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NAEIS Reporting Cycle: Timeframes, Roles and

Responsibilities

National Atmospheric Emission Inventory System (NAEIS) Standard Operating Procedures: Reporting Cycle Timeframe, Roles and Responsibilities of Authorities and Data Holders

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DOCUMENT VERSION AND AMENDMENT SCHEDULE

Date Authors Version Comments October 2015 P. Gwaze Version 1 SOPs focusing on Section 21, Section 23

and Mine and Quarries reporting procedures

January 2016 P. Gwaze Version 1.1 More detailed added on the management of facilities whose AEL are at different stages of processing

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SYMBOLS AND ABBREVIATIONS

ABBREVIATION DESCRIPTION

AEL Atmospheric Emission License

DEA Department of Environmental Affairs

EI Emission Inventory

NAEIS National Atmospheric Emission Inventory System

NEMAQA (AQA)

National Environmental Management: Air Quality Act, 2004 (Act No. 39 of 2004).

SAAELIP South African Atmospheric Emission Licencing and Inventory System

SAAQIS South Africa Air Quality Information System

SOPs Standard Operating Procedures

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TERMS AND DEFINITIONS

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CONTENTS

DOCUMENT VERSION AND AMENDMENT SCHEDULE ................................................................ 2

SYMBOLS AND ABBREVIATIONS ............................................................................................. 3

TERMS AND DEFINITIONS ....................................................................................................... 4

2 PURPOSE OF THE NAEIS SOPS ........................................................................................ 7

3 NAEIS BACKGROUND ...................................................................................................... 7

4 NAEIS GOVERNANCE AND RESPONSIBILITIES .................................................................. 8

4.1 NAEIS GOVERNANCE STRUCTURE ................................................................................ 8

4.2 AUTHORITIES ROLE AND RESPONSIBILITIES IN NAEIS ........................................................ 8

4.3 DEA NAEIS GOVERNANCE ROLES .............................................................................. 12

5 NAEIS USERS................................................................................................................. 13

5.1 FACILITIES ROLE AND RESPONSIBILITIES IN NAEIS .......................................................... 14

6 NAEIS REPORTING CYCLE .............................................................................................. 14

6.1 STEP 1: FACILITY REGISTRATION ................................................................................. 15

6.2 STEP 2: FACILITY NOTIFICATION (E-NOTIFICATION) .......................................................... 18

6.3 STEP 3: EMISSION REPORTING .................................................................................... 18

6.4 STEP 4: SUBMISSION OF EMISSIONS REPORTS ............................................................... 19

6.5 STEP 5: AELA VALIDATING OF EMISSIONS REPORTS ....................................................... 19

6.6 STEP 6: AUTHORITIES REPORTING ............................................................................... 20

6.7 STEP 7: DRAFTING THE NATIONAL EMISSION INVENTORY .................................................. 21

6.8 STEP 8: DRAFT NATIONAL EI VALIDATION ...................................................................... 21

6.9 STEP 9: ADDRESSING DRAFT NATIONAL EMISSION INVENTORY REVIEW REPORT FINDINGS ..... 22

6.10 STEP 10: PREPARE THE FINAL NAEIS ANNUAL REPORT AND ARCHIVE............................. 22

6.11 STEP 11: NATIONAL EMISSIONS INVENTORY REPORT (NAEI) ......................................... 23

7 MANAGEMENT OF THE REGULATED FACILITIES .......................................................... XXIV

7.1 SECTION 21 FACILITIES ............................................................................................ XXIV

7.2 SECTION 23 FACILITIES ............................................................................................ XXVI

7.3 MINES AND QUARRIES ............................................................................................. XXVII

7.4 FACILITIES IDENTIFIED FROM MUNICIPAL BY-LAWS ........................................................ XXVII

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TERMINOLOGY IN NAEIS

E-notification – Email notification sent from NAEIS to Accounting Officer by authority. All regulatory steps in the NAEIS reporting cycle are accompanied by an email notification to the facility AO. Some of these emails are sent out by the system as soon as the step is successfully completed (Steps 1 and 3). The rest of the email notifications (Steps 2, 4 and 5) are initiated by the relevant authority, and can be edited by the authority before sending to the facility AO. All the emails serve as legal written communications between the data provider and the authority. This email can be edited by authority before sending. Master List – the list of facilities with reporting requirements. The Master List is a

