EPL External User Training Manual - SA.GOV.AU · Issue Date: Classification: Final Page 3 of 42 File Ref: EPL External User Training Manual v1.8 .doc Version: 1.8 Electronic Plan

Department of Planning, Transport and Infrastructure

External User Training Manual

Electronic Plan Lodgement

Version No.: 1.8

Lands Services Group

External User Training Manual


Document Information and Revision History

Version Date Comment Author

1.0 19/12/2007 Review and minor updates Anna Lebedev

1.1 14/02/2008 LSG Updates Bert Bruijn

1.2 15/05/2008 LSG Updates Bert Bruijn

1.3 15/05/2008 Appendix – TIFF files Bert Bruijn

1.4 24/06/2008 V1.0.49.3 enhancement – Development Details

Bert Bruijn

1.5 8/5/2009 Update to include Change Request No 10

Steve Andrews

1.6 8/2/2012 Update to include various changes to EPL since 2009

Peter Lawson

1.7 11/12/2012 Update to include various changes to EPL since Feb 2012

Stella Vagenas

1.8 26/10/2015 Update of application and organisation names.

Phil Hodgson

Release Authorisation

File Name 7

Version 1.8

Release Date March 2017

Release Authority Division Unit Manager

Release Approval Number

Issue Date: Classification: Final Page 3 of 42

File Ref: EPL External User Training Manual v1.8 .doc Version: 1.8


Table of Contents

1. Introduction .................................................................................................................................. 5

1.1. Audience ....................................................................................................................................... 5

2. Definition ....................................................................................................................................... 5

3 EPL Overview ............................................................................................................................... 6

3.1 User Groups ......................................................................................................................... 6

3.1.1 Internal Users .................................................................................................................. 6

3.1.2 External Users ................................................................................................................ 6

3.2 Logging In ............................................................................................................................ 7

3.3 EPL Screen Details .............................................................................................................. 8

3.3.1 Forms .............................................................................................................................. 8

3.3.2 Lists ................................................................................................................................. 8

3.4 InTray Overview ................................................................................................................... 9

3.5 InTray Navigation ...............................................................................................................11

3.5.1 Navigation Buttons ........................................................................................................11

3.5.2 Go to Page ....................................................................................................................11

3.5.3 Go to Job using Job ID .................................................................................................11

3.5.4 InTray Sorting ...............................................................................................................11

3.5.5 Opening a Job ...............................................................................................................12

3.6 Advanced Search ...............................................................................................................12

3.7 Links ...................................................................................................................................12

3.8 Online Help ........................................................................................................................13

3.9 Logging Out ........................................................................................................................13

3.10 Automatic Log Out .............................................................................................................13

3.11 Change My Details .............................................................................................................13

3.12 Change Password ..............................................................................................................13

4. Plan Processing .........................................................................................................................14

4.1 External Roles ....................................................................................................................14

4.2 External InTray ...................................................................................................................14

4.3 How to Create and Lodge a Plan .......................................................................................15

4.3.1 How to Create a Job .....................................................................................................16

4.3.2 How to Delete a Job......................................................................................................18

4.3.3 How to View a Textual Sheet ........................................................................................18

4.3.4 How to View the Textual and Diagram sheets (Generate PDF) ...................................18

4.3.5 How to Enter Development Details ...............................................................................18

4.3.6 How to Enter Subject Title Details ................................................................................19

4.3.7 How to Enter Non-Standard Land Description .............................................................23

4.3.8 How to Enter Allotments (BEING CLOSED ROAD or PORTION BEING CLOSED

ROAD) in a Road Plan .................................................................................................................25

4.3.9 How to Enter Area Names ............................................................................................25

4.3.10 How to Enter Other Titles Affected ...............................................................................26

4.3.11 How to Notify Third Parties ...........................................................................................27

4.3.12 How to Enter Easements ..............................................................................................27

4.3.13 How to Enter Annotations .............................................................................................28

Electronic Plan Lodgement User Training Manual



4.3.14 How to Enter Survey Report and Search List Details ...................................................29

4.3.15 How to Enter Uploads ...................................................................................................30

4.3.16 How to Pay Fees...........................................................................................................31

4.3.17 How to Create and Remove Certifications on a Plan ...................................................35

4.3.18 How to Lodge or Re-lodge a Job ..................................................................................36

4.4 How to Create a Community Plan Amendment .................................................................37

4.5 After Lodgement.................................................................................................................37

4.6 Organisation Administration ...............................................................................................38

4.6.1 How to Update Organisation Details.............................................................................38

4.6.2 How to Update Organisation User Details ....................................................................40

Appendix 1 Plan Diagrams as TIFF Images ..........................................................................41




1. Introduction

This document is the External User Training Manual for the Electronic Plan Lodgement (EPL) application. It provides an end to end overview of how to use the system.

