2016

NAEIS FREQUENLY ASKED QUESTIONS

National Atmospheric Emission Inventory System (NAEIS) Frequently Asked Questions (FAQs): Complied from the frequent questions asked during the NAEIS training, NAEISAdmin@environment.gov.za helpdesk and other consultations with users.

Version Date Created By Reviewed By Description

1.0 May 2014 P. Gwaze Initial Version

2.0 Jan 2016 P. Gwaze Version updated with additional FAQ from SAAELIP

3.0 Nov 2016 P. Gwaze and Sindisiwe Mashele

Updated with new user management options for batch processes and auditing FAQ

TABLE OF CONTENTS

1 GENERAL QUESTION ON NAEIS ........................................................................................5

1.1 WHAT IS NAEIS? .................................................................................................................. 5 1.2 WHAT IS AN EMISSIONS INVENTORY?......................................................................................... 5 1.3 WHAT IS OBJECTIVE/PURPOSE OF NAEIS? ................................................................................ 5 1.4 WHAT IS THE RELATIONSHIP BETWEEN NAEIS AND SAAELIP? ..................................................... 5 1.5 WHAT ARE THE LEGAL OBLIGATIONS OF REPORTING EMISSIONS TO NAEIS? .................................... 6 1.6 WHO SHOULD REPORT TO NAEIS? ........................................................................................... 6 1.7 WHEN ARE DATA HOLDERS MANDATED TO REPORT? .................................................................... 7 1.8 HOW OFTEN SHOULD THE REPORTING BE DONE TO NAEIS? ......................................................... 7 1.9 WHAT ARE THE PENALTIES FOR NOT COMPLYING WITH THE NAEIS REPORTING REGULATIONS? .......... 7 1.10 ARE THERE ANY PENALTIES FOR NOT REPORTING INTO NAEIS WITHIN THE PRESCRIBED PERIOD?

WHAT IS THE FINE FOR NON-COMPLIANCE? ........................................................................................... 7

2 USER MANAGEMENT: REGISTRATION, USERNAME, PASSWORD AND PIN ............................8

2.1 HOW TO I REGISTER FOR NAEIS REPORTING?............................................................................ 8 2.2 I AM A REGISTERED NAEIS USER AND HAVE FORGOTTEN MY PASSWORD/USERNAME. HOW DO I GET

ACCESS TO NAEIS? ....................................................................................................................... 11 2.3 I HAVE REQUESTED FOR A NEW PASSWORD, HOW LONG DOES IT TAKE BEFORE I CAN RECEIVE THE

PASSWORD? .................................................................................................................................. 12 2.4 HOW DO I UPDATE MY ACCOUNT ON NAEIS? ........................................................................ 12 2.5 HOW DO I GET MY PIN? ........................................................................................................ 13 2.6 AS AN AUTHORITY, HOW DO I ASSOCIATE A FACILITY WITH A NEW USER? ....................................... 14 2.7 AS AN ACCOUNTONG OFFICER, HOW DO I ASSOCIATE MY FACILITY WITH AN ECO/CONSULTANT? 17 2.8 I CAN LOG ONTO SAAELIP, BUT I AM UNABLE TO ACCESS MY FACILITY ON NAEIS. ......................... 18 2.9 I AM TRYING TO LOGIN TO NAEIS, BUT MY USERNAME/PASSWORD ARE NOT RECOGNIZED BY THE

SYSTEM. HOW DO I GET ACCESS TO NAEIS? ...................................................................................... 19 2.10 WHO IS MY “RELEVANT AUTHORITY”? ................................................................................... 19 2.11 CAN ONE PERSON BE REGISTERED AS AN ACCOUNTING OFFICER FOR MORE THAN ONE FACILITY IN

NAEIS? 19 2.12 WILL AN ACCOUNTING OFFICER RECEIVE MULTIPLE E-MAILS FOR THE DIFFERENT FACILITIES THAT

THEY MANAGE? .............................................................................................................................. 19 2.13 THE ACCOUNTING OFFICER FOR FACILITY IS NO LONGER AN EMPLOYEE OF THE COMPANY/IS NO