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1 PURPOSE OF THE NAEIS SOPS

This purpose of this document is to provide Standard Operating Procedures (SOPs) to assist all

users in reporting and managing information submitted into the National Atmospheric Emission

Inventory System (NAEIS). The SOPs include timeframes, roles and responsibilities to guide users

(both authorities and the regulated sectors) in carrying out NAEIS functions in a harmonised

approach across all spheres of government.

2 NAEIS BACKGROUND

The Department of Environmental Affairs (DEA) has established an internet-based NAEIS as a

component South African Atmospheric Emission Licensing and Inventory Portal (SAAELIP).

SAAELIP is an 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). SAAELIP provides a

seamless integration between the management of AELs and the reporting of atmospheric

emissions from the operations.

The NAEIS provides all the regulated industries, relevant data holders and government

departments with a platform to report online both air pollutants emissions towards the

compilation of a national emissions inventory profile. The scope of NAEIS is to provide a reporting

platform for:

a) Reporting of atmospheric emissions by regulated industries as is required by the NAEIS

Reporting Regulations Gazette Number 38633 of 2015.

b) Reporting of atmospheric emissions from other sectors towards the compilation of national

emission inventory profile in line with air quality management plans as well as other South

Africa’s reporting obligations

The NAEIS will ensure that a national emission profile is readily available to inform and justify

sectorial emission reduction strategies, air quality management planning, policy decisions and in

future air quality modelling. In total, NAEIS is a national all-in-one data reporting and management

system that will improve the quality of the data, speed up emissions reporting and processing,

improve access to information, improve documentation of data and calculation procedures of

emission inventory across all jurisdictions in the country.

This first version of NAEIS Reporting SOPs will focus on the management of emissions reports

from Listed Activities from Section 21 of the AQA, Mine and Quarries and Section 23 sources (who

is to report, when to report). Technical guidance on how emissions from these sources are to be

estimated and reported into the NAEIS is given in the NAEIS Technical Reporting Guidelines.

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3 NAEIS GOVERNANCE AND RESPONSIBILITIES

3.1 NAEIS Governance Structure The NAEIS is built on a combination of environmental and governance platform i.e., multi-

jurisdictional system that recognises the three spheres of government, their functions and

governance structures in accordance with the NEMAQA, Figure 1. The roles of the different

spheres are outlined in Chapter 2 of the National Framework for Air Quality Management in the

Republic of South Africa (hereafter National Framework). In this regard, spheres of government

with specific air quality management mandates, including DEA, the provincial environmental

management departments and all municipalities, exercise their roles and functions by

implementing the governance cycle described in Chapter 4 of the National Framework. The

relationships between different spheres of government in terms of air quality roles and

responsibilities have been captured in the NAEIS, as shown in Figure 1.

Figure 1. NAEIS Governance Structure

3.2 Authorities Role and Responsibilities in NAEIS

A number of functions and responsibilities are to be carried out by government and the regulated

community for the effective implementation of NAEIS. The responsibilities are mapped for the

different spheres of government in order to define the functions of the authorities, their

privileges/rights in the system and jurisdictions in which the authorities would exercise the

functions in NAEIS, as shown in Table 3.1. Table 3.1 should be read with the NAEIS Authorities

User Manual for clarity on the responsibilities stated in the table. The mapping also identifies the

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vertical and horizontal integration between the government spheres that is needed in the NAEIS

implementation.