The contents of this document will provide instructions for all EPL user types for accessing the application and performing administrative and plan lodgement tasks.

1.1. Audience

The intended audience for this document is trainers and users of the EPL application.

2. Definition

EPL Electronic Plan Lodgement

DAIS Department for Administrative and Information Services

DPTI Department of Planning, Transport and Infrastructure

DTEI Department for Transport, Energy and Infrastructure

Job An Electronic Plan

LS Land Services

LTO Lands Titles Office

SAILIS South Australian Integrated Land Information System

PDF Portable Document Format




3 EPL Overview

For external users the Lands Titles Office (LTO) branch is responsible for granting Organisations and Plan Certifiers access to the EPL Application. If you require access to EPL, the appropriate application forms can be downloaded from the EPL Home page located within the LS Internet website.

3.1 User Groups

There are two types of user groups that can access EPL:

Internal Users

External Users

3.1.1 Internal Users

The Security Administrator is responsible for issuing internal and external user roles which permit various actions within EPL.

Internal users can be assigned to the following roles:

System Administrator

Security Administrator

Plan Depositor/Filer

Report User

Amendment Officer

Amendment Authoriser

Division Officer.

All internal users by default must be assigned the role of Division Officer. Role permissions are explained in detail in the Internal Processing section of this Training Manual.

3.1.2 External Users

The Organisation Administrator is responsible for issuing external user roles that permit various actions within EPL for that organisation. External users can be assigned to the following roles:

Plan Certifier

Organisation Administrator

Job Editor.

All external users by default must be assigned the role of Job Editor. Role permissions are explained in detail in the Plan Processing section of this Training Manual.




3.2 Logging In

Once you have been allocated roles and active login details for accessing EPL, the following steps can be followed to login:

Navigate to the EPL login page.

Enter in your User Id and Password details. Click on the Terms and Conditions link to view the EPL Terms and Conditions.

Before clicking the Login button, ensure that the Accept Terms and Conditions checkbox has been ticked.

If the login details you enter are incorrect, an error message will be displayed with a link for you to return to the login page and try again. If the login details entered are incorrect after 3 consecutive attempts, the account will be locked and you will need to contact LTO to unlock your account.

The first time you successfully login to EPL you will be prompted to change your password.

Enter your old and new password details. Click Save when you have entered all of the required password details.




3.3 EPL Screen Details

Most of the screens within the EPL Application are displayed as Forms or Lists of information.

3.3.1 Forms

Any screens that are displayed as forms enable users to enter information relating to the section which is being viewed. An example form is shown below:

Form fields which have an asterisks (*) displayed alongside are mandatory and must be entered before proceeding. If a form field or its contents are greyed out then the field is not editable by that user.

3.3.2 Lists

The other type of screen common within EPL is a List screen which is responsible for displaying lists of information. Most list screens will also include buttons to enable users to add, modify and delete information.




3.4 InTray Overview

Regardless of the user type, a successful login will present the In Tray screen. On the top right of the screen the current Logged on user details are displayed. Throughout the EPL Application, plan lodgements are also referred to as “Jobs” (Job is another name for an Electronic Plan). The InTray is a screen which will contain a list of plan lodgements in the system which you have permission to view. The columns displayed in the InTray are different for External and Internal users.

The screen below shows an example Internal InTray:

The columns displayed in the Internal InTray are as follows:

Job Id: The unique id of the job/plan within EPL. This is used to identify a job and is not duplicated within the system. Jobs are available as soon as they are lodged

T: The SAILIS plan type (i.e.: F, FX, D, C)

Number: The SAILIS plan number.

Area Name: list of area names which have been added to the job

Lodged: the date and time of the job lodgement

P: The priority which has been assigned to the job

G: if graded then shows the grade which has been assigned to the job

Closures: if closures checked then shows who performed closure

Organisation: the organisation which lodged the Job




Examiner: the name of the Division Officer who the job is currently assigned to

Status: the current status of the job

Date: the date and time of the last update to the job status

Notes: whether notes have been added to the job or not (Y/N).

The screen below shows an example External InTray:

The columns displayed in the External InTray are as follows:

Job Id: The unique id of the job/plan within EPL. This is used to identify a job and is not duplicated within the system.

Agent Ref: The Organisations agent reference details entered for the job.

Development No: list of development details which have been added to the job.

T: The plan type:

F = Filed Plan

FX = Filed Plan (No new identifiers or lease plan)

D = Deposited Plan

C = Community Plan

C(A) = Community Plan Amendment.

Number: The SAILIS plan number. Is available once the job has been lodged.




Area Name: list of area names which have been added to the job.

Fees: the date and time of the last payment of fees for the job.

Cert: whether the job has been marked as certified by a Plan Certifier (Yes/No) or if the Job does not require a mandatory certification (N/R).