LONGER RESPONSIBLE FOR EMISSIONS REPORTING. HOW DO WE REGISTER A NEW ACCOUNTING OFFICER? .. 19 2.14 AS AN ACCOUNTING OFFICER, CAN I DELETE OTHER USER ACCOUNTS WITHIN MY FACILITY? ......... 19 2.15 WHAT HAPPENS WHEN AN INDUSTRY DISCONTINUES ITS OPERATIONS? ..................................... 20 2.16 IS THE ACCOUNTING OFFICER ON THE NAEIS THE SAME PERSON AS THE PERSON RESPONSIBLE FOR

THE AEL? 20 2.17 I AM NOT ABLE TO UPDATE MY ACCOUNT /EMISSION CONTACTS INFORMATION ON NAEIS. ........... 20

3 GENERAL NAEIS EMISSIONS REPORTING ........................................................................ 21

3.1 CAN EMISSION REPORTS BE SUBMITTED MANUALLY ON PAPER TO THE RELEVANT AUTHORITY? ......... 21 3.2 WHAT SHOULD BE REPORTED TO NAEIS? ............................................................................... 21 3.3 HOW DO YOU PREPARE FOR THE REPORTING OF EMISSIONS? ...................................................... 21 3.4 HOW DO I ENTER THE LOCATION COORDINATES OF MY SOURCE/STACK? ....................................... 22 3.5 HOW DO I DETERMINE THE LOCATION COORDINATES OF MY SOURCE IF IT COVERS A LARGE AREA? .... 22

3.6 AS AN ATMOSPHERIC EMISSIONS LICENSE HOLDER, I HAVE BEEN REPORTING EMISSIONS PERIODICALLY

TO THE LICENSING AUTHORITY. AM I STILL REQUIRED TO REPORT EMISSIONS INVENTORY TO THE LICENSING

AUTHORITY, NOW THAT NAEIS IS IN PLACE? ....................................................................................... 22 3.7 I HAVE ONLY BEEN OPERATING A LISTED ACTIVITY FOR LESS THAN A YEAR. AM I STILL REQUIRED TO

REPORT TO NAEIS? ....................................................................................................................... 23 3.8 DOES THE SYSTEM HAVE ABILITY TO SAVE REPORTS SO THAT I CAN REPORT, COME BACK LATER TO

COMPLETE MY REPORTING? ............................................................................................................. 23 3.9 I AM OPERATING A LISTED ACTIVITY, AND HAVE A PROVISIONAL AEL. AM I SUPPOSED TO REPORT

EMISSIONS TO NAEIS? .................................................................................................................... 23 3.10 I NEED TO ADD A NEW POLLUTANT. HOW DO I DO THAT?.......................................................... 23

4 EMISSIONS ESTIMATION METHODOLOGIES NAEIS ........................................................... 26

4.1 WHAT ARE THE DIFFERENT EMISSION ESTIMATION METHODS THAT CAN BE USED IN THE NAEIS? ...... 26 4.2 WE HAVE IN PLACE COMPREHENSIVE EMISSION MONITORING/ESTIMATION PROCESSES, AND CANNOT

USE NAEIS EMISSION FACTORS. HOW DO I REPORT EMISSIONS THEN? ................................................... 26 4.3 HOW CAN I ESTIMATE MY EMISSIONS IF I CANNOT FIND AN EMISSION FACTOR FOR MY PROCESS IN

NAEIS? ........................................................................................................................................ 26 4.4 WHAT IS THE SOURCE OF EMISSION FACTORS USED IN THE NAEIS? ............................................. 27 4.5 WHERE CAN I FIND THE EMISSION FACTORS USED IN THE NAEIS? ............................................... 27 4.6 DOES THE NAEIS ALLOW THE USE OF SITE SPECIFIC EMISSION FACTORS? .................................... 27 4.7 WHAT TYPES OF POLLUTANTS SHOULD BE REPORTED TO NAEIS? ............................................... 27 4.8 HOW DO I REPORT THE USE OF TWO DIFFERENT FUELS AT DIFFERENT TIMES OF THE YEAR FROM ONE

PROCESS? .................................................................................................................................... 27 4.9 I HAVE SUBMITTED MY ANNUAL NAEIS REPORT. HOWEVER, I NEED TO CORRECT AN ERROR I HAVE

IDENTIFIED IN THE REPORT. HOW CAN I RECTIFY THIS ERROR? ............................................................... 28

5 SUBMITTING NAEIS REPORTS ......................................................................................... 29

5.1 I HAVE FAILED THE “COMPLETENESS TEST” AND THE SYSTEM WILL NOT ALLOW ME TO SUBMIT THE

EMISSIONS INVENTORY REPORT. HOW DO I ADDRESS THIS? ................................................................... 29