The explicit responsibilities and functions of the different government spheres in reporting and

management of emission inventories in NAEIS are shown in Table 3.1. These have been classified

into four main functions as:

1. Listed activities emission management – Section 21.

2. Emission management of small boilers as defined in Section 23.

3. Emission inventories management of other sectors.

4. Emission inventory Quality Control and Quality Assurance

5. Emission inventory coordination and overseeing

6. NAEIS Infrastructure Management

Table 3.1 Role and Responsibilities of Authorities in NAEIS

Sphere of Government

Functions Responsibilities based on the System Architecture and Functionality

Local Authority (LA)

1. Emission management of small boilers as defined in Section 23

Identifying S23 facilities in the respective jurisdiction

Prepare and report S23 emission inventory

Review S23 emission inventory

Add/remove S23 sources in NAEIS

Perform annual reporting of S23 activity data towards the compilation of S23 emissions

Local Authorities have the privilege to VIEW emission reports from listed activities


Compilation of emission inventory as informed by the air quality management priorities in the municipality Air Quality Management Plan (AQMP) development

Reporting of the emission inventory into NAEIS District / Metro

1. Listed activities emission management – Section 21. These are the S21 facilities whose AEL are issued by District/Metro

Create authority (including local authorities) and facility users within their jurisdiction.

Add/delete sources within their respective jurisdiction

Manage sources

Review and assign District/Metro Master List sources

Publish sources to NAEIS facility and issue email notifications to the approved sources for the next reporting cycle

Issue final approval for industrial emission reports within their jurisdiction

Assign Audits to District Municipality Auditors

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Perform Audits and set status for Audits pertaining to reports in their district municipality

Issue compliance notices to those AEL holders that have.


Compilation of emission inventory depended on the air quality management priorities in the AQMP development

Reporting of the EI into NAEIS

Prepare or Revise Emission data for relevant sources

Check and edit emission data completeness for relevant sources

Certify and submit/re-submit emission data for relevant sources

3. District / Metro Coordination/overseeing of LA functions in NAEIS

Performing QA/QC functions on the reported information by local authorities (validation, verification, completeness of EI reports)

Perform completeness checks, to ensure that there is reasonable responses in required data sets

Provincial 1. Listed activities emission management – Section 21. These are these S21 facilities with AEL managed by province.

Create authority and facility users within their jurisdiction and for the province.


Manage sources

Review and assign Provincial Master List sources

Issue final approval for industrial sources within their jurisdiction


Assign Audits to Provincial Municipality Auditors

Perform Audits and set status for Audits pertaining to reports in their province

Issue compliance notices after reporting cycle is completed.


Compilation of emission inventory depended on the air quality management priorities in the AQMP development.

Reporting of the non-industrial EI into NAEIS




3. Provincial coordination / overseeing of district /metro

NAEIS Provincial Focal point will provide NAEIS support to authorities and industry stakeholders

Support and training of municipal officials and facility reporters in the respective provinces

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functions in NAEIS (administrative)

Keeping abreast of the latest changes and improvements to the NAEIS

Coordinating training courses for officials and industry personnel relating to the NAEIS

Identification of shortcomings in the national emissions inventory reporting system and reporting these to the NAEIS National Team.

4. Quality Control and Quality Assurance (technical data specialists)

Performing QA/QC functions on the reported information by local, district and metro authorities (validation, verification, completeness of EI reports)

Perform completeness checks, to ensure that there reasonable responses in required data sets

National

1. Listed activities emission management – Section 21. These are the S21 whose AEL are issued by National

Create authority and facility users within their jurisdiction and for national.


Manage sources

Review and assign the National Master List sources

Issue final approval for industrial sources within their jurisdiction


Assign Audits to National Auditor

Perform Audits and set status for Audits pertaining to reports in their province

Issue compliance notices after reporting cycle is completed.


Coordination / Compilation of emission inventory depended on national priorities.

Reporting of the EI into NAEIS




Prepare draft national emissions inventory report 3. Quality Control

and Assurance (technical data specialists)

Performing QA/QC functions on the reported information by provincial authorities (validation, verification, completeness of EI reports)

Perform completeness checks, to ensure that there reasonable responses in required data sets.

Coordinate the QA/QC of the draft emissions inventory report (experts’ review of national draft emissions inventory).