Status: the current status of the job.

Date: the date and time of the last update to the job status.

3.5 InTray Navigation

At the top of the InTray, there is a navigation bar which provides functionality for navigating and viewing jobs in the list.

3.5.1 Navigation Buttons

Click on the navigation buttons to navigate though InTray list pages. Note if there is only one page of jobs, you will remain on the same page.

3.5.2 Go to Page

To go to a page enter the page number and click Go.

3.5.3 Go to Job using Job ID

To go to a specific job enter the Job Id into the Job ID field and click Go. The Job will then be opened automatically for you to view.

3.5.4 InTray Sorting

To sort the lodgements by column information, click on the appropriate column heading. Some columns cannot be selected for sorting as they may contain multiple entries such as Area Name and Development Number.

The sort icon next to the column heading indicates that that column has sorted the list. To sort in the opposite order re-select the column heading.

Navigation Buttons Go to Page Go to Job using Job Id

Sort Icon




3.5.5 Opening a Job

To open a job from the InTray, click the radio button for the job and select the Open button. Once a job has been opened, the Job Id is displayed on the top right of the screen.

When the job is opened, the InTray display will be replaced with the opened Job Details. The job is separated into different sections or tabs to enable users to easily navigate to different details for the job.

Since the tabs displayed for an opened job depend on your user permissions and the plan type, different types of EPL users will be allowed to view different tabs for a given job.

3.6 Advanced Search

In the top menu bar, there is a Search link which will allow you to search for a particular job. Enter search details for at least one field on the form before clicking Search.

The search results will be displayed in an InTray list and can be viewed and opened as per the InTray Overview (0).

3.7 Links

At the top of the EPL screen there is an option called Links which is available to all EPL users. The items in this menu are links to useful external sites that the EPL user may choose to view.




3.8 Online Help

While using the EPL application, Online Help is available for each screen and can be viewed by clicking on Help in the top right hand corner of the screen. The relevant help information for the current screen will appear in a new browser window.

3.9 Logging Out

Users can log out of the EPL application by clicking on the Log Out button at the top right hand corner of the screen.

3.10 Automatic Log Out

Once you have logged into EPL, if the screen is inactive and you do not perform any actions for 30 minutes, you will automatically be logged out.

3.11 Change My Details

Select My Details from Admin located in the top menu.

Some details are available to edit including your personal email address. Your Security or Organisation Administrator can change remaining details and re-issue passwords.

3.12 Change Password

Select Change Password from Admin located in the top menu.

This screen allows you to change your password. Passwords must be at least 8 characters in length and contain at least 1 upper case and 1 lower case letter and one numeric character.

The application will lock the user out after 3 incorrect login attempts, i.e. the User details will be inactive and will need to be re-activated by an Administrator.

The User will be forced to change their password when they login for the first time or after an Administrator has reset their password. The User will also be forced to change their password on a regular basis.

Plan Certifier passwords cannot be changed by user but can be changed by LTO.




4. Plan Processing

External Users are Electronic Plan Lodgement (EPL) users who belong to Organisations that prepare, certify and lodge electronic plans and related information.

4.1 External Roles

There are three groups which users can belong to:

Job Editor is an EPL user who has permission to create and lodge a new plan. Once a Job Editor has created and lodged a plan, the plan will then be available for Lands Titles Office (LTO) to examine. A Plan Certifier will also require Job Editor level access to use the Internal InTray.

Plan Certifier (a Certified Surveyor) only has permission to mark plans as certified before they are lodged. LTO is responsible for initially adding Plan Certifier users to the EPL system. Organisation Administrators can then assign the role of Plan Certifier to a user.

Organisation Administrator is responsible for maintaining the user details for all EPL users who belong to their organisation and can delete jobs in Draft status.

4.2 External InTray

When a Job Editor logs in successfully to EPL the InTray will be displayed.

Default sort order for the InTray is by Job Id.

Agent Ref column identifies plan reference entered on Plan Header screen and also shown on the Textual Sheet.




Development No. column identifies development details entered.

T column shows the plan type.

Number column is the plan number issued by LTO following lodgement.

Fees column is the date and time of fee payment if paid.

Cert column is whether the job has been marked as certified by a Plan Certifier (Yes/No) or if the Job does not require a mandatory certification (N/R).

Status column identifies which status the job currently is in. Electronically Lodged Plan Status:

Draft – Plan Header tab saves and issues JOB Id. Job is available for editing

Lodged – Lodgement is successful

Examination – LTSA Plan Examiner has taken job for examination

Correction – Requisitions received. Job is available again for editing and re-lodgement.

Re-Lodged – Re-lodgement successful

Approved – Approval successful

Re-Approved – Approval successful

Deposited – Deposit successful

Filed – Filing successful

Amend – LTO Amendments Officer is amending plan following Deposit or Filing

Rejected – LTO has rejected the plan

Withdrawn – LTO has acted upon a withdrawal request.