6 ADDRESSING NAEIS REPORTS AUDIT FAILINGS .............................................................. 31

1 GENERAL QUESTION ON NAEIS

1.1 What is NAEIS? “National Atmospheric Emission Inventory System” or “NAEIS” is an internet-based emissions reporting system which is a component of the South African Atmospheric Emission Licencing and Inventory System (SAAELIP) portal https://saaelip.environment.gov.za/SAAELIP/home/. NAEIS allows for regulated industries as well as authorities to report atmospheric emissions from all sectors for the purpose of compiling a national atmospheric emission inventory profile. National Emission Reporting regulations that prescribe NAEIS reporting can be downloaded from https://www.environment.gov.za/legislation/actsregulations.

1.2 What is an emissions inventory? As defined in the NAEIS Reporting Regulations “emission inventory” means an accounting of the amount of pollutants discharged into the atmosphere and it contains the total emissions for one or more specific greenhouse gases and air pollutants originating from all sources in a certain geographical area and within a specified time span;

1.3 What is objective/purpose of NAEIS? NAEIS is a web-based atmospheric emissions monitoring and reporting system that is aimed at providing accurate, current and complete information on all significant sources of identified atmospheric emissions, including greenhouse gas emissions from South Africa. NAEIS introduces a single national reporting system of atmospheric emissions, which will be used: (a) To inform policy formulation; (b) For the Republic of South Africa to meet its obligations under the United Framework Convention on Climate Change and any other international treaties to which it is bound; and

(c) To establish and maintain a National Emission Inventory Profile.

1.4 What is the relationship between NAEIS and SAAELIP? NAEIS is part of the integrated online portal for the management of Atmospheric Emission Licenses (AEL) as well as the estimation and reporting of atmospheric emission inventories terms of the National Environmental Management: Air Quality Act, 2004 (Act No. 39 of 2004). The portal is called South African Atmospheric Emission Licensing and Inventory Portal (SAAELIP). SAAELIP provides a seamless integration between the management of AELs and the reporting of atmospheric emissions into the NAEIS. An Atmospheric Emission Licence holder uses the same SAAELIP credentials to manage the AEL (apply, amend, review, etc.), report compliance with the AEL conditions on SNAEL; and report emissions to NAEIS. .

SAAELIP

Managment of ALL Users and Registration of Facilities

SNAEL

System for Processing and Management of AELs

NAEIS

System for Reporting and Management of National Atmospheric Emissions Inventories

1.5 What are the legal obligations of reporting emissions to NAEIS? Reporting of emissions to NAEIS is prescribed in the National Atmospheric Emission Reporting Regulation, Gazette Number 38633 of 2015. The regulations can be downloaded on the DEA website on https://www.environment.gov.za/legislation/actsregulations.

1.6 Who should report to NAEIS? Five groups of data providers are required to report to NAEIS, as listed in the table below:

Emission source Data provider NAEIS Reporting Requirements

Relevant Authority

Listed activity in terms of Section 21(1) of the Act.

Any person that undertakes a listed activity in terms of Section 21(1) of the Act.

Emission reports must be made in the format required for NAEIS and should be in accordance with the atmospheric emission license or provisional atmospheric emission license.

Licensing authority.

Controlled emitter. Any person that undertakes a listed activity in terms of Section 21(1) of the Act and uses an appliance or conducts an activity which has been declared a controlled emitter in terms of Section 23(1) of the Act. Any relevant air quality officer receiving emission reports as contemplated under notice made in terms of Section 23 of the AQA.

Any information that is required to be reported in terms of the Notice published in the Gazette in terms of Section 23 of the Act.

The relevant air quality officer as contemplated under the notice made in terms of Section 23 of the Act.

Mines. Any person, that holds a mining right or permit in terms of the Mineral and Petroleum Resources Development Act, 2002 (Act No. 28 of 2002).

Emission reports must be made in the format required for NAEIS.

Relevant air quality officer.

Sectors: Transport

Agricultural and fishing

Residential

Waste

Relevant Authorities Emission reports will be made in the format required for NAEIS. Guidelines under development

Relevant air quality officer.

Land use and forestry

Natural sources

1.7 When are data holders mandated to report? To comply with the reporting regulations data holders must report emissions from preceding year, from 01st January MUST submit reports to NAEIS by 31st March of every year. Emissions to be reported to NAEIS are from activities in the preceding year e.g., a data provider will report in January to March 2017, the emissions generated in 2016.