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3.3 DEA NAEIS Governance Roles The coordination of NAEIS will be managed by the DEA: Climate Change and Air Quality

Branch. The DEA will be responsible for undertaking these four functions:

1. NAEIS National Coordination:

Coordinate the governance of NAEIS (Core and fundamental function)

Act as the National Focal Point for NAEIS

Establish and maintain policy and operations of the NAEIS

Developing governance documents of in consultation with all stakeholders NAEIS

(system guidelines, updates and manuals)

Initiate, plan and manage future NAEIS developments

Keeping abreast of the latest changes and improvements to the NAEIS

2. NAEIS Reporting Management

Managing and coordinating sector specific activities towards the compilation of the

national emission inventory profile, in particular non-regulated sectors.

Ensuring the operation and maintenance activities of NAEIS is achieved.

Approving annual emission data before publication.

Developing the final national emissions inventory report for distribution to relevant

stakeholders.

Ensuring the collection, processing, auditing and reporting of emissions data in South

Africa.

Developing operational guidelines and manuals (emission factors, estimation

methodologies, regulations and guidelines etc.) to support reporting into NAEIS.

3. Support to stakeholders

Providing NAEIS support to authorities, industry stakeholders and other data holders

reporting to NAEIS.

Supporting and training of municipal officials and facility reporters.

Producing outreach materials to promote NAEIS.

In consultation with provinces and municipalities, coordinating training courses for

officials and industry personnel and other data holders reporting to NAEIS.

4. NAEIS System Management

Ensuring the maintenance of emissions database, server and IT systems hardware.

Serving as the administrator of the database and server.

Maintaining operational performance of the servers through appropriate preventative

maintenance.

Developing and executing a backup schedule relating to databases and data drives.

Management of software release and incident reporting.

Maintaining documentation and reviewing and deploying new service packs, hot fixes,

system updates and vendor-supplied patches according to best practices.

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Troubleshooting and liaising with all user regarding downtime and unavailability of

systems and enhancements.

Providing desktop and technical support to staff and data providers.

Writing scripts and macros to extract, manipulate and collate data to produce data in

acceptable formats.

4 NAEIS USERS

NAEIS Reporting Regulations prescribe four Groups, associated data providers and NAEIS

reporting requirements, Table 4.1. Facilities operating activities listed in terms of Section 21 of

the NEMAQA are managed in the NAEIS in line with the relevant Atmospheric Emission Licensing

Authority (AELA) as in Figure 1. For example a facility located in the City of Johannesburg is

managed by the City of Johannesburg authorities (with Gauteng and National having ONLY

viewing rights) unless facility AEL has been issued by Gauteng/National in which case the facility

will be managed by Gauteng/National authorities in NAEIS (with the city having ONLY viewing

rights).

Table 4.1. Emission source groups, associated data providers, emission reporting requirements

and relevant authorities as stipulated in the NAEIS Reporting Regulations.

Group Emission Source

Data Provider NAEIS Reporting Requirements

Relevant Authority

A Listed activity published 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.

B Controlled emitter declared in terms of Section 23(1) of the Act.

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 Act.

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.

C

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.

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D Facilities identified in accordance with the applicable municipal by-law.

Any person that operates facilities which generate criteria pollutants, and has been identified in accordance with the applicable municipal by-law.

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

Relevant air quality officer.

4.1 Facilities Role and Responsibilities in NAEIS Table 4.2. Facilities actors in NAEIS and their responsibilities.

Actors Responsibilities

Facility Accounting Officer (AO)

Responsible for preparing, certifying and signing the final EI Year report - 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 Emission Control Officer (ECO)

Responsible for preparing and organizing/ facilitating the reporting process - 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

Responsible for preparing certain parts of the EI Year Report - Enter or Revise Emission Data for relevant source - Check and edit Emission Data completeness for relevant source

Facility Reviewer

Proof-reading certain parts of the EI Year Report, but cannot make any data changes

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

5 NAEIS REPORTING CYCLE

NAEIS is designed for emissions inventory reporting following the reporting cycle as shown in

