Contents
Use Case COM01: Commercial Lease Applications ..................................................................... 3
Overview ............................................................................................................................. 3
Primary Actor...................................................................................................................... 3
Starting Point ...................................................................................................................... 3
Ending Point........................................................................................................................ 3
Measurable Result ............................................................................................................... 3
Flow of Events .................................................................................................................... 3
Alternative Flow of Events ................................................................................................. 4
Use Case Extensions ........................................................................................................... 4
Related Business Rules ....................................................................................................... 6
Use Case COM02: Commercial Lease Relinquishment ................................................................ 8
Overview ............................................................................................................................. 8
Primary Actor...................................................................................................................... 8
Starting Point ...................................................................................................................... 8
Ending Point........................................................................................................................ 8
Measurable Result ............................................................................................................... 8
Flow of Events .................................................................................................................... 8
Alternative Flow of Events ................................................................................................. 8
Use Case Extensions ........................................................................................................... 9
Related Business Rules ....................................................................................................... 9
Use Case COM03: Commercial Lease Improvements ................................................................ 11
Overview ........................................................................................................................... 11
Primary Actor.................................................................................................................... 11
Starting Point .................................................................................................................... 11
Ending Point...................................................................................................................... 11
Measurable Result ............................................................................................................. 11
Flow of Events .................................................................................................................. 11
Alternative Flow of Events ............................................................................................... 11
Use Case Extensions ......................................................................................................... 11
Related Business Rules ..................................................................................................... 12
Use Case COM04: Commercial Lease Renewals ........................................................................ 14
Overview ........................................................................................................................... 14
Primary Actor.................................................................................................................... 14
Starting Point .................................................................................................................... 14
Ending Point...................................................................................................................... 14
Measurable Result ............................................................................................................. 14
Flow of Events .................................................................................................................. 14
Alternative Flow of Events ............................................................................................... 15
Use Case Extensions ......................................................................................................... 15
Related Business Rules ..................................................................................................... 15
Use Case COM05: Land Use Restrictions and Conditions .......................................................... 17
Overview ........................................................................................................................... 17
Primary Actor.................................................................................................................... 17
Starting Point .................................................................................................................... 17
Ending Point...................................................................................................................... 17
Measurable Result ............................................................................................................. 17
Flow of Events .................................................................................................................. 17
Alternative Flow of Events ............................................................................................... 17
Use Case Extensions ......................................................................................................... 17
Related Business Rules ..................................................................................................... 18
Use Case COM06: Planning & Development .............................................................................. 19
Overview ........................................................................................................................... 19
Primary Actor.................................................................................................................... 19
Starting Point .................................................................................................................... 19
Ending Point...................................................................................................................... 19
Measurable Result ............................................................................................................. 19
Flow of Events .................................................................................................................. 19
Alternative Flow of Events ............................................................................................... 20
Use Case Extensions ......................................................................................................... 20
Related Business Rules ..................................................................................................... 20
Use Case COM07: Lease Assignments ........................................................................................ 22
Overview ........................................................................................................................... 22
Primary Actor(s) ............................................................................................................... 22
Starting Point .................................................................................................................... 22
Ending Point...................................................................................................................... 22
Measurable Result ............................................................................................................. 22
Flow of Events .................................................................................................................. 22
Alternative Flow of Events ............................................................................................... 23
Use Case Extensions ......................................................................................................... 23
Related Business Rules ..................................................................................................... 23
Use Case COM08: Lease Cancellation ......................................................................................... 25
Overview ........................................................................................................................... 25
Primary Actor.................................................................................................................... 25
Starting Point .................................................................................................................... 25
Ending Point...................................................................................................................... 25
Measurable Result ............................................................................................................. 25
Flow of Events .................................................................................................................. 25
Alternative Flow of Events ............................................................................................... 25
Use Case Extensions ......................................................................................................... 26
Related Business Rules ..................................................................................................... 26
Use Case COM09: Lease Amendment ......................................................................................... 28
Overview ........................................................................................................................... 28
Primary Actor.................................................................................................................... 28
Starting Point .................................................................................................................... 28
Ending Point...................................................................................................................... 28
Measurable Result ............................................................................................................. 28
Flow of Events .................................................................................................................. 28
Alternative Flow of Events ............................................................................................... 29
Use Case Extensions ......................................................................................................... 29
Related Business Rules ..................................................................................................... 29
Use Case COM01: Commercial Lease Applications
Overview
The purpose of this use case is to process an application for a commercial lease/sublease.
