Safeguard your Password Do not share your Password with anyone not even the Help Desk The Help Desk has access to your Passwords already If you forget your Password contact the Help Desk to have a new one assigned The default page that opens is the Lessor Acquisition Contact Status Report On the left of the screen are links to other pages and reports which will be discussed below The bottom three are fairly simple e Home Page The web site s starting point e Legal This will show all legal agreements and conditions users agree to abide by when using the web site Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 24 e Log Out Use this to close the Landlist session and clear th
46. tests ocr cries soe ety a Rs MR REA 33 6 13 Tract Number Matrix serorari ar aa a a e a EST 33 A A E E EE acta ee arses EE E EE 33 Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 2 1 0 Introduction Landlist is the web based solution to land management data problems The application uses the speed and convenience of the Internet to enhance the flow of information By shortening the time between the development of information to the delivery of information more informed and therefore better solutions to management issues can be implemented Additionally Landlist offers a standard process for data entry and review This standardization enables all users from data entry through final archiving efforts to know exactly where to go to find exactly what they are looking for regardless of the source Various standard reports exist to assist in the flow of information These consist of Lessor Acquisition Contact Status Reports Grantor Acquisition Contact Status Reports Production Reports Detailed Searches Tax Map searches Forms search and Expense Report Data Each is discussed in detail below The manual will first discuss the capabilities of Agents Most of these capabilities also apply to Crew Chiefs and Client Operations personnel Specific differences for these later two types of accounts will then be detailed Finally the Client capabilities and details will be discussed 2 0 Map Tract Number Assignment Bef
47. that are associated with the tract The gray New Comment button should be used to enter additional comments any time the status changes contact is attempted contact is made the tract is re assigned to someone else or for any other relevant reason that may be helpful to someone reviewing the tract history When the New Comment button is clicked a new small screen will appear in which you may make your comment Comments should be kept to facts only not opinions Also comments should be kept brief and to the point with only necessary information provided The fact that a dog barked when the door bell was rung is not important After typing your comment click on the gray Submit button You should see a message stating that your submission was successful Close this small window and you will again see the page with all of the tract s information Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 17 When you are done updating the tract information click on the gray Update button and a note will appear stating that the Data was updated successfully At this point you may use the links to take the next action 3 7 Lessor Acquisition Report The Lessor Acquisition Report or Lessor Acquisition Contact Status Report is a summary report that presents basic data for each tract assigned to the user Only those tracts assigned to an individual will appear on that individual s report A Crew Chief
48. the Logout page all of which are self explanatory In the All Agents section the links apply to both Title Agents and Acquisition Agents Though the links in the Title Agents section and the Acquisition Agents section appear the same they lead to different pages and as such care should be used when selecting the link to ensure the User is in the correct section Each of the links and their associated pages and reports are described in detail below 3 2 Daily Expense The Daily Expense form should be filled out for every day even if no work is performed and only expenses are charged This includes weekends and holidays The Daily Expense page is the default page shown immediately after an Agent logs in Typically this form should be filled out and submitted at the end of the day after all activity and meetings are completed For completeness all Agents and Crew Chiefs are required to fill out and submit a Daily Expense for every calendar day regardless of whether or not work was performed The information submitted using this form is sent via e mail to the user their Crew Chief and other designated personnel The data is also stored in a database and used to verify invoices provide a quick summary and compute various reports It is important that the information be complete accurate and submitted daily Unless directed otherwise each daily submission should be submitted before no later than 0900 the next calendar day to ensure the
49. the bottom and click on the gray New Comment button to add a comment The last column contains a link labeled View Details When this link is clicked you are taken to a page that looks very similar to the Update Tract page The information may be updated or changed but if this is done be certain to click the gray Update button at the bottom to save the changes If no changes are made and you wish to return to the Acquisition Report click the browser s back button or click the gray Back button at the bottom of the page At the bottom of the report there is a Total line The totals for Gross Acres Net Acres Net Acres Acquired and Net Acres Acquisition Cost are displayed If any of the columns show anything but numbers or a decimal point then at least one tract has erroneous information entered Typically it is either a comma or a dollar sign To correct this review the report for entries in the column with the error Determine which tract has the incorrectly formatted information Use the Update Tract link or the View Details link to access the tract s information and once there correct the entry Additionally below the Totals line the number of Records is displayed This is equal to the number of tracts assigned based on the search criteria that was entered to generate the report A copy of the report may be printed without the links and banners To do