Figure 2. For Groups A to D data providers, Steps 1 to 5 are regulatory steps whose successful

completion is accompanied by an email notification to the facility AO. Some of these emails are

sent out by the system as soon as the step is successfully completed (Steps 1 and 3). The rest of

the email notifications (Steps 2, 4 and 5) are initiated by the relevant authority, and can be edited

by the authority before sending to the facility AO. All the emails serve as legal written

communications between the data provider and the authority. In case of a dispute between the

AO and relevant authority on whether an email notification has been sent from NAEIS to the AO,

NAEIS has the ability to confirm whether the email was received by the AO server.

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Different actions are required for the successful completion of each step, either by authorities or

the facility actor. These activities, time frames, NAEIS reporting regulations reference, user roles,

hints and successful indicators to these steps are given in the tables below.

Figure 2. NAEIS reporting cycle

5.1 Step 1: Facility Registration All facilities identified as data providers in Group A, Table 4.1 must register in NAEIS as prescribed

in NAEIS Regulations 5 (1) to (3). These data providers are referred to as facility Accounting

Officers (AO) in NAEIS.

Every Facility in NAEIS MUST have an ASSOCIATED AO.

The facility Accounting Officer may either be the AEL Accounting Officer/Emission Control

Officer appointed by the facility as specified in the AEL.

An AO can register additional users in NAEIS to prepare and report into NAEIS

The AO may NOT be a service provider contracted to assist the facility in drafting the AEL

application.

ONLY the AO can submit EI report into NAEIS.

(For instructions on the registration of AO and creation of facilities in NAEIS, please refer to the

NAEIS Manual on the SAAELIP website).

Time Period and Activity

NAEIS Regulations & evidence

DEA and Province Roles Licencing Authorities Facility Accounting Officers

Hints and Successful Indicators

Ongoing Creating a facility or registration of AO

Paragraph 5(1-3) and 6(1-4) Email notification to AO to confirm registration and facility associated.

Create new facilities in their jurisdictions.

Where an Accounting Officer has self-registered, the authorities must create the facility AND associate the AO with the facility.

Verifying and ensuring that all AEL holders in respective jurisdictions are registered in NAEIS and updated in the Master List (both facilities and the Accounting Officers) for subsequent NAEIS reporting period.

Support to industries and authorities to ensure that all facility Accounting Officers are updated in the Master List for subsequent year reporting period.

Create new facilities in their jurisdictions.

Where an Accounting Officer has self-registered, the authorities must create the facility AND associate the AO with the facility.

Verifying and ensuring that all AEL holders in respective jurisdictions are registered in NAEIS and updated in the Master List (both facilities and the Accounting Officers) for subsequent NAEIS reporting period.

Facilities users can self-register on NAEIS and notify the relevant authority in WRITING to ensure that the accounts are approved and ASSOCIATED with the facility.

AO who self-register need to notify the Authority to ensure that they are associated with the CORRECT facility AND the account is APPROVED.

The facilities can only be created by Authorities.

Evidence - 100% registration of facilities in the NAEIS Master List for subsequent reporting period.

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5.2 Step 2: Facility Notification (E-notification) Time Period and Activity


DEA and Province Roles Licencing Authorities

Facility Accounting

Officers


By 15 December 2015 Notification of facilities for subsequent NAEIS reporting year.

Email notification to AOs to remind the AOs of the reporting obligation.

Notify all facilities reporting to NAEIS the jurisdictions by 15 December

Ensure that all AELA have notified facilities in NAEIS by 15 December (this is to ensure that all facilities are notified before the festive season, when most authorities and AO are not in the offices).

Notify all facilities reporting to NAEIS the jurisdictions by 15 December

Ensure that the facilities are registered in NAEIS

100% Notification of facilities in the Master List for subsequent reporting year.

5.3 Step 3: Emission Reporting





01 Jan to 31 March Facility reporting into NAEIS

Paragraph 7, 8(1-2) and 9. Email notification to confirm submission of EI report to NAEIS.