Primary Actor
Designated users from State Land Office (SLO) Commercial Resources Division (COM), Field
Operations (SRF), Records Management (REC), Legal, and Accounting (Acct).
Starting Point
SLO receives application and associated documents and fees.
Ending Point
Commercial Lease/Sublease request has been completed or cancelled.
Measurable Result
Commercial Lease/Sublease has been approved, all applicable information has been added to the
database, all parties have been notified, and funds distributed to beneficiaries.
Flow of Events
1. Acct receives application for Commercial “Business Lease” (BL), or Sublease (BSL),
associated documents, and fees.
2. Acct processes fees, validates the payment and creates the lease number according to the
Documents Processing Use Case. Note: Currently lease numbers are assigned in Commercial
using an Excel spreadsheet. Send documents to COM.
3. COM Assistant Director (AD) assigns lease to Analyst based on workload and type of lease.
AD enters: Analyst ID. The system updates the record in the database with the appropriate
information and Date Assigned, and indicates that the data was saved successfully.
4. Analyst creates/pulls lease file. Analyst verifies that the land is State land using the tract
book, file and database. Pencil post in tract books, annotating: applicant’s name, address,
city, state, subdivisions (including full or partial), acreage amount, poster’s initials and date
of pencil-posting.
5. Analyst selects Lease by Lease Number and enters: Lease Type, OGRID/STID, Applicant
Name, Address Information, Contact Information, Legal Description, and Intended Usage.
The system updates the record in the database with the appropriate information, changes the
Lease Status flag to “Pending,” and indicates that the data was saved successfully.
6. Analyst enters any pending business lease notes: Lease Number, Comments (free-form text
of any length), Comments Date (defaults to current date), and Follow-up Date. The system
updates the record in the database with the appropriate information, and indicates that the
data was saved successfully. Analyst may use this to enter any milestones or contract
requirements into the system. This step may be repeated at any point after this, as frequently
as needed.
7. Analyst reviews application and contacts applicant, if appropriate, to determine if a ROW
may be required to provide access to lease site.
8. Analyst prepares request for field report per Field Report Use Case. Request should note if a
ROW may be required.
9. Field personnel review site per the Field Report Use Case and sends it to the COM Analyst.
10. Analyst reviews field report. Determines if additional stipulations are required. Analyst
writes analysis memo documenting recommendation for leasing, and lease structure and
pricing details
11. COM Assistant Director reviews and approves the memo.
12. Assistant Commissioner for Commercial Resources approves the memo (for Commissioner).
13. Analyst prepares Business Lease using the COM lease template. For a sublease, the lessee
prepares the sublease and sends it to the Commissioner for pre-approval. If the lease is
complex, the Analyst may consult with legal for help in preparing the lease. Sends two
originals to applicant for signature and notarization.
14. Applicant signs and returns lease/sublease with fees (first year rent).
15. SLO Acct receives signed and notarized lease. Acct posts the fees to suspense fund (pending
lease/sublease approval).
16. COM Analyst reviews the validated payment and lease/sublease.
17. Route to COM Assistant Director and Commercial Resources Assistant Commissioner for
approval and signature (for Land Commissioner). User enters flag denoting lease/sublease
was approved. System automatically distributes funds from suspense fund and generates a
lease/sublease approval letter.
18. Analyst enters: Applicant’s OGRID/STID, lease number, issue date, billing dates, legal
description (location of all quarter-quarter sections or lots); additional lessee names, rental
payment; comments, stipulations, land value, Fee Structure (Fixed or Adjustable), lease start
date, lease term, appraisal information (Appraiser, Appraisal Date, Value of the Land), land
use, and improvements to be made. System automatically calculates lease expiration date and
sets lease status to “Active”, verifies that beneficiaries are 99.99% or 100%, and updates the
information in the database and notifies the user the information was saved successfully.
19. Analyst signs and sends approval letter and copy of signed lease/sublease to applicant.
Original filed in Business Lease file. All pages to be posted/microfilmed are stamped with
the “Posting Stamp.”
20. Send original file with Routing Memo to Records Management for processing in accordance
with the Departmental Tract Book Posting Use Case and Document Microfilming Use Case.
Alternative Flow of Events
In step 2, if the sublease fee is not attached or the amount is incorrect, but the lease is in good
standing and the sublease application appears complete, the sublease is not returned. Analyst
processes the sublease and invoices the applicant for the additional fees. Sublease is not issued
until the fees are paid in full.