50. the session 3 11 Status Maps This link allows users to access copies of maps depicting the status of various areas Only those users who have the required permissions may view the maps Upon selecting the link the user may enter a state county or township to narrow the search After entering the information or leaving it all blank to show all available maps click the Search button The results page will depict all available and authorized maps for the user to view sorted initially by state All column headings may be used as the primary sort simply by clicking on the blue column heading To view a map click on the blue link under the File column Most maps are pdf files Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 21 3 12 Forms Various forms are available via Landlist as well Forms such as leases approved addendums affidavits and others are available To access the most up to date approved forms click on the link at the side of the web page labeled Forms This will bring you to a page wherein you can limit your search to a particular state To do this enter the two letter abbreviation for the state you wish to view e g PA for Pennsylvania If this box is left blank then all available forms for which you have permission to view will be displayed When ready click the gray Search button The results will be displayed in tabular form listing the form name the file
51. the tract is assigned to you If it is not presently assigned to you ask the Crew Chief to assign the tract to you If the Crew Chief believes you have been assigned the tract and you believe you are entering the tract correctly then contact the Help Desk for further assistance Upon successful entry of a Tract Number or Tax ID of a tract you wish to update a page will appear that is full of information about that particular tract All information except for the corresponding Agent s Username if applicable may be changed updated or added The corresponding Agent s Username means that if you are an Acquisition Agent then the Title Agent s Username who is also assigned to the same tract will be shown but is not editable If you are a Title Agent then the Acquisition Agent s Username will be shown but again is not editable The top section is devoted to location information and basic tract information such as tax IDs acreage and footage Not all boxes need to be filled in You need only update change correct or add information to boxes for which you have data The next section contains the Grantor and Lessor contact information including name address and phone numbers Update as necessary The third section contains boxes into which committed information may be entered This is used to indicate the pending signing of an agreement Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 15 The fourth
52. til proven otherwise the information still needs to be entered in both places since the Lessor and Grantor Acquisition Reports are generated using the information in the different locations If the Lessor is not a person such as a company trust or partnership put the entire company trust partnership name in the Last Name box and leave the First Name box empty If the Lessor is two people with the same last name enter the last name in the Last Name box and then enter both first names in the First Name box If more than two people are the Lessors enter the last name of the first person whose name appears first on the deed in the Last Name box and in the First Name box enter their first name followed by the appropriate et al et ex Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 12 County Enter the name of the county in which the tract is located Spelling counts Do not abbreviate Twp Boro Enter the name of the Township or borough in which the tract is located Spelling counts Do not abbreviate Title Assigned Enter the date the title was assigned The date may be entered by either clicking on the small calendar to the right of the box and then clicking on the date or it may be entered directly using the format mm dd yyyy Title Search From Enter the earliest date for which the title search was conducted on this tract The date may be entered by either clicking on the small calendar
53. uals Next Leases Taken is shown For people who worked as Landmen this is the number of leases signed For Abstracters this is the number of titles completed Both Daily and YTD information is shown The position worked line shows the summation of the individuals The next pair of columns shows the quantity of Acres Acquired This pair of columns is only applicable to the Crew Chiefs and Landmen since all others do not perform the task of acquiring leases Again the Crew Chief and Landmen lines shows the sum of the individuals below that line Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 29 The next pair of columns shows the quantity of Footage Acquired This pair of columns is only applicable to the Crew Chiefs and to the Landmen since all others do not perform the task of acquiring footage ROWs Again the Crew Chief and Landmen line shows the sum of the individuals below that line Production Rate Leases is shown in the next pair of columns For Crew Chief and for Landmen this is calculated by taking the number of leases signed and dividing it by the number of days worked This is calculated at both a daily rate and at an YTD rate For Abstractors the production rate is calculated by taking the number of titles completed and dividing by the number of days worked At the position worked level it is not a summation Rather it shows a weighted average Although someone may have a high