Check to ensure that all AO in the Master List have received the notification and confirmed in NAEIS.

Follow-up those facilities where the AO has not confirmed, either by reissuing the notification or telephonically checking if the AO details in NAEIS were still valid.

Supporting authorities to ensure that facilities comply NAEIS reporting requirements.

Check to ensure that all AO in the Master List have received the notification and confirmed in NAEIS.

Follow-up those facilities where the AO has not confirmed, either by reissuing the notification or telephonically checking if the AO details in NAEIS were still relevant.

Supporting facilities to comply to NAEIS reporting requirements

Facilities prepare, quality control and submit the annual emissions report from the preceding year.

Ensure that ALL emissions released from the facility in the preceding year are reported to NAEIS by March 31 every year.

For Groups A to D, NAEIS reporting period is until 31 March, annually. 100% preparing of emission reports

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5.4 Step 4: Submission of Emissions Reports



DEA and Province Roles Licencing Authorities Facility Accounting

Officers


01 April to 31 August Ensure compliance with the NAEIS reporting requirements

Paragraph 13 Email notification for non-compliance with submission of EI report to NAEIS.

Check to ensure that facilities in the Master List have reported annual emissions.

Initiate non-compliance processes for those facilities that have not reported to NAEIS.

Generate a non-compliance report to NAEIS regulations as part of the NAEIS annual report

Check to ensure that facilities in the Master List have reported annual emissions.

Initiate non-compliance processes to those facilities that have not reported to NAEIS.

Generate a non-compliance report to NAEIS regulations as part of the NAEIS annual report

No activity if facilities have complied.

Different authorities have different operating procedures regarding the processes to follow in matters of non-compliance with NEMAQA. As such, NAEIS will leave recommendations at the discretion of relevant authorities. 100% Notification of facilities in the Master List for subsequent reporting period

5.5 Step 5: AELA Verification of Emissions Reports





01 April to 31 August AELA auditing

Paragraph 10(1-5) Email notification for AO to clarify/verify/rectify

Auditing (verification) emissions reports to ensure that all reporting requirements are met

Where needed, the authority might request AO to revise or

Auditing and verifying emissions reports to ensure that all reporting requirements are met

Respond to authority verification request

NAEIS provides a pre-auditing criterion to enable authorities to pay attention to specific aspects of

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of emissions reports

the EI reports submitted.

clarify /verify or rectify submitted reports

Notifying facilities to review reports in case of audit fail.

Tracking facility reporting timeframes to ensure that the revised report is submitted and audited by 31 August

Providing support to district and metropolitan AELA to ensure that all submitted reports are reviewed and finalised by 31 August

Where needed, the authority might request AO revise or clarify /verify or rectify submitted reports

Notifying facilities to review reports in case of audit fail.

Tracking facility reporting timeframes to ensure that the revised report is submitted and audited by 31 August

Reviewing emissions reports to ensure that all reporting requirements are met in case of an audit fail.

the EI reports. This is only meant to provide guidance to authorities. The auditing criteria are left at the discretion of relevant authorities.

100% review and auditing of facility reports by AELA

5.6 Step 6: Authorities Reporting


NAEIS Reporting Regulations reference and evidence

DEA and Province Roles Licencing Authorities Facility Accounting

Officers


01 April to 31 August Complete review of emission reports

NA Ensure that all the SUBMITTED reports are audited and reviews are completed for those facilities being managed by national/province

Providing support to district and metropolitan AELA to ensure that all

Ensure that all the SUBMITTED reports are audited and reviews are completed for those facilities

None 100% of submitted reports reviewed and approved.