In step 4, application is returned if it is not state land or if data is not correct ask applicant to
correct and resubmit.
In step 7, Field Report may recommend either a Damage Bond (see Bond Use Case) or a Public
Hearing (rare).
In steps 9, 10, or 11, if the lease or sublease is not approved, the system generates a letter is sent
to the Applicant explaining the reason that it cannot be leased/subleased. Analyst updates the
database to add comments indicating reason for not leasing the applicable land by STR. System
updates the database and notifies the user that the information was saved successfully.
Use Case Extensions
Billboard Permits
Billboard Permits are commercial leases with some slight differences:
In step 4, pencil posting is not required.
In step 5, Permit application also includes Location information (Highway, Direction sign faces,
Distance from Intersection/City Limits/Mile Post Marker, Date of Erection, Size (Height, Width,
and Square Footage), Single/Double/Triple Face, and New Mexico State Transportation
Department Permit Number.
In step 18, the system also generates a letter to the lessee of record for the land indicating that a
billboard permit has been granted. Letter includes: Name of Billboard Permittee, Contact Phone
Number, Location of Billboard, and Size of Billboard.
In step 18, Analyst enters annual rental fee. System automatically prorates fee by full month.
Salt Water Disposal Site Easements
Surface disposal of salt water is treated as a business lease under 19.2.9 NMAC. Injected salt
water is covered under 19.2.11 NMAC.
In step 1, the application requires the filing fee, plat of production and disposal wells (including
pipelines and haul roads), consent of the record owner for the easement (or reasons for refusal),
estimate of barrels to be disposed of, and an appraisal of the land made by disinterested and
credible third party.
Public Auction
1. In step 1, if a lease is for over 5 years [or over 25 years if the applicant is a municipality
(within 5 miles of its boundaries), county or school district, Section 19-7-54 or 19-7-55
NMSA 1978], the lease must go to public auction. Processing is as above with the following
changes.
2. In step 11, the lease is negotiated with the assistance of the SLO legal department.
3. Analyst or legal department drafts a “legal ad” setting out the lease terms and sends it to SLO
Legal for approval.
4. Analyst sends draft ad to the newspaper of record for Santa Fe, the county where the land is
located, and the New Mexico Commission for the Blind for cost estimates.
5. Analyst revises ad to include advertising, survey, and appraisal costs. Ad is sent to
Commissioner for approval.
6. Commissioner approves ad,
7. Analyst sends ad to newspapers of record and begins the 10-week advertising process. Ad is
run weekly during this time period.
8. Prospective bidders send a deposit for the Improvement Value Credit (if any), to be allowed
to bid. The fee may also be paid on the date of the auction. In addition, a non-refundable fee
may be assessed to be allowed to bid. If appropriate, a temporary STID is assigned to the
bidder.
9. SLO conducts the Public Auction at the courthouse of the county seat where the land is
located.
10. Analyst notifies the Commissioner of successful bidder details by memo. Analyst completes
lease prepared by legal and sends two copies successful bidder for signature, notarization,
and payment of fees.
11. Accounting receives lease per Step 2 above.
12. Processing continues with step 15.
Related Business Rules
1. Business Leases are mandated by 19.2.9 NMAC. Salt Water Disposal Easements are
mandated by 19.2.11 NMAC except that surface disposal (including in natural salt lakes or
surface facilities) which fall under Business Lease rules. Billboard Permits are per SLO
policy and must also comply with the Highway Beautification Act of 1965 requirements.
2. Information packet sent to potential lessees includes: lease application procedure; application
for business lease; survey instruction letter; business leasing process for the protection of
cultural properties; request to lease land currently under lease; general release,
relinquishment, and quitclaim deed; rule 9, schedule of fees.
3. Application package includes: Application Form, Application Fee, Survey Plat, Plan of
Development for Improvements, and other applicable forms.
4. Application fees
a. Commercial Lease – currently $50 (per schedule of fees).
b. Salt water Disposal Lease – Currently $30 per 19.2.11.10.A NMAC.
c. Sublease – currently $50 (per schedule of fees).
d. Billboards – currently $50 (per schedule of fees).
5. Sublease fee
a. Communication Sites: 25% of the amount the lessee is charging for the sublease but
no less than the minimum rent in the schedule of fees for each year or part thereof is
required to be paid in advance. Community Service Subleases (e.g. State Police) are
charged a flat $250.
b. Other Sites: Fee varies on a case-by-case basis but is a minimum of $500.