1.8 How often should the reporting be done to NAEIS? Reporting to NAEIS is done once ANNUALLY between January to March of every year.

1.9 What are the penalties for not complying with the NAEIS reporting regulations? The offences for not complying with the NAEIS reporting regulations are prescribed in the reporting regulations, Regulation 13 and penalties are prescribed in Regulation 14. “A person guilty of an offence in terms of regulation 13 of these Regulations is liable in the case of a first conviction to a fine not exceeding R5 million or to imprisonment of a period not exceeding five years, and in the case of a second or subsequent conviction to a fine not exceeding R10 million or imprisonment for a period not exceeding 10 years and in respect of both instances to both such fine and such imprisonment.”

1.10 Are there any penalties for not reporting into NAEIS within the prescribed period? What is the fine for non-compliance?

A person guilty of an offence in terms of NAEIS Reporting Regulations is liable in the case of a first conviction to a fine not exceeding R5 million or to imprisonment of a period not exceeding five years, and in the case of a second or subsequent conviction to a fine not exceeding R10 million or imprisonment for a period not exceeding 10 years and in respect of both instances to both such fine and such imprisonment.

2 USER MANAGEMENT: REGISTRATION, USERNAME,

PASSWORD AND PIN

2.1 How do I register for NAEIS reporting? ALL NAEIS USERS ARE MANAGED ON THE SAAELIP PORTAL. All data holders (except for authorities) can self-register on the SAAELIP by following the instructions below. Step 1. Go to SAAELIP – Facility portal: To create a new account, if you have not yet registered on SAAELIP or NAEIS - https://saaelip.environment.gov.za/SAAELIP/SAAELIP_FACILITY/GovEnt/Shared/Pages/Main/Login.aspx .

Step 2. Complete SAAELIP Facility account creation

Fill in the General Information template and click NEXT. The system will generate a username based on your first name first letter and surname, if you would like a different username, you need to change it before NEXT otherwise this will no longer be editable afterwards.

Step 3. Select account type and click NEXT. For ECO/Consultancy, the system will take you to step 5. For ACO the system will provide an option for the ACO to ASSOCIATE FACILITY.

Step 4. Answer all security questions. Note that the security question will be required as part of the NAEIS report submission.

Step 5. Complete the Picture verification and CREATE ACCOUNT

Step 6. Check for an email notification. Once the Facility User has created an account, a temporary password will be sent to their registered email address (entered during self-registration).

Step 7. Login to the SAAELIP Facility portal using the temporary password.

Upon logging with the system generated password, a user will be prompted to update their temporary password and set their PIN, and security questions. The password must have at least one uppercase and lowercase letter and one number. The PIN will be used when the ACCOUNTONG OFFICER User’s submit applications or reports using SAAELIP. **When copying the temporary password from the email, please verify that there are no spaces before or after**

Step 4. Notify relevant authority of registration.

For security reasons, ONLY the relevant authority can ASSOCIATE a registered user with a facility. After completing the registration process, a user should notify the authority to so that the association is ACTIVATED and a user can access the facilities on the NAEIS. For activation of ACO account see

2.2 I am a registered NAEIS user and have forgotten my password/username. How do I get access to NAEIS?

If you forget the login password/username for the NAEIS, follow the instructions below to request a new password on the SAAELIP Facility page.

Step 1. Go to SAAELIP Facility page and click the Forgot your login username or

password?

Step2. Enter your email address, as you have registered in SAAELIP, then, click the NEXT button

to send the request.

Step 3 A new system generated password will be sent to you, addressed to your username. If you get an error message, contact the authority as the email address is not recognized in the system.

2.3 I have requested for a new password, how long will it take before I can receive the password?

A new password is USUALLY sent to the users within minutes of requesting the password. If not received, you can request for a new password again, contact your licensing authority or contact NAEISAdmin@environment.gov.za.