Date column is the date and time of the last update to the job status.

Open button allows users to select a job and open it.

Delete button allows Organisation Administrators to delete jobs that are in Draft status.

Generate PDF button allows the user to view and print both the Textual and diagram sheet(s) when the Job Status is in Draft, Correction, Examination, Lodged or Re-Lodged.

Textual Sheet button allows users to view the Textual Sheet for a Job.

4.3 How to Create and Lodge a Plan

When a Job Editor initially creates a new job, the relevant tabs are made available for details to be entered as required. The plan type and plan heading will determine how the remaining tabs and data entry fields and drop-down lists appear. They also determine optional and mandatory requirements for the job prior to lodgement. Data




can be entered in any tab order although once the plan is certified or lodged most tabs are unavailable for editing.

4.3.1 How to Create a Job

Select New Plan from the menu bar and only the Plan Header tab will appear.

The Plan Header tab requires the user to enter in the displayed form field information:

The organisations agent reference is entered in the Agent Reference field.

The option selected in the Plan Type dropdown box will determine what other form fields are available on the Plan Header and all other tabs in Job along with the mandatory status of the fields. The selected Plan Type and Plan Header can only be modified prior to the Plan Header being saved.

The options displayed in the mandatory dropdown box Plan Heading will be determined by the Plan Type which has been selected.




The Crown Fee Exemption should only be selected if the job is being lodged on behalf of the Crown. If selected, then the plan will not incur any fees that are crown fee exempt. The Crown Solicitors Office will also be notified of Job details at lodgement. Crown Fees Exemption cannot be modified if fees have been paid unless the Fees are reset.

One or more Council options can be selected by holding down the Ctrl key and clicking on each required Council.

If required the New Parcel Details section needs numeric entries for the Total Number of Parcels (including Pieces, Roads, Reserves and Common Property), Number of Allotments/Lots (excluding Roads, Reserves and Common Property) and Lowest Parcel Number. If required, enter a Last Plan Reference and click Add Last Plan Reference. To delete a Plan Reference click the Delete button alongside the appropriate reference. Multiple Last Plan Reference entries can be added. For secondary or tertiary community plans please enter the relevant prior community plan first.

.

Enter a Map Reference and select the Add Map Reference button. To delete a Map Reference click the Delete button alongside the appropriate reference. Multiple Map Reference entries can be added.

If you decide not to continue with the creation of the new plan, clicking Cancel will return you to the InTray.

If you would like to save the Plan Header, once all of the required details have been entered, click the Save button. The job will be created and a Job ID assigned.

If there are any mandatory form fields which were not completed or invalid data entered, an error message will be displayed alongside the relevant field. Any fields which have an error message must be corrected before the Plan Header can be successfully saved.

Once the Plan Header has been saved the Job Id will be allocated and the remaining tabs for the job will be displayed. At this stage, the user can either continue to navigate through the available tabs and enter the required information or the user can return to the job at a later date.

When a job has been saved successfully, it will appear in the user’s InTray list with a status of Draft and will be available for information to be added or modified at any stage prior to lodgement.




4.3.2 How to Delete a Job

An Organisation Administrator can only delete a job if it is in Draft Status and fees have not been paid.

Select the job from the InTray view and select the Delete button. The job will be removed from EPL database.

4.3.3 How to View a Textual Sheet

The Textual Sheet is a convenient way of tracking the job progress together with using InTray column information. The Textual Sheet can be opened in a new browser window either from the InTray or Plan Header screens.

To view a Textual Sheet from the InTray, click the radio button located on the left of the job row before selecting the Textual Sheet button.

To view a Textual Sheet from the Plan Header screen, select the Textual Sheet button.

4.3.4 How to View the Textual and Diagram sheets (Generate PDF)

The Generate PDF tab is available to view, email or print the Textual and Diagram sheets of a plan. This tab will display all of the Textual and Diagram sheets (where the diagram sheet(s) are uploaded) for the plan when the Job Status is in Draft, Correction, Examination, Lodged or Re-Lodged. If this tab is selected after the plan is lodged the plan type and number will also be displayed. Generate PDF can be opened in a new browser window either from the InTray or Plan Header screens.

To view the Textual and Diagram Sheets from the InTray, click the radio button located on the left of the job row before selecting Generate PDF button.

To view a Textual Sheet from the Plan Header screen, select Generate PDF button.

4.3.5 How to Enter Development Details

If available, this tab requires the user to enter Development Details for the job. Multiple development numbers can be added. Only a single development exemption can be chosen. Both exemption details and development numbers are not permissible.

Details can only be edited when the job is in Draft or Correction status and no surveyor certifications exist. If a plan has been certified with a saved only development number then if the number is valid the approval date and version number will be updated at lodgement without having to re-certify the plan.