6. Salt-water disposal easements are at a negotiated rate not less than $250.00 annual rent per
19.2.11.12 NMAC.
7. Salt-water disposal easements require a bond in favor of the owner of any improvements
prior to issuance to secure payment of damage per 19.2.11.13 NMAC. The Commissioner
may also require that the site be fenced to protect the surface user’s livestock.
8. Survey Plats must include an acreage breakdown by ¼ ¼ section (aliquot). Plats are sent to
Mapping Section of Field Operations for approval.
9. Commissioner has discretion to deny issuing any lease/sublease.
10. Assignment of a lease automatically terminates subleases unless agreed to in writing by the
Commissioner, 19.2.9.14.D NMAC.
11. If proposed business lease is on current agricultural lease, applicant must obtain
relinquishment of applicable portion of grazing lease or consent of existing lessee.
12. Billboard Permits are for a 5-year cycle beginning July 1st and terminating July 30th. The
currently cycle expires June 30, 2005. (One exception to this rule is under negotiation.) New
billboard permits are prorated by full month.
13. Billboard Permit fees are per the schedule and are adjusted annually based on the DOL
CPI-U for the previous period.
Use Case COM02: Commercial Lease Relinquishment
Overview
The purpose of this use case is to relinquish (release) a commercial lease.
Primary Actor
Designated users from State Land Office (SLO) Commercial Leasing (COM), Field Operations
(SRF), Records Management (REC), and Accounting (Acct).
Starting Point
SLO receives application and associated documents and fees.
Ending Point
Commercial Lease has been relinquished.
Measurable Result
Commercial Lease has been relinquished, all applicable information has been added to the
database, all parties have been notified, and funds distributed to beneficiaries.
Flow of Events
1. Acct receives application for relinquishment of Commercial “Business Lease” (BL),
associated documents, and fees.
2. Acct processes fees, validates the payment. Send documents to COM.
3. COM Analyst pulls lease file. Analyst verifies that the land is State land using the tract book,
file and database.
4. Prepare request for field report per Field Report Use Case.
5. Field personnel reviews site per the Field Report Use Case.
6. Analyst writes memo with recommendations per relinquishment.
7. COM Assistant Director reviews and approves recommendation.
8. COM Assistant Commissioner reviews and approves recommendations (for Commissioner).
9. User enters: lease number, relinquishment date, legal description (if partial relinquishment),
and reason for relinquishment. System updates the information in the database and notifies
the user the information was saved successfully.
10. Analyst sends relinquishment letter to lessee. Original filed in lease file.
11. Send original file to Records Management for posting to tract books (Departmental Tract
Book Posting Use Case), microfilming (Document Microfilming Use Case), and vault
storage.
Alternative Flow of Events
In Step 3, application is returned if it is not state land or if data is not correct ask applicant to
correct and resubmit.
In step 6 and 7, a partial relinquishment may trigger a renegotiation of the lease or escalation of
fees under the lease. A new BL will be prepared if required.
In step 7 or 8, if there are modifications to the recommendations, return to COM Analyst for
revisions and continue at step 6.
Use Case Extensions
Related Business Rules
1. Business Leases are mandated by 19.2.9 NMAC.
2. Application fees for lease relinquishment – currently $50 per schedule of fees.
Use Case COM03: Commercial Lease Improvements
Overview
The purpose of this use case is to process an application for improvement(s) to an existing
Commercial Lease.
Primary Actor
Designated users from State Land Office (SLO) Commercial Resources Division (COM), Field
Operations (SRF), and Accounting (Acct).
Starting Point
SLO receives Improvement Application and associated documents and fees.
Ending Point
Improvement request has been completed or cancelled.
Measurable Result
Commercial Lease Improvement Application has been approved, all applicable information has
been added to the database, all parties have been notified, and funds distributed to beneficiaries.
Flow of Events
1. Acct receives application for a “Business Lease” Improvement, associated documents, and
fees.
2. Acct processes fees and validates the payment. Send documents to COM.
3. Analyst pulls lease file, and verifies lease is State trust land, and in good standing.
4. Analyst prepares request for field report per Field Report Use Case.
5. Field personnel review site per the Field Report Use Case and sends it to the COM Analyst.
6. Analyst reviews Field Report. Determines if additional stipulations are required or if rental
should be adjusted as a result of proposed improvements. Analyst writes memo documenting
recommendation per improvements, and any affects on current lease (e.g. rental payments
should be increased).