2.4 How do I update MY ACCOUNT on NAEIS? ALL USER ACCOUNTS are managed on the SAAELIP Portal, from Accounting Officers, Emission Control Officer and Consultants. To update account details, follow the steps below: Step 1. Logon to SAAELIP. Step 2: Go to MY ACCOUNT

a) For Authorities

b) For Other Users

2.5 How do I get my PIN? All users’ details on NAEIS are now managed on the SAAELIP portal. To access/change PASSWORD or PIN, go to My Account on SAAELIP

PIN and Security Questions (for Accounting Officers Only): PINs and security questions are primarily used for Accounting Officers to submit NAEIS reports. If you make changes to this section, keep them secure for future submissions. By clicking on the ‘Security Question’ tab, the user can change their security question(s) and response(s). The Pin can be requested by clicking on the ‘My PIN information’ tab, the user will be able to request a PIN number and then change it in the future. The PIN number will be required to submit a NAEIS Report.

Once a new PIN number is requested, the ACO will receive an e-mail with the new PIN.

2.6 As an authority, how do I associate a facility with a new user? A facility is associated with a new users when:

(i) A new facility is created (ii) An ACO of a facility is to be changed

In both cases, the following steps should be followed: Step 1. Go to the SYSTEM SETTINGS tab and select FACILITY USERS. Search for the users to associate, and select View/Edit button on the user as shown below.

Step 2. Go to MANAGE ACCOUNT TYPE and select Associate New (either associating the user with a facility as an ACO or ECO/CONSULTANT.

Step 3: Search for the facility (or facilities) to be associated with the user. Select the facilities and SAVE.

A facility can only be associated with ONE ACCOUNTING OFFICER, but can have unlimited numbers of ECO. If the facility is already associated with another ACCOUNTING OFFICER, the current ACCOUNTING OFFICER has to be disassociated with the facility first. Step 4: Activate the Submittal Types by:

a) Selecting the Submittal Type (Or Select ALL)

b) Clicking on the dropdown menu to ACTIVE c) Updating the BATCH UPDATE STATUS d) The Status will change to ACTIVE and also indicate the authority who has performed

the tasks.

The user is now associated with the facility, and will appear on the CONTACT DETAILS as well as the SUBMITAL details on NAEIS.

2.7 As AUTHORITY, how do I disassociate a facility with an ACO or ECO/Consultant? To disassociate a facility with user, the following steps should be followed Step 1. Go to the SYSTEM SETTINGS tab and select FACILITY USERS. Search for the users to associate, and select View/Edit button as shown below.

Step 2. Go to MANAGE ACCOUNT TYPE and select X on the SUBMITTAL TYPES to be disassociated, as shown below. The system will promote a message “Are you sure you want to delete?” To confirm you want to delete facility click OK otherwise Cancel.

2.8 As an ACCOUNTING OFFICER, how do I associate my facility with an ECO/Consultant?

As an ACCOUNTING OFFICER, new users are associated with a facility when:

(i) An ECO is to be associated with a new facility (ii) A consultancy is to be associated with the facility.

NEW USERS SHOULD SELF-REGISTER BY CREATING A NEW ACCOUNT FIRST Step 1. Go to My Account > Manage Consultants and Preparers Step 2. Add User

Step 3. Enter the ECO/Consultant email address as is registered in the SAAELIP, dates for this this association should be valid, and Validate & Associate the user.

Step 4. If this user’s email is recognised in the system, Add Authorisations by selecting the facilities, Permission and Submittal Authorisation as shown below

2.9 I can log onto SAAELIP, but I am unable to access my facility on NAEIS. If you are unable to see a facility in the SAAELIP/NAEIS, but your account is approved, you should contact your licencing authority in writing for the authority to associate you with your facility. A users is unable to access a facility due to a number of reasons as listed below:

(i) If no facility is associated with you as the user, you will not be able to report. If you are the ACCOUNTING OFFICER, contact your licencing authority in writing so that they can associate your account with the facility, FAQ 2.6.

(ii) The facility has been created, and associated with you, but the facility is has not been approved for reporting. If you are the ACCOUNTING OFFICER, contact your licencing authority in writing so that they can publish the facility for reporting.

(iii) If you are the ECO/Consultant, ask the ACCOUNTING OFFICER responsible for the facility to ensure that association has been completed as shown in FAQ 2.6

2.10 I am trying to login to NAEIS, but the system does not recognise my username/password. How do I get access to NAEIS?

Go to the landing page, and use the FORGET PASSWORD option and the email address registered in the system to request a new password.

2.11 Who is my “relevant authority”? The relevant authorities for specific data holders are listed in Question 4 Table.

2.12 Can one person be registered as an Accounting Officer for more than ONE facility in NAEIS?

Yes, NAEIS allows for accounting officers to be associated with more than one facility in the system. There is no limit to the number of facilities that an Accounting Officer can have. In addition, a person can be an ACO for one facility and ECO for another.