If required enter the development number as shown. Select the Retrieve button and the Development Number is checked with the EDALA System. The Approval Date and Version Number is returned or an error message.

Alternatively enter the development number and select the Save button. Development Number is checked and validated with the EDALA System at lodgement.

If required select exemption details from the drop-down list or enter in ‘if other’ textbox.

Once Development Details have been saved or validated for a job, they will be displayed in a list of Development Details.

To add Development Details click on the Add button.

To modify or delete Development Details, select the appropriate Development Detail and click either the Modify or Delete button.

4.3.6 How to Enter Subject Title Details

The Subject Titles tab allows the user to enter the necessary information about the subject titles, subject parcels, area names and other titles affected relating to the new plan.

The screen is divided into two sections, a left hand navigation panel and the right hand data entry panel.




The left hand navigation panel is provided to view and quickly access the summary Subject Title information which has been entered for the job by the user.

The right hand panel is where the Subject Title information should be entered. To enter a Subject Title, enter in the mandatory form fields and click Retrieve Parcels to retrieve from SAILIS the corresponding Subject Parcels and Area Names. If an invalid Subject Title entry is entered, an error message will be displayed.

The permissible title prefixes are determined by the plan type and heading. Only current and partially cancelled titles are accepted. Titles containing part parcels are not permitted in subject titles. Part parcel titles can be added in Other Titles Affected section.

When Retrieve Parcels has been clicked, the Subject Parcels and Area Names related to the Subject Title will be displayed beneath the subject title details. Each Subject Parcel and Area Name can be deselected by clicking on the checkbox before clicking Save.

If Cancel is clicked, the subject title and it’s corresponding subject parcels and area names will not be added to the plan.

The Add Parcel Details button will only be displayed if a pre-populated parcel is deselected or if the title prefix is Other. Parcels can only be manually entered in these circumstances.

If necessary select the Add Parcel Details button and the Maintain Parcel Details screen will appear.




The Parcel Type Description will determine which Plan Type or Hundred Name or Town Name drop-down list appears. Enter Parcel details as appropriate. Select a Hundred in the drop-down list and select Add Hundred/IA/Division to add the Hundred. Repeat to add multiple Hundred/IA/Division names.

If Historical references are required also select the Maintain Historical References button to display the Maintain Historical Reference Details screen before selecting the Save button to save parcel details to the Maintain Subject Title Details screen.

To modify or delete subject parcels for a subject title, select the Modify or Delete button alongside the manually entered parcel.

The Area Names for a pre-populated subject title are displayed in the Area Names section of the screen and can be selected/deselected as required before clicking Save.

If the plan requires historical references to be added, after Retrieve Parcels has been clicked for a subject title, a Historical References button will appear alongside the parcel.

Click on the Historical References button to display the Maintain Historical Reference Details screen.




Enter in the mandatory values for the Historical Reference Type and a single Historical Reference Number before clicking Add Historical Reference button. Enter references individually.

The Historical Reference will now appear in the list of Historical References and can be deleted if incorrect.

Multiple Historical References can be individually added on this screen.

Once all Historical References have been added, you must click Save before proceeding.

After clicking Save, you will be redirected to the Maintain Subject Titles screen.

If parcels have been added manually then the Part Title or Full Title indicator must be selected.

Select the Save button if you wish to save all of the entered subject title and historical reference information added for the job.




Clicking either Save or Cancel will present the Subject Titles tab which lists all of the Subject Title details which have been entered for the plan. The Subject Titles tab also allows users to maintain Area Names and Other Titles Affected.

4.3.7 How to Enter Non-Standard Land Description

Selecting Prefix* you will be able to select the following: CT/CL/CR and Other

Selecting “Other” will allow you to enter non-standard land descriptions. E.G. Road Plans.

Other Reference:* is a mandatory field, if the RTD number is unknown enter either a SPACE or “RTD”, this field can be update later when RTD no is known, however you will need to be sent out by examiner to lodging party to be added prior to plan being deposited to be updated. Title Reference* has now 3 buttons to choose from: Part Title, Full Title and Other. Note: Other is selected when using the drop down “Other”.




Now Select “Add Parcel Details”

Maintain Parcel Details

Under the heading “Parcel Type Description”, Select “Other”

Other Parcel Description* is now Mandatory is where you can enter any non-standard land description up to 250 characters. E.g. “Closed road being adjacent to Allotment 100 in D 25484”. (Note: text will default to Capitals on TEXTUAL Sheet).

Hundred/IA/Division must also be added. Then Save




Then save Again

4.3.8 How to Enter Allotments (BEING CLOSED ROAD or PORTION BEING CLOSED ROAD) in a Road Plan

Maintain Subject Title Details, once you have “Retrieve Parcels”, you will see under “Subject Parcel” you will have a drop down to select: ALLOTMENT(S) ALLOTMENT(S) (BEING CLOSED ROAD) ALLOTMENT(S) (PORTION BEING CLOSED)

4.3.9 How to Enter Area Names

Additional Area Names can be added to the job by selecting the Add button below Area Names in the Subject Titles Tab.