7. COM Assistant Director reviews and approves the memo.
8. Assistant Commissioner for Commercial Resources reviews and approves the memo (for
Commissioner).
9. Analyst enters: Applicant’s OGRID/STID, lease number, issue date, and improvements to be
made. System updates the information in the database, sets flag to “Improvements Pending”
and notifies the user the information was saved successfully.
10. Route to COM Assistant Director and Commercial Resources Assistant Commissioner for
approval and signature (for Land Commissioner). User enters flag denoting Improvements
were approved. System automatically generates an Improvement Approval Letter.
11. Assistant Commissioner for Commercial Resources signs the letter.
12. Analyst sends approval letter and copy of Improvement Application to applicant. Originals
filed in Business Lease file.
Alternative Flow of Events
Use Case Extensions
Related Business Rules
1. Improvements are mandated by 19.2.9.16 NMAC.
2. Application package includes: Application Form, Application Fee, and Existing
Improvement Listing (if applicable).
3. Improvement Application fee – currently $50 per Schedule of Fees
4. Commissioner has discretion to deny improvement applications.
Use Case COM04: Commercial Lease Renewals
Overview
The purpose of this use case is to process an application to renew an existing Commercial Lease.
NOTE: Business leases may not actually be renewed per regulation. But leases are “renewed”
by generating and executing a “renewal lease” to the same lessee, for the period immediately
following the expiration of the current lease.
Primary Actor
Designated users from State Land Office (SLO) Commercial Resources Division (COM), Field
Operations (SRF), and Accounting (Acct).
Starting Point
SLO contacts existing lessee to notify them their lease is coming up for renewal.
Ending Point
The Application request has been completed or cancelled.
Measurable Result
Commercial Lease Application has been approved, all applicable information has been added to
the database, all parties have been notified, and funds distributed to beneficiaries.
Flow of Events
1. 120 days before business lease is due to expire, the system automatically generates a preexpiration notification letter to the lessee letting them know their lease is due to expire.
2. SLO Analyst contacts lessee to determine their intention re: renewing their lease.
3. Analyst prepares request for field report per Field Report Use Case.
4. Field personnel review site per the Field Report Use Case and sends it to the COM Analyst.
5. Analyst reviews Field Report. Determines if additional stipulations are required or if rental
should be adjusted. Analyst writes memo documenting recommendation for renewal.
6. COM Assistant Director reviews and approves the memo.
7. Assistant Commissioner for Commercial Resources reviews and approves the memo (for
Commissioner).
8. Analyst prepares Business Lease using the existing lease as the model, with any required
modifications. Sends two originals to applicant for signature and notarization.
9. Applicant signs and returns lease with fees (rental).
10. SLO Acct receives signed and notarized lease. Acct posts the fees to suspense fund (pending
lease approval) per Document Processing Use Case..
11. COM Analyst reviews the validated payment and lease/sublease.
12. Route to COM Assistant Director and Commercial Resources Assistant Commissioner for
approval and signature (for Land Commissioner). User enters flag denoting lease was
approved. System automatically distributes funds from suspense fund and generates a lease
approval letter.
13. Analyst enters any revised lease data using the existing lease number: Applicant’s
OGRID/STID, issue date, billing dates, legal description (location of all quarter-quarter
sections or lots through which BL passes); additional lessee names, rental payment;
comments, stipulations, land value, Fee Structure (Fixed or Adjustable), lease start date, lease
term, appraisal information (Appraiser, Appraisal Date, Value of the Land), land use, and
improvements to be made. System automatically calculates lease expiration date and sets
lease status to “Active”, verifies that beneficiaries are 99.99% or 100%, and updates the
information in the database and notifies the user the information was saved successfully.
14. Analyst signs and sends approval letter and copy of signed lease to applicant. Original filed
in Business Lease file. All pages to be posted/microfilmed are stamped with the “Posting
Stamp.”
15. Send original file with Routing Memo to Records Management for processing in accordance
with the Departmental Tract Book Posting Use Case and Document Microfilming Use Case.
Alternative Flow of Events
Use Case Extensions
Related Business Rules
1. Business Lease Renewal fee – currently $50 per Schedule of Fees.
Use Case COM05: Land Use Restrictions and Conditions
Effect on Pencil Posting and Permanent Posting?
Overview
The purpose of this Use Case is to record a Land Use File (LUF) or Land Use Restrictions and
Conditions (LURC) for land.
Primary Actor
Designated users from State Land Office: Commercial (COM) Planning Section, and Legal
(LGL).
