An Update to the Partnership Accounting Module
This is an update to the Partnership Accounting modules AFE section. It deals with the generation of AFE numbers, and other numbers such as Vouchers, Leases, Work Orders etc are developed through use of the Java Programming Language developments designated as Data Oriented Programming or DOP.
The AFE
One area we have not discussed in detail are the processes around the Authority for Expenditure or AFE. I will break the AFE discussion down into two parts. One is here in the Partnership Accounting module. The other can be found in the Research & Capabilities and Knowledge & Learning modules. What we’ll discuss are the Partnership Accounting aspects of the document. Later, we’ll examine the “capabilities deployment” elements in the other modules.
As with any interface in the Preliminary Specification users will have the opportunity to right click on an item and pull up a contextual menu item called “Create an AFE.” The system will have intelligence and be able to generate elements of an AFE template with the information that a user right clicks upon. For this scenario, let's assume that a user clicks on an image of a well. The system will then populate the new AFE template with the information for that well type and the partners in that Joint Operating Committee. Suggestions were made that another lateral and frac job be done to increase shale gas production through the well bore. And the user populates the AFE with the appropriate account codes to account for the budgeted costs of those operations. (Note: Due to the extensive work done during development of the Preliminary Specification it should be anticipated that the industry would have access to a global chart of accounts.) Budgeted costs were worked out with a number of vendors that users were working with who have developed some enhancements to the re-entry and fracing of multi-lateral wells. Producers consider these innovations significant, and the costs make them potentially valuable additions to well profiles.
To present the AFE to partners, users have asked them to join others in the “Marketplace Interface” at the vendor's facility to view a presentation of their enhanced tool. All confirmed attendance. At the end of the presentation users who are authorized members of the Joint Operating Committee digitally sign the AFE. This releases the document to the other partners. (All with data elements consistent with their data naming conventions. Global AFE #’s, account #’s, etc.) Cost estimates and timeframes that this can be done for the one well, the poorest performer in the facility. Users also submit engineering and geological analyses of why they think the formation will perform well for the proposed work.
Within the AFE document itself there is a collaborative interface for partners to discuss issues and opportunities related to the document. During the month this discussion focused on how the existing lateral could be protected from damage during the drilling and fracing of the second lateral. Several partners expressed concern that the program did not do enough to ensure no damage occurred so a supplemental was raised. After the supplemental there seemed to be consensus among the Joint Operating Committee members that the risk was worth the effort. All participants digitally sign the AFE.
As part of the collaboration, the producer firm determines who is available to participate. A team is set up to manage the engineering and geological aspects of the program. These people's time on this project can now be charged through the Work Order system with the appropriate Work Orders created. The account codes for vendors for that AFE will be able to accept charges. Cost overruns were not expected as an arrangement with the vendor for a fixed price was agreed.
This is a scenario of how the firm will raise an AFE and have the members of a Joint Operating Committee approve / disapprove of / discuss it. Within producer firms there would be automated routing of the document to the various internal departments for approval. This could be done simultaneously as multiple people can read, process and approve one electronic document at the same time. Therefore accounting, production and exploration could each approve the AFE on the same day, eliminating the time-consuming paper shuffling that normally occurs. Even within each department the various people who need to see and sign off on the information can do so.
This document routing will be conducted at each producer participating in the Joint Operating Committee. Each partner has access to the AFE documents collaborative interface. This discussion is available to those who may have questions in the future as to why decisions were made and for what reason.
To clarify some of the similarities and differences between the AFE and Work Order in the Partnership Accounting module of the Preliminary Specification. And to point out a significant difference in the People, Ideas & Objects systems documents which differ from those ERP systems that operate in oil & gas today.
Another aspect of how both the Work Order and AFE are unique in the People, Ideas & Objects system compared to other systems today is the manner in which documents are stored. Everyone has experienced the difficulties that multiple copies of files edited by different people create. A disappointing and troubling problem with electronic files that would be a disaster for documents. No one can have different electronic versions of a document. Therefore there can only be one copy of the document used by everyone. (Exclusions for backup etc.) However, since it's digital, multiple people can use the same document at the same time, as long as everyone is presented with the same, most current version.
The most effective example of a system that uses this exact manner of file management is Google Docs. Users have access to a list of files in which they grant access to and can edit the same file. Other users in Google Docs can be seen editing the file in real time. Any conflicts in editing those files are resolved by users while reviewing. The file remains as one complete edited file presented to each user at all times. With a history of prior versions available for review. There is no need for someone to take edits from many files and put them into one file as is the case with Microsoft Word or Excel.
Instead of files People, Ideas & Objects will present users with documents like AFE’s and Accounting Vouchers that they have authorized access to. They and others will be able to view, edit and delete based on their authorization level and be assured that only those documents exist. No other more or less advanced copies are being worked on elsewhere. The amount of time and energy saved by knowing just one document exists is satisfying and highly productive.
We have discussed many times that the People, Ideas & Objects application modules are moving the compliance and governance frameworks of the hierarchy into alignment with the legal, financial, operational decision making, cultural, communication, innovation and strategic frameworks of the Joint Operating Committee. By doing so we recognize and adopt the industry culture in its many forms. The change we are implementing is the removal of bureaucracy. When it comes to the AFE process there is little in the current process used by companies that is not representative of the industry culture. It is optimal that People, Ideas & Objects and our user communities capture that culture in these software developments when developing the AFE process.