Select an Area Name from the drop-down list and select the Add button. The Area Name will appear at the top of the page together with a Delete button.

Area Names can be deleted by selecting the Delete button against the Area Name.

Area name changes are saved by selecting the Save button, which will then return user to the Subject Titles tab.

Area Names can also be deleted from the Subject Titles tab by selecting the Area Name and then the Delete Button.

4.3.10 How to Enter Other Titles Affected

All plans can have Other Titles Affected added from the Subject Titles Tab.

To add an Other Title Affected for the job, click Add in the Other Titles Affected section.

The Maintain Other Title(s) Affected screen will be displayed. The Prefix, Volume and Folio must be entered before Add is clicked. If the details for the Other Title Affected are not valid, an error message will be displayed at the top of the screen.

If the Other Title Affected added is valid, it will be displayed in the list and can also be deleted if it is no longer required.

Select the Save button when all of the Other Titles Affected have been added.




After selecting Save or Cancel buttons, the main Subject Title Details screen will be displayed.

Other Titles Affected can be modified or deleted by selecting the Other Title Affected and then selecting the Modify or Delete button.

4.3.11 How to Notify Third Parties

The Notified Third Parties tab allows the user to enter up to 5 email addresses to receive notifications about the change in status of the job during the plan lodgement process. The entered parties will receive notification when the job status is Lodged, Approved, Re-Approved and Deposited.

On the Notified Third Parties tab enter each email address and select Save button or Cancel button.

If a job has Notified Third Parties added to it, the list will be displayed and items can be added, modified or deleted.

4.3.12 How to Enter Easements

Select the Easements tab to enter in any Easement details for a Job.

The mandatory information and options available in the dropdowns will change depending on what options are selected beforehand and the Plan Type of the current job.

Multiple easements can be added for a job. Saved Easements are displayed in a list to which items can be added, modified or deleted.




4.3.13 How to Enter Annotations

Select the Annotations Tab. The List of available Annotations will be pre-populated according to the Plan Type. Alternatively, Other can be selected.

Select the required annotation and fill out the form details as required and select the Save button or the Cancel button. The form fields will change based on the Annotation you select.

Select Other in the Annotation drop-down list to make available a text box to enter free format annotations. Select the Save button when finished entering the annotation.

The list of annotations for a Job is displayed in a slightly different format to other lists within EPL.




Multiple Annotations can be added and existing annotations can be modified or deleted by selecting the radio button alongside an annotation before clicking Modify or Delete.

4.3.14 How to Enter Survey Report and Search List Details

Depending on the plan type and heading selected in Plan Header tab, the survey’s Checklist or Additional Search List Items may be optional or mandatory.

Select the Survey report tab and fill out the form details and select the Save button or select the Cancel button to cancel the changes.

If a search list is required then enter details in the Additional Search List Items text box. The subject titles and plans already entered in Subject Titles tab will be pre-populated to the survey report. If no more search list items are required then user can enter N/A to identify no further information was used apart from subject land surveys.

If required select all Checklist Items that are satisfied by survey. If not all items are selected, then the user must also either enter information in the Comments text box or upload an attachment:

Survey Report comments can be entered in the Comments text box.

To upload a Survey Report attachment, click the Browse button and select the appropriate file. Multiple attachments can be added for a job. Permissible attachment file extensions are currently .doc, .docx, .jpg, .txt, .pdf, .tif or .tiff. Survey report attachments with comments can also be uploaded in the Uploads tab.

Click on the View Survey Report button to view the survey report.




4.3.15 How to Enter Uploads

The Uploads tab allows users to attach the following types of files to the job:

PM Locality Sheet

Plan Diagram

Survey Report Attachment.

Plan Diagram and PM Locality Sheet and files uploaded must be in TIFF format - Group 4 Fax Encoding compression with 300 x 300 DPI resolution and not be a multi-page image.

Plan Diagrams images should not show any sheet numbering or version details as EPL will annotate these onto the sheets. Plan Diagram uploads will appear in the SAILIS system following lodgement, approval and deposit.

Survey Report file extensions can only be either .doc, docx, .jpg, .txt, .pdf, tif or .tiff.

The sheet version will increase by 1 each time a file replaces the previous sheet and the job version increases each time the job is re-lodged.

For more information on the TIFF file format see Appendix 1.

Select the appropriate Attachment Type from the available list and click on the Browse button to navigate to the required file. The selected file will be displayed in the File Name field.

Click Save to add the attachment or Cancel to cancel the upload.