Starting Point
Division users perform periodic reviews of land status and/or lease files.
Ending Point
Land Use Restrictions and Conditions and Planning Status of land are properly recorded.
Measurable Result
Land Use Restrictions and Conditions (LURC) and Land Use File (LUF) have been updated in
the database.
Flow of Events
1. COM user reviews land at or near the borders of developing areas to determine if an area
should be considered for development or master planning.
2. COM user selects the land in the database either by Legal Description, or Lease Number.
COM user sets Planning Flag to Potential Planning, and system automatically creates unique
Land Use File Number (LUF) for the land, updates the information in the database,
determines the Local Authority (County where the lease is located), notifies the user that the
data was successfully saved, and moves to the screen for entering LUF data.
3. COM user enters Project Name, verifies Land Covered (Legal description), verifies Local
Authority, enters Action, Action Status Action Date, Action Follow Up Date, Action
Reminder Date, Reference [Lease Number(s)], Document, Document Date, Document
Status, Document Expiration Date, Comment and Comment Date. If the local authority is not
correct, the user may change it (e.g. to a city). The system automatically updates the
information in the database, and notifies the user that the data was successfully saved.
4. COM user repeats step 3 as required for additional Actions, Documents, or Comments.
5. System automatically notifies users that an LUF exists when accessing the Land or Lease on
the affected land. (Need to specify how and add this to the leasing use cases.)
Alternative Flow of Events
Use Case Extensions
Land Use Restrictions and Conditions
Legal may initiate a Land Use Restrictions and Conditions (LURC) for a parcel of land. Instead
of initiating a new LUF, a LURC is initiated. Processing continues the same as for an LUF.
Revising a Land Use File
COM user may update the LUF by selecting the parcel of land by legal description, or by LUF
number. COM user then enters revised data as appropriate.
Related Business Rules
1. LURCs are issued in accordance with SLO policy to ensure that restrictions specific to the
land are complied with.
2. Planning Status Flags:
a. Potential Planning – COM is looking at land to determine if a plan should be
developed.
b. In Process – Planning has been started.
c. In Review – Planning is in review.
d. Plan Adopted – Development or Master Plan has been adopted.
e. Default is none of the above indicating that COM is not considering the land for
development.
3. System defaults to displaying the most current item first (reverse chronological order).
However, user should have option to select by range of dates or in chronological order.
Use Case COM06: Planning & Development
NOTE: The process is not currently recorded in the database. Therefore this entire document is
an improvement.
Effect on Pencil Posting and Permanent Posting? (In discussions with Legal and Records about
this issue)
Overview
The purpose of this Use Case is to record the Planning and Development process for real estate
development on State trust lands.
Primary Actor
Designated users from State Land Office: Commercial (COM) Planning Section, and Legal
(LGL).
Starting Point
Division users perform periodic reviews of land status.
Ending Point
Planning Section has properly recorded steps required to plan and develop State Trust Lands.
Measurable Result
All steps required to properly plan for and control land development have been recorded in the
database with timelines and action steps for completion.
Flow of Events
1. COM user reviews tracts of trust land to determine if an area should be considered for
development.
2. COM user selects the land in the database either by Legal Description, or Lease Number.
COM user enters Planning Flag indicating potential commercial venture for the given
tract(s): “Potential Planning”. The system automatically creates a unique Land Use File ID
(LUF) for the land (if a LUF does not exist), and determines the Local Authority (County
where the lease is located), updates the information in the database, notifies the user that the
data was successfully saved, and moves to the screen for entering project data.
3. System displays the legal description and local Authority, based on data entry in step 2.
4. COM user enters project data: Project Name, verifies Legal description, edits Local
Authority (if needed), Action, Action Date, Action Status, Action Follow Up Date, Action
Reminder Date, Reference (e.g. Lease Numbers), Document, Document Reference
information, Document Expiration Date, Comments, Analyses and Recommendations. The
system automatically enters current dates for Comments and Analysis, updates the
information in the database, and notifies the user that the data was successfully saved.
5. COM user repeats step 4 as required for additional or revised Actions, Documents, or
Comments.
6. The system notifies the appropriate SLO user (based on previous designation) of Actions
required on the Action Reminder Date.
7. SLO user initiates Actions as appropriate and changes Action Status to the appropriate status.
If needed, SLO user may enter additional Actions as in Step 4. System updates the
information in the database and notifies the user that the data was successfully saved.