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submitted reports are reviewed and finalised by 31 August

5.7 Step 7: Drafting the National Emission Inventory


NAEIS Reporting Regulations reference and evidence


Facility Accounting

Officers


01 September to 31 August Compiling the draft National Emission Inventory (NAEIS)

NA Compiling the draft National Emission Inventory and sharing with authority

Identifying Sector experts to review the draft NAEIS

DEA will establish the Terms of Reference for this NAEIS Committee

None None 100% Notification of facilities in the Master List for subsequent reporting period

5.8 Step 8: Draft National EI Validation




Facility Accounting

Officers


01 September to 31 December

Paragraph 10(1-5) Email notification for AO to clarify/verify/rectify

Coordinating experts reviewing of the draft NEI, focusing on key categories

DEA will coordinate the NAEIS Committee to ensure that the Draft National EI is reviewed, based on IPCC Guidelines

None None

DEA will establish a standing NAEIS Committee (made up of industrial representatives, authorities, academia, etc.)

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Validation of draft National EI

the EI reports submitted.

The Committee will identify sector experts to review the Draft National EI.

Draft NEI Review Report

5.9 Step 9: Addressing Draft National Emission Inventory Review Report Findings




Facility Accounting Officers


01 April to 31 December Addressing Draft NAEIS Review Report findings

Paragraph 10(1-5) Email notification for AO to clarify/verify/rectify the EI reports submitted.

Ensure that Draft NAEIS Review Report findings are addressed by all stakeholders.

Respond to experts reviewers’ concerns where these are directed to specify jurisdictions reports.

DEA to address matters raised by expert reviewers, where these are related to NAEIS system (emission factors, system configuration etc.)

Ensure that review comments directed at individual facilities are addressed in NAEIS

Addressing experts emission report findings to ensure that all reporting requirements are met if any of the Draft NAEIS Review findings are directed at individual facilities

Draft NAEIS Review Report findings are addressed

5.10 Step 10: Prepare the final NAEIS Annual Report and Archive




Facility Accounti

ng Officers


01 April to 31 December

NA Compile the Final National EI and prepare the EI for archiving the NAEIS Report to include

NAEIS Reporting Regulations Compliance Report – A report of all registered data holders who reported to NAEIS as well as the list of none-complying facilities

None NAEIS Annual Report finalised

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Prepare the NAEIS, prepare archive.

Expert Draft NAEIS Review Report (Draft NAEIS Review findings, how these findings were addressed, Lessons learned & Improvement Review)

NAEIS Annual Report with the overview emissions for all sectors at the national, provincial and district level

An overview NAEIS Annual Report on sources from Section 21 and the Mine and Quarries (facility and total emissions reported per pollutant).

5.11 Step 11: Annual National Emissions Inventory Report




Facility Accounting

Officers


01 April to 31 December Report the NAEIS

NA Disseminate the NAEIS Annual Report all relevant stakeholders

Disseminate the Provincial EI to relevant stakeholders

Submit the final EI for specific jurisdictions to relevant authorities, e.g., compilation of the NAEIS Annual Report for the NAQO Annual Report.

Disseminate the municipal EI to relevant stakeholders

NA NAEIS Annual Report included in the National Air Quality Officers Report

6 MANAGEMENT OF REGULATED FACILITIES

6.1 Managing Section 21 Facilities Reporting to NAEIS The management of facilities with Provisional or AEL, as prescribed in Chapter 5 of the NEMAQA are reflected in the NAEIS. From 2016, any new Section 21 activity will be is registered in the NAEIS Manage Source on application for an AEL. For existing facilities operating before 2014, this registration was done as part of the NAEIS implementation.

6.1.1 Municipal Delegation In cases where a metropolitan/district municipality has delegated its licencing function to province, Section 21 facilities in that metropolitan/district municipality MUST be ASSIGNED to the province WORKGROUP in NAEIS, as shown in the figure below. The metropolitan/district municipality must notify NATIONAL in writing for the NAEIS coordinators to assign the facilities in the NAEIS to province. This ensures that the overall management of facilities in the delegated provinces are coordinated centrally for national harmonisation.

In the future, when the metropolitan/district municipality is able to carry out the licensing functions, the delegated province MUST notify the NAEIS coordinators at DEA in writing for WORKGROUP to be assigned to the relevant metropolitan/district municipality.