All files that have been successfully uploaded for the job will be displayed on the Upload list page with the appropriate version number attached.

Once Plan Diagram uploads have been added for a job, the sequence order of the attachments can be changed using the sequencing buttons displayed next to the plan diagram uploads.

If the PM Locality Sheet is the attachment type, entering the PM Number is mandatory.




To delete an uploaded file displayed on the Uploads screen, select the radio button alongside the file and select the Delete button.

To replace an uploaded file displayed on the Uploads screen, select the radio button alongside the file and select the Replace button. Browse to the new file on your machine and select it. This file will replace the previous version of the uploaded file.

After replacing an uploaded file, the version number of the file will be updated. If you decide to revert to the last version of the file, select the file before clicking Reset to Previous Version. Do not select this option if the original file has been previously deleted.

After resetting an uploaded file to the previous version, the previous uploaded file will be displayed with the previous version details.

4.3.16 How to Pay Fees

The fees which are calculated for a job are based on the Plan Type and New Parcel Details entered for the job on the Plan Header tab. The Fees for the job must be paid before EPL will allow the plan to be lodged. Fees can be paid prior or following surveyors certification of the job.

If the Direct Debit payment option is required, an Organisation must down load the appropriate application form from the LS web site and return the application to the LTO for processing.

Select the Fees tab which will show the current fees due, fees paid and any refunds which have been performed for the job.




Select the Pay Fees button to enter the payment details.

The Pay Fees screen will display the amount which is payable. If the user belongs to an Organisation which is allowed direct debit payments, the payment methods available will be Credit Card or Direct Debit. Direct Debit details will be pre-populated based on information held within LS.

If the user belongs to an organisation which has not been setup for Direct Debit payments, enter the Credit Card Details.

Once the payment details have been entered and Process has been clicked, a Receipt will appear in a new browser window.




The Receipt will be a PDF document and when it is displayed, you can save it or print it.




After the payment is processed, the user will be returned to the Payments screen with payment details or a message will appear to inform the user if the payment failed.

Once a successful payment has been made, the View Receipt button will appear to enable the user to view and reprint the receipt. The receipt will now be displayed with a COPY watermark.




4.3.17 How to Create and Remove Certifications on a Plan

Certain Plan Types require certification before plan lodgement can proceed. A user must be an authorised Plan Certifier to mark the plan as certified. Prior to certification at least one plan diagram must be uploaded and if required the Survey Report requirements should be fulfilled.

Login as a Job Editor, open the job and navigate to the Certify tab.

All certification Details are pre-populated as per the plan type and heading entered. Mandatory certification cannot be de-selected. Enter in the required Certification Details and click Save. The certifications are now saved and ready for a Plan Certifier to certify the job.

A Plan Certifier must now login, open the job and select the Certification tab and enter in the Plan Certifier Username and Password before clicking the Certify button.

The certifying surveyor should check that the correct full name is shown on the certification signature as per their license. The organisation administrator should correct the Plan Certifier user details if this is incorrect.

The plan will then be marked as certified and all tabs other than Certify, Fees and Lodge will become read only. To apply updates to these read only tabs, the certification will need to be removed by a user. The Remove Certification button will appear on the Certify tab.

To remove a certification a user must select the Remove Certification button on the Certify tab.




4.3.18 How to Lodge or Re-lodge a Job

When all of the required information has been entered or corrected following requisition, the plan can be lodged or re-lodged.

To lodge or re-lodge select the Lodge tab.

When you are ready to proceed, select the Lodge or Re-lodge Plan button.

A popup message will appear to confirm that you wish to lodge the plan. Click Yes to continue or No if you do not wish to lodge the plan yet.

After clicking Lodge or Re-lodge Plan, you will have to wait a few moments for the lodgement to be processed.

If the lodgement fails, you will be returned to the Lodge screen with error messages indicating any issues with the job. System failure errors will also be listed at lodgement. The minimal requirements to lodge or re-lodge are an uploaded plan diagram and fees paid, with additional requirements based on plan type and heading selected in Plan Header tab.

Once the job has been updated to include the missing components, lodgement can be attempted again.

When the plan has been successfully lodged, the Lodge screen will then display the details for the lodged plan, including a Plan and Document Number.




The Job has now been lodged or re-lodged and is available to be examined by a Plan Examiner within LTO.

The status of the job is now Lodged or Re-lodged.

The Job is only available for editing if the status is either Draft or Correction.

4.4 How to Create a Community Plan Amendment

Only Community Plans originally lodged and deposited via EPL can be amended in EPL.

A Job Editor can create a community plan amendment by clicking on CP Amend in the top menu bar.

The Select Plan screen is displayed.

Enter a valid Plan Number for a deposited community plan and click Retrieve.

The required tabs for a Community Plan Amendment will be displayed.