8. System automatically notifies users that an LUF exists when accessing the Land or Lease on
the affected land and allow viewing of the project data. If necessary, users will then contact
Planning for additional information.
Alternative Flow of Events
In step 4, where the Actor is not in Commercial, the COM user assigns it to the responsible
Division. The Division manager or other authorized person is automatically notified that the
action needs to be assigned to a specific individual. The Division manager may leave it
unassigned until the action date, or may immediately assign it to a specific user.
Use Case Extensions
Land Use Restrictions and Conditions
Legal may initiate a Land Use Restrictions and Conditions (LURC) for a parcel of land.
Processing is the same as for a LUF.
Revising a Land Use File
COM user may update the LUF by selecting the parcel of land by legal description or by LUF
number. COM user then enters revised data as appropriate.
Related Business Rules
1. System automatically notifies users that a LURC exists when accessing the Land or Lease on
the affected land. (Need to specify how and add this to the leasing use cases.)
2. Planning Status Flags:
a. Potential Planning – COM is looking at land to determine if a plan should be
developed.
b. In Process – Planning has been started.
c. Plan Adopted – Development or Master Plan has been adopted.
d. Default is none of the above indicating that COM is not considering the land for
development.
3. LURCs are issued in accordance with SLO policy to ensure that restrictions specific to a
parcel of land are complied with on all activities.
4. System defaults to displaying the most current uncompleted item first (reverse chronological
order). However, the user should have the option to select by range of dates, completed
items, or in chronological order.
Use Case COM07: Lease Assignments
Overview
The purpose of this use case is to process a lease assignment and the related fee.
Primary Actor(s)
Designated users from State Land Office (SLO) Commercial Resources Division (COM), Field
Operations (SRF), Records Management (RM), and Accounting (Acct).
Starting Point
SLO receives a lease assignment form and related payment.
Ending Point
The lease assignment is processed, funds distributed, the database is updated, and copies of the
assignment filed and mailed.
Measurable Result
Executed copies of the assignment are attached to the original lease, and mailed to the applicant,
information regarding the assignment has been updated in the database, and funds were
distributed appropriately.
Flow of Events
1. SLO Acct receives a lease assignment and the related fee. Acct stamps the form with the date
and time received. The assignment is endorsed with the deposit information.
2. Assignment is routed to the appropriate COM Analyst. Analyst reviews the assignment for
completeness: Title holders, notarizations, and signatures correct, appropriate fees paid,
sufficient bonding is present, and form is unaltered.
3. Analyst looks up the lease using the Lease Number to determine if the lease is in good
standing, all payments are current, that the lease is not about to expire, and verify that no
outstanding collateral assignments exist. Lease description is compared to assignment form.
4. Analyst prepares request for field report per Field Report Use Case.
5. Field personnel review site per the Field Report Use Case and sends it to the Analyst.
6. Analyst reviews Field Report. Analyst writes memo documenting recommendation for
assignment.
7. Relevant division management personnel reviews and approves the memo (for
Commissioner).
8. Prepare new assignment, increment last assignment number.
9. Relevant division management personnel reviews and approves the assignment (for
Commissioner), and returns to Analyst.
10. Stamp old assignment “All assigned to [assignment number]”. Annotate new assignment
number on every quarter-quarter section being assigned on the old assignment plat. If blanket
assignment, stamp “Exhibit filed in lease #” on all except the first lease of blanket
assignment, and annotate lease number.
11. Verify OGRID number exists for lessee, or create one if does not exist (follow Create
OGRIDs Use Case).
12. Analyst enters the lease number, OGRID, file date, execution date, effective date, and
approval date. Select acreage being assigned (or all acreage in lease). User enters pertinent
miscellaneous instrument numbers: miscellaneous instrument number, grantor, grantee, date
filed (instead of during step 4). Analyst saves data and the system automatically prints the
plats and next day approval letters, updates the database (including automatically updates
“Goldenrod” data), and notifies the user that the data was saved successfully.
13. Approved assignment (with validation of filing fee) and copy of letter is filed with the
original lease file, a copy is sent to the lessee. File copy of approved letter in reader file.
14. Send lease folder to Records Management for posting and microfilming.
15. Currently, document file in Excel file on network shared drive with date received and date
approved. User generates report for performance measures (instead of Excel file).
Alternative Flow of Events
In step 2, if the assignment does not have the appropriate fee attached, a letter is sent to the
remitter giving them 60 days to correct it. After 60 days, if have not received corrected version,
then assignment is returned unapproved. The filing fee is distributed to the appropriate fund.