54. ull last name For example the Username for John Smith would be JSmith After the criteria have been entered click the Search button and the results will appear Initially the results are presented sorted by Date Worked in ascending order As with other reports the results may be re sorted by clicking the various column titles The results of the search may also be downloaded Just above the table near the center is a blue link labeled Download Data Click this link and then click the desired action most likely Save As The data will be saved in xml format 6 6 Agent Productivity and Cost The Agent Productivity and Cost report provides a Year To Date summary and a daily snapshot of productivity by Crew by position and by Agent It is accessed by clicking on the Agent Productivity link on the left side of the page Once clicked you will be Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 28 taken to a page with a link labeled Click here to access report click on it A new window opens and you are then asked for a Report Date This date should be the date for which you would like to view the production The date may be entered by either typing it in using the format mm dd yyyy or clicking on the small calendar icon and navigating to the appropriate date and clicking that date After the date has been entered click the Submit button The report will then open it may t
55. umber of ROW leases taken Round the footage to the nearest foot Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 8 Footage Bonus Enter the amount of consideration paid based on the number of ROW leases taken for the day This entry may use a decimal point in addition to numbers but do not use a comma or the dollar sign The last entry is a General Comments box This is for general purpose comments only not for tract information or updates It should be rarely used Once all of the appropriate information has been entered the final step is to click on the Submit button After submission you will see a confirmation statement saying that your submission was successful If you are done simply click on the Log Out link If you need to conduct other work on the site click on the appropriate link For security purposes always remember to click on the Log Out link when you are finished using Landlist 3 3 Review Daily Expenses This link allows users to view previously submitted expense data and comes in quite handy at the end of a billing period It is designed to assist the user in filling out their invoice This page will ask for a time period to search If both begin and end dates are left blank every report ever submitted by the user will be displayed Therefore it is recommended that the search be limited The date when used must be in the following format dd mm yyyy or use the pop up c
56. ust equal the Gross Acre amount Use only numbers and a decimal point Do not use commas Footage Enter the footage amount This is typically only used for gathering pipelines Use only numbers and a decimal point Do not use commas Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 13 Site Number Enter the site number of where the tract is located if known Well Number Enter the well number if known or if appropriate Title Short Status Click on the down arrow on the right side of the box to view the pull down menu Then click on the appropriate status Lease Short Status Click on the down arrow on the right side of the box to view the pull down menu Click on the appropriate status The list from top to bottom goes in the general order in which the tract changes conditions Date Lease Expires If a lease currently exists then enter the date that the lease expires Title Agent Username Assigned Some areas are large and require the use of designated title agents to conduct follow up courthouse work If none is assigned this may be left blank Enter the appropriate title person s Username first initial plus full last name Generally this is the person responsible for doing title work in the area of the tract Contact your Crew Chief or the Help Desk if you do not know to whom the tract should be assigned Spelling counts Acquisition Agent Username Assigned Enter the appropriate
57. w Enter the crew number e g Crew2 for which the activity is desired Agent Username Enter the Username for an agent whose activity is desired Typically the Username will be the first letter of their first name followed by their full last name For example the Username for John Smith would be JSmith Tract Number Enter the tract number if only comments for a particular tract are desired Date from Enter the beginning oldest date that you wish to search for activity Use the format of mm dd yyyy Alternately you can click on the small calendar icon to the right of the box and then click on the date you want to use Date to Enter the ending most recent date that you wish to search for activity Use the format of mm dd yyyy Alternately you can click on the small calendar icon to the right of the box and then click on the date you want to use If left empty the date will default to the current date Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 27 After all of the desired fields are filled in click on the Search button to view the results The results are shown in a tabular format with columns showing the Agent s Username Tract Number Gross Acres Net Acres Footage Comment Date and Comment Initially the table is sorted by Tract Number in ascending order However the table may be sorted on any column by simply clicking on the column header To reverse the o
58. your internet browser s back button to return to the results pages with links from which you may continue your work or log out 6 8 Production Report The Production Report provides a summary of the number of leases signed acres acquired and money spent for a given time period and crew These results are derived from the data that is entered by Agents on their Daily Reports When the page opens the user is allowed to enter the time period dates from and to for the report Below these the user may select one or more crews To select only one crew simply click on the crew number so that it is high lighted If more than one crew is desired hold the CTRL button on the keyboard down and click each of the crews desired Default entries are provided for the criteria of Client Name and Client Number After the desired information has been entered click the Submit button The results are displayed by Crew and then by Agent within each Crew At the bottom a Grand total is shown The resulting columns are broken into three major categories New Renewal Extension and All Total Within each of these major categories the Copyright 2012 M W GARY amp ASSOCIATES LLC All Rights Reserved 31 number of leases signed Gross Acres leased Net Acres leased and bonus per acre based on Net Acres are shown A summary for each crew is also provided To print and obtain a hard copy of the report simply click the

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