2.13 Will an Accounting Officer receive multiple e-mails for the different facilities that they manage?

Yes, Accounting Officer will receive multiple emails from the different facilities they are responsible for. This is because, for each facility, a full paper trail of communications must be maintained between the facility Accounting Officer and the Relevant Authorities.

2.14 The Accounting Officer for facility is no longer an employee of the company/is no longer responsible for emissions reporting. How do we register a new Accounting Officer?

The new facility ACCOUNTONG OFFICER must register on SAAELIP, and must in writing, notify, the relevant authority of any change in respect of the data provider's registration details within a period of 30 days from the date the data provider became aware of such change occurring. The honours in on the facility to notify the authorities so that old Accounting Officer is no longer associated with the facility, and new Accounting Officer is assigned.

2.15 As an Accounting Officer, can I delete other user accounts within my facility? No. it is not possible to delete registered users in the NAEIS system because it is critical to keep the record. However the Accounting Officer can DIASSOCIATE the facility with specific users when their association with the facility is no longer required. This can be done in the My Account Tab on the SAAELIP portal.

2.16 What happens when an industry discontinues its operations? In the event a data provider transfers ownership of a facility or equipment, the data provider must notify the relevant authority in writing within 30 days of such transfer of ownership or the activity being discontinued. A facility must register the new Accounting Officer, and in writing notify the relevant authority to approve the new Accounting Officer account and associate with facility.

2.17 Is the Accounting Officer on the NAEIS the same person as the person responsible for the AEL?

The NAEIS Accounting Officer can also be the Emission Control Officer as per the AEL. The appointment of the Accounting Officer is at the discretion of the reporting facility.

2.18 I am not able to update My Account /Emission Contacts information on NAEIS. ALL accounts details now managed on the SAAELIP Portal, hence to MY ACCOUNT on the SAAELIP dashboard and update your details. For ECO and Consultants, the PRIMARY EMISSION CONTACT details can only be updated by the Accounting Officers on their MY ACCOUNT on SAAELIP portal.

2.19 What are the rights given to NAEIS users at facility level? Here are the roles of NAEIS users

Actors and Roles (Facility)

Actors Task Description

Facility Accounting Officer

- Create/Associate Facility Users - Confirm e-mail for source - Enter or Revise Emission Data for relevant source - Check and edit Emission Data completeness for relevant source - Certify and Submit/Re-Submit Emission Data for relevant

source

Facility ECO

- Create/Associate Facility Users - Confirm e-mail for source - Enter or Revise Emission Data for relevant source - Check and edit Emission Data completeness for relevant source

Facility Preparer/Consultant - Enter or Revise Emission Data for relevant source - Check and edit Emission Data completeness for relevant source

Facility Reviewer - View Emission Data for relevant sources - Check Emission Data completeness for relevant sources

3 NAEIS EMISSIONS REPORTING

3.1 Can emission reports be submitted manually on paper to the relevant authority? No, NAEIS is an online system; hence emission inventory reports have to be made in the format required for NAEIS online.

3.2 What should be reported to NAEIS? Information to be reported to NAEIS includes auxiliary information about a facility as shown below.

3.3 How do you prepare for the reporting of emissions? In preparation for reporting to NAEIS, the users must have in hand:

1) Atmospheric Emission License

2) Location and Extent of Plant

3) Nature of Process / Activity

Process description

Listed Activity(ies), Unit Process(es), Hours of Operations, Graphical Process Information

Process / Activity Diagram

4) Raw Materials And Products

Raw Materials Used

Production Rates

Source – Reporting facility basic information (name, location, etc.)

Contact – Reporting facility contact person (Accounting Officer and secondary persons if applicable).

Stack – Stacks connected to Emission Units Emission Unit – Process Units that emit pollutants Reporting Group – if applicable, it is used to

combine “similar” emission units into one reporting group to simplify reporting.

Activity & Emission – Describes operating schedules, material used, and resulting emissions for each emission unit (or reporting group). Each emission unit or reporting group must include at least one Activity (multiple activities are supported).

Submit – certify and submit Completeness Check – to help the reporting entity

to verify data quality to ensure meeting minimum submission criteria. If fields are incomplete or incorrect, the System will generate warning or error messages.