In step 9, if the assignment is rejected, it is returned to the Lease Assignment Specialist with
explanation of why rejected. Lease Assignment Specialist makes necessary corrections and
returns to manager.
Use Case Extensions
Related Business Rules
1. Fee is currently $50 and is non-refundable.
2. Assignments may be full assignments only, no partial assignments are allowed for
commercial leases.
Use Case COM08: Lease Cancellation
Overview
The purpose of this use case is to cancel a lease.
Primary Actor
Designated users from State Land Office (SLO) Commercial Resources Division (COM),
Records Management (RM), and Field Operations (SRF).
Starting Point
Lessee notifies SLO they no longer want lease, or SLO determine non-payment.
Ending Point
Request has been completed or cancelled.
Measurable Result
The lease has been cancelled, all applicable information has been added into the database, and
applicable entities have been notified.
Flow of Events
1. Verify lease payment is not in suspense, or misapplied to a different lease.
2. Notify lessee and/or operator by phone or email that payment is delinquent. If successfully
contact person and they respond that it will be resolved then hold off further processing until
payment received (or 30 days has passed).
3. Mail notice to operator/lessee by certified mail with return card request. Operator has 30 days
to resolve delinquency.
4. Receive returned, signed, certified mail card on lease to be cancelled.
5. Analyst prepares request for field report per Field Report Use Case.
6. Field personnel review site per the Field Report Use Case.
7. Analyst reviews Field Report. Analyst writes memo documenting recommendation per
cancellation. If appropriate, include a reference to any reclamation requirements per the Field
Report.
8. Assistant Director and Assistant Commissioner reviews and approves the memo.
9. User enters lease number, cancel effective date, certified letter number, certified letter sent
date, and reason for cancellation. System updates the information in the database, notifies
the user that the data was successfully saved. System automatically generates cancellation
notification letter. Assistant Commissioner signs notification letter (for Commissioner).
10. Mark big “X” with black marker and stamp front of lease folder with cancel stamp. Annotate
effective date and time of cancellation. Send out original cancellation notification letter.
Return lease file to Central Records with memo indicating that lease has been cancelled.
Alternative Flow of Events
In step 1, if payments have been made and lease should not be cancelled then update payment
record(s) to remove lease from Pending Cancellation list. If not marked paid, generate memo to
accounting to mark lease paid. If lessee notifies SLO that cancellation is desired, then steps 1 – 4
are omitted.
Use Case Extensions
Related Business Rules
Use Case COM09: Lease Amendment
Overview
The purpose of this use case is to amend a lease to reflect the appropriate new lessee name(s) or
for some other reason.
Primary Actor
Designated users from State Land Office (SLO) ) Commercial Resources Division (COM), and
Field Operations (SRF).
Starting Point
SLO receives a lease amendment form.
Ending Point
Amended/Consolidated lease has been properly recorded.
Measurable Result
Amended lease has been approved, and updated information has been added to the database,
modifications in tract books have been posted, all parties have been notified, and fees distributed.
Flow of Events
1. SLO Acct receives appropriate paperwork, and related fees.
2. Acct deposits the funds to the Maintenance account and validates the lease
assignment/agreement document showing date and amount received and fund deposited to.
Document(s) is sent to COM.
3. COM analyst pulls file from Central Records. Analyst reviews application and file for proper
signatures, notarizations, etc. Analyst reviews database and file to determine that legal
description is proper.
4. Analyst reviews documents and prepares a memo with recommendations. Analyst routes
memo and the various document(s) and the lease file(s) for approval to appropriate Manager.
5. Manager reviews the documents and files and makes a recommendation to accept or
disapprove. COM Manager routes the package to the Assistant Commissioner for approval.
6. Assistant Commissioner approves or rejects, noting comments/reasons, and returns to the
analyst.
7. Analyst enters amended data: Date of Assignment/Agreement, Name of Lessee,
OGRID/STID, and comments/reasons. System generates letter(s) for Assignment/Agreement
to the lessee(s) or a rejection letter with reason for rejection, the updated lease, and indicates
that the data has been saved successfully.
8. Lessee signs and returns amended lease to COM analyst.
9. Analyst files letter, original document(s), and lease in lease file, and sends letter and a copy
of document(s) to all interested parties.
10. Analyst sends file to Central Records for posting to tract books and vault storage.
Alternative Flow of Events
Use Case Extensions
Related Business Rules