Enter the plan information on the displayed tabs as detailed in How to Create and Lodge a Plan section.

Any existing Development Details or Subject Titles belonging to the Community Plan cannot be modified or deleted. No new subject title details can be entered. However any titles affected by amendment should be entered as Other Titles Affected.

Once all of the amendment details have been entered on each of the relevant tabs, the fees can be paid, the plan can be certified and the plan can be lodged.

4.5 After Lodgement

Following lodgement or re-lodgement the job will be examined or re-examined within LTO. The job status is updated to Examination when a LTO Plan Examiner begins examination.

LTO will then either:




Approve the plan. The job status is updated to Approved. A notification email is sent to the organisation including the Approval Advice.

Send requisitions against the plan to the Organisation. The job status is updated to Correction. Any certifications will be removed to enable editing. A notification email is sent to the organisation and requisitions will also appear on a Requisitions tab within EPL. It is then the Organisations responsibility to correct the requisitions and re-lodge the job.

Reject the plan. The job status is updated to Rejected. A notification is sent to the organisation.

Act on a withdrawal request by the organisation. The job status is updated to Withdrawn.

Following Approval notification emails will also be sent to the organisation when the plan status changes to Re-Approved, Deposited or Filed. The Job is only available for editing if the status is either Draft or Correction. A new version of the job outcomes will be created each time the job is re-lodged.

4.6 Organisation Administration

The Organisation Administrator is a representative from an Organisation who has permission to modify the details for the Organisation and it’s Users.

4.6.1 How to Update Organisation Details

On the top menu panel, select Admin and from the dropdown menu, select Organisations.

Enter the Organisation Details which need to be updated select Save button.

Organisation Address, Phone and Fax appear on the Textual Sheet.

The Contact Email is used to send lodgement, requisition, approval and deposit notifications.




Financial details are not available for update and require the organisation to contact LTSA in writing. LTSA will update authorised details as appropriate.




4.6.2 How to Update Organisation User Details

When an Organisation Administrator logs in, select Admin from the top menu panel and from the dropdown menu, select Users.

A list of Users in the organisation will be displayed and using the standard List workflow used in EPL, users can be added, modified or deleted.

To create a Plan Certifier user the Surveyor’s License number must be selected. The First name should include all given names as shown on the Surveyor’s licence.

The Users screen also contains an Audit button.

The Audit button will display a history of actions which have been performed on the users including the date/time and the Organisation Administrator who modified the data.

To modify details select the user and then the Modify button. The maintain user screen will appear, add or change details and select Save button.




Appendix 1 Plan Diagrams as TIFF Images

The A3 Plan Diagram sheets must be uploaded into EPL as a black and white image in TIFF Group4 Fax single format in 300 x 300DPI in Landscape orientation. Individual images for required for each diagram sheet.

All references to sheet numbering and version control must also be removed from the plan diagrams.

Textual Sheet images are built within EPL from user inputs.

Why does EPL only accept TIFF files?

The format of the plan lodged manually at the Lands Titles Office is a hardcopy on film. Plan numbers are added and then Lands Titles SA scans these plans creating TIFF images which are subsequently loaded into The SAILIS application where clients can access the images. EPL replicates this process for electronically lodged plans. Title diagrams and documents are also stored as TIFF images.

TIFF is a lossless image open file format used for archiving, as the format does not lose the accuracy of information over time. TIFF images hold scalability and are therefore good for scaled drawing image, GIS and CAD use. They are easy to edit and relatively small in size. National land administration and archiving libraries use the TIFF file format. These features enable EPL to accurately place notations, sheet numbering, barcodes, amendments and versioning details on plan diagram images.

How can plan diagram TIFF images be created?

Single TIFF images can be created in the following ways:

Scanning the hardcopy plan

GIS and other file conversion software

Print driver software

Engineering or CAD software saving or exporting features

What is the recommended way of creating TIFF images for EPL?

Most lodging organisations utilise print drivers to create TIFF images. Instead of selecting a printer to print to, select the print driver and plot or print command then creates a tiff file.

The print driver may exist within a CAD package or can be purchased separately:

Use AutoCAD capability to create a standard raster file plotter driver ‘TIFF Version 6 (CCITT G4 2D compression)’. Page sizes, Scales & Line thickness are modified to suit the 300dpi standard

Alternately use a print driver such as PEERNET's 'TIFF Image Printer 7.0’ or ‘Zan Image Printer for Windows’ that can print to a single TIFF image file from any windows application. These can be found and purchased online. The settings for these print drivers can be found in ‘Printer Preferences’ in the Printers list in Windows.




TIFF File Properties

Right-click the file in windows and select properties:

EPL External User Training Manual - SA.GOV.AU · Issue Date: Classification: Final Page 3 of 42 File Ref: EPL External User Training Manual v1.8 .doc Version: 1.8 Electronic Plan

Documents