NAEIS Report Site Map – Contains the EI report in “Window Explorer” like tree structure

Materials Used in Energy Sources

Sources of Atmospheric Emission

For specific materials, explicit material property might be required such as Volatile Organic Compounds, Sulphur, and Ash content

5) Appliance and Measure to Prevent Air Pollution – these are the abatement technologies used to control and reduce pollutants released into the atmosphere

3.4 How do I enter the location coordinates of my source/stack? NAEIS allows users to accept Latitude/Longitude coordinates in deg:min:sec or decimal points. The default is degrees in decimal places; however, one can change to deg:min:sec by selecting as shown below. NAEIS DOES NOT ALLOW UNITS TO BE ENTERED INTO ANY FIELD where digits are required.

3.5 How do I determine the location coordinates of my source if it covers a large area? The location coordinates provided must be within the facility boundaries. The user must select the reference description that best describes the coordinates entered on the Source Form. NAEIS provide for a list of reference point codes to help define the coordinate point selected as shown below.

3.6 As an Atmospheric Emissions License holder, I have been reporting emissions periodically to the licensing authority. Am I still required to report emissions inventory to the licensing authority, now that NAEIS is in place?

All the reporting of ANNUAL emission inventory reports will be submitted to licencing authorities through NAEIS to enable a single reporting platform of all emission inventories nationally. All other reporting of licencing conditions, e.g., compliance with Minimum Emission Standards, other emissions reports, are not part of NAEIS. In due course, such documents will be reported to the SAAELIP.

3.7 I have only been operating a listed activity for less than a year. Am I still required to report to NAEIS?

As long as you are in possession of an AEL or Provisional AEL, you are to report emissions from your operations in the timeframes prescribed. NAEIS provides for the user to indicate how long the activities whose emissions you are reporting, have been operational.

3.8 Does the system have ability to save reports so that I can report, come back later to complete my reporting?

Yes NAEIS provides for the users to save data entries, and several users can work on the same reports, as long as users note that the reports are updated every time a user saves.

3.9 I am operating a listed activity, and have a provisional AEL. Am I supposed to report emissions to NAEIS?

Yes, as long as you operate a listed activity, you are required to report emissions to NAEIS as per regulations.

3.10 I need to add a new pollutant. How do I do that? Additional pollutants can be added per specific activity as shown below: Step 1: Go to Emission tab of the specific emission unit. Step 2. Select the add pollutant Step 3: Add pollutant from the drop-down menu.

EI Report

Status Description Who has the rights to

edit EI Report

Preparing Report ready in the Master List for approval for the respective reporting year e.g. Master List 2015

Prepared Report approved by AQO or relevant jurisdiction

Blank The Report has been delegated to the Facility for Reporting, but has not yet been opened by the Facility.

Draft The Report has been delegated to the Facility for Reporting and the Facility is in the process of entering data.

Submitted The Report has been submitted by the Facility and is awaiting Authority Review

Review Complete

The Authority has reviewed and accepted the report. The report audit has passed.

Audit-Failed

The Authority has reviewed and failed the audit for the report. The report has been sent back to the Facility for further action.

Audit-Failed-Revising

The Facility has acknowledged the failed audit of the report and is in the process of revising its data.

Audit-Failed-Revising-Submitted

The report that has failed audit has been re-submitted and is awaiting Authority Review.

4 EMISSIONS ESTIMATION METHODOLOGIES NAEIS

4.1 What are the different emission estimation methods that can be used in the NAEIS?

NAEIS has provisions for reporting emissions based on all engineering principles including:

• Continuous Emission Monitoring (CEM) • NAEIS Emission Factor (default for all pollutants) • Mass Balance • Predictive Emission Modelling (PEM) • Stack Tests • Tank Model • Facility Emission Factor (dedicated emission factor specific to a specific facility) • Landfill Model • IPCC EF (default for GHG) • Other

Whenever, other methodologies are used other than the default NAEIS Emission Factors `(evidence must be provided to support the emission reports as shown below.

4.2 We have in place comprehensive emission monitoring/estimation processes, and cannot use NAEIS emission factors. How do I report emissions then?

See responses on FAQ 4.1.

4.3 How can I estimate my emissions if I cannot find an emission factor for my process in NAEIS?

The NAEIS allows the use of site specific methodologies to estimate emissions, and one MUST submit supporting documentation on how those emissions are estimated. In those cases where a user has estimated emissions outside NAEIS, supporting documentation including measurement programs, analytical tools used to determine the emission and declaration on the uncertainty of those emission estimations methodologies must be provided. These principles apply whenever any other EMISSION ESTIMATION basis other than NAEIS Emissions Factor is used. The documentation must be included in the ATTACHMENT tab.