6.1.2 Managing Facility with Provisional or AEL but not Operational In cases where the facility is not operational, but is still in possession of a Provisional or AEL, the facility MUST be treated like an operational facility in NAEIS and e-notified. Thereafter, in the reporting of emissions by the facility, the facility MUST indicate which processes as NON-OPERATIONAL during the period being reported. The facility must be treated as operational until the Provisional or AEL is officially withdrawn.

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6.1.3 Managing Facility with Provisional or AEL Withdrawn If a facility officially requests for a withdrawal of the Provisional or AEL from the relevant authority, the facility is NOT deleted in NAEIS. Rather, the relevant authority must follow these two steps as shown in the example below:

a) Change the NAEIS source flag to NO in the SOURCE form.

b) In the comment box, the relevant authority must add details on when AEL has been

withdrawn and where applicable provide reasons why the AEL has been withdrawn.

Thereafter, when the new Master List is generated, the source will not be added to the Master List, but for historical data archiving purposes, it will always be in the Manage Source list.

In case the facility is already in the Master List, the authority can REMOVE the facility from the Master List before PUBLISHING by following these steps. If the facilities has already been published, select the facility and DELETE first to make the status Prepared before REMOVE SOURCE.

When you select REMOVE SOURCE:

the NAEIS Flag must be set to NO

The END OPERATION DATE must be given

Detailed COMMENTS must be given on why the facility has been removed from the

Master List as shown below.

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Thereafter, when the new Master List is generated, the source will not be added to the Master List, but for historical data archiving purposes, it will always be in the Manage Source list. FACILITIES CAN ONLY BE DELETED FROM THE MANAGE LIST WHEN THERE HAVE NEVER REPORTED. Authorities must contact the NAEIS Administrator in writing for the facility to be deleted. 6.2 Managing Section 23 Facilities Section 23 facilities in NAEIS are managed by the relevant authorities who have issued the Section 23 authorisations.

6.2.1 Section 23 Activities on Section 21 Facilities All Section 23 activities operated on those facilities with Provisional or AEL MUST report to NAEIS as part of the Section 21 reporting, as is prescribed in the NAEIS Reporting Regulations, Group A.

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6.2.2 All Other Section 23 Activities (without Section 21 operations on facility) How facilities with ONLY Section 23 activities should report to NAEIS is at the discretion of the relevant authority. There are the two possible approaches to consider, each with pros and cons.

Option All Section 23 Management Pros Cons

Option 1

Section 23 facilities report directly to NAEIS as individual sources, i.e., with dedicated Source Reference Numbers and Accounting Officers

A more complete

emission inventory

capturing all

Section 23 sources

This approach increases the number of

facilities listed in NAEIS significantly e.g., most

district/metropolitan municipalities have less

than 150 Section 21 facilities. By adding

Section 23 small boilers as individual sources,

this number can easily swell to over 300

facilities per district/metropolitan. This would

make the management of facilities in NAEIS

complicated for some authorities.

Option 2

Identify specific Section 23 facilities to report directly to NAEIS, with relevant authorities capturing the reminder of sources into NAEIS. The criteria for this identification could be the operations of large Section 23 boilers per premises

Unlike option 1,

this option

reduces the

number of

sources to be

managed by

authorities

significantly.

Requires meticulous management of

Section 23 databases in order to avoid

duplicate reporting of sources by authorities

in situations where industry has already

reported.

6.3 Mines and Quarries In the interim (pending discussions between DEA and DMR) mining facilities in NAEIS will be managed by the district and metropolitan municipalities in the jurisdiction in which the mining facilities operate e.g., a mining facility in Sedibeng District Municipality will be managed by the Sedibeng authorities. If the metropolitan or district municipality has delegated its licencing function to province, NAEIS mining facilities in the metropolitan or district municipality MUST be ASSIGNED to the province WORKGROUP responsible. This ASSIGN gives effects in NAEIS to the designation. 6.4 Facilities Identified from Municipal By-Laws Facilities identified from Municipal by-laws are to be managed by the relevant municipalities, in accordance with the by-laws.

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