One area that we will enhance the AFE process is through the elimination of the "Operator" designation. People, Ideas & Objects operates on the concept of pooling the resources of the partnership represented on the Joint Operating Committee. This is done to help mitigate technical resource shortfalls, particularly in earth science & engineering disciplines. As a result of this pooling an AFE will be available to any participant in a Joint Operating Committee to post charges. Those charges could be for their staff who are working on the project or for costs they incurred on behalf of the project.
With each producer potentially contributing unequal shares to the joint account or AFE during a month, or over the course of an AFE’s term. They can either over- or under-commit their participation. Therefore monthly equalization will need to be a necessary part of the reconciliation of the AFE accounts. For example, if one of the partners pays for the drilling day rate, and their working interest share is only fifteen percent, they would have paid in excess of fifteen percent of the budgeted AFE. In a case such as this, the producer would be compensated to the point where their contribution does not exceed the approved total amount of their obligation.
All of this is consistent with the industry culture today. What we propose is aligning this culture within the Joint Operating Committee and its other eight frameworks. With the Joint Operating Committee being the key Organizational Construct there are six other Organizational Constructs that bring other cultural elements in as supporting institutions. We are not resisting this well ingrained highly functioning “inertia” as Professor Langlois calls it in his paper with Paul L. Robertson, Institutions, Inertia and Changing Industrial Leadership. (Please note all subsequent references in this module are to this paper.)
Inertia is the focus of this paper. As is explained in more detail below, inertia has two major functions in the cycle of punctuated equilibrium. Inertia results from, and in a sense embodies, the best feature of the stable phase of the cycle because it is based on the learning process in which producers determine which procedures are most efficient and effective. Once people are satisfied that they know how to do things well, they have very little incentive to look for or adopt new methods. In the words of Tushman and Romanelli (1985, pp. 197, 205), "those same social and structural factors which are associated with effective performance are also the foundations of organizational inertia..., success sows the seeds of extraordinary resistance to fundamental change." Inertia also provides the tension, however, that leads to the (relatively) short, sharp shock of the revolutionary period (Gould, 1983, p. 153) because the pressure required to displace a successful but inert system is considerable and takes time to accumulate. When there is little inertia, change can be assimilated in a gradual and orderly fashion, but an entrenched system may need to be vigorously displaced. p. 3.
I began with a discussion of the industry culture and how the inertia of the industries' routines and capabilities made for formidable obstacles to progress. Thankfully we are not focusing on changing cultural inertia in the oil & gas industry. We are trying to disintermediate the bureaucracies and change the systems to recognize the culture, routines, capabilities and inertia of the Joint Operating Committee. Making it a central part of all that is done in the industry. With a focus on bringing accounting and administration into the fold. This does however require the retirement of bureaucracy.
And institutional change, we argue, can often take place through the more or less slow dying out of obsolete institutions in a population and their replacement by better-adapted institutions - rather than by the conscious adaptation of existing institutions in the face of change. p. 6.
The bureaucracy does not sustain its own inertia. It is a forced or contrived existence that serves a few within the organization. These needs can be taken care of by the Joint Operating Committee. I’m thinking of the command and control, budget and finance functions. What we have said we are doing with the Preliminary Specification is moving to the natural and cultural form of organization of the oil & gas industry, the Joint Operating Committee. Making the transition from the bureaucracy's forced means to the Joint Operating Committee's more natural way will not be a problem. Until...
Another aspect of capabilities that has recently received a great deal of attention is organizational culture. In practice, not all organizations may be equally able to cope with change, as existing patterns of behavior involving both executives and subordinates may be resistant to change. Organizations develop collective habits or ways of thinking that can only be altered gradually. To the extent that a given culture is either flexible or consistent with a proposed change in product or process technology, the transition to the new regime will be relatively easy. If, however, the culture is incompatible with the needs posed by the change and is inflexible, the viability of the change will be threatened (Robertson, 1990; Langlois 1991; Camerer and Vepsalainen, 1988). p. 9.
And the proposition that this transition will occur has been threatened by the bureaucracy. They hold the budget and have exercised it by not providing funding towards People, Ideas & Objects. In this regard, the bureaucracy is self-serving and looks after its own interests. The abandonment of the industry's future is now evident in these actions. The responsibility for all damages and destruction falls to the officers and directors. What will the situation be like in five or ten years? Will their methods continue? What will they do now when it is clear they’ve failed?
Teece neglects the negative side of Nelson and Winters analysis, however, and fails to note that the inflexibility, or inertia, induced by routines and the capabilities that they generate can raise to prohibitive levels the cost of adopting a new technology or entering new fields. Such inertia can develop to the extent that existing rules are both hard to discard and inconsistent with types of change that might otherwise be profitable. p. 10.
McKinsey Consulting suggests that large populations will join the middle class in 20 years. This will have a dramatic effect on the levels of energy consumption. If the oil & gas industry fails to respond to these demands due to bureaucracies' lethargic ways, will anyone note the Preliminary Specification was proposed?
Whereas major competence enhancing innovations may, in time