4.4 What is the source of emission factors used in the NAEIS? The source of emission factors in the NAEIS is the mostly from the Compilation of Air Pollution Emission Factors (AP-42) from the US-EPA. The Compilation of Air Pollution Emission Factors (AP-42), compiles emission factors and descriptions of activities that produce criteria and toxic pollutant emissions for most stationary point and area sources. The emission data used to compile the emission factors have been gathered from source tests, material balances studies and engineering estimates. Locally emission factors are needed in order to make NAEIS more description of South African industrial processes.

4.5 Where can I find the emission factors used in the NAEIS? For each EMISSION UNIT> ACTIVITY AND EMISSION, there is the Source Classification Code (SCC). The SCC contains information about the Emission Factors (with and without Control Devices) of a specific process, emission factor units, activity data to be entered, activity description, units of activity data etc. The emission factor database can be found on SYSTEM UTILITIES > EMISSION FACTOR.

4.6 Does the NAEIS allow the use of site specific emission factors? The NAEIS allows the use of site specific emission factors to estimate emissions, and one MUST submit supporting document on how those emissions factors are estimated. The main aspect that must be included in the supporting documentation is a comprehensive measurement program, analytical tools used to determine the emission and declaration on the uncertainty of those emission estimations methodologies. These principles apply whenever any other EMISSION ESTIMATION basis other than NAEIS Emissions Factor is used. The documentation must be included in the ATTACHMENT tab.

4.7 What types of pollutants should be reported to NAEIS? Pollutants that must be included in the NAEIS system includes but not limited to the six common air pollutants and other toxic pollutants. The commonly found air pollutants (also known as "criteria pollutants") are particulate matter (PM10, PM2.5), carbon monoxide, sulphur oxide, oxide of nitrogen (NO and NO2) and lead (Pb) as well as those pollutants where there are Minimum Emission Standards (MES) such as hydrogen sulphide, heavy metals etc.

4.8 How do I report the use of two different fuels at different times of the year from one process?

Once an Emission Unit is created e.g., boiler/storage tank, the user can report on the different fuels/materials burnt/stored as additional Activities and Emissions for that respective Emission Unit by adding new activities

4.9 I have submitted my annual NAEIS report. However, I need to correct an error I have identified in the report. How can I rectify this error?

You must contact your licencing authority, with a clear justification on the need to edit the report, and they will audit-fail your report so that you are able to edit.

5 SUBMITTING NAEIS REPORTS

5.1 I have failed the “Completeness Test” and the system will not allow me to submit the emissions inventory report. How do I address this?

Go to NAEIS Report Site Map. The system will provide you with a report site of all the templates data entries. From this site map, you can check on each template where the ERRORS in RED and WARNINGS in YELLOW are coming from. By taking your cursor over the site map, you can see the WARNING or ERRORS as shown below.

ERRORS in RED – the system will not allow you to submit unless these are resolved WARNING in YELLOW – the system will allow to submit, but warning add up to a PREAUDIT SCORE.

5.2 How do I get my PIN? All users’ details on NAEIS are now managed on the SAAELIP portal. To access/change PASSWORD or PIN, go to My Account on SAAELIP, Go to FAQ 2.5.

6 ADDRESSING NAEIS REPORTS AUDIT FAILINGS

6.1 I have received notification that my facility NAEIS report has failed the AUDIT. What must I do now?

After an ACO has submitted a NAEIS report, AEL authorities will verify information reported to confirm a number of things, based on the fundamental principles of emission inventory compilation and reporting (TCCCA Transparency, Consistency, Comparability, Completeness and Accuracy), based on the known operations of the facility from the Atmospheric Emission Licence. The authority will include in the Comments of the email, the reasons a facility report has failed the audit. The ACO must address the comments and resubmit the report within the time prescribed by the authority.

6.2 I have received notification that my facility NAEIS report has failed the AUDIT. Does this mean that I have failed NAEIS compliance?

An AUDIT-FAIL does not necessarily mean NAEIS non-compliance unless the ACO:

(i) Fails to address the concerns raised by the Authority. (ii) Fails to resubmit the revised NAEIS report in timeframes prescribed by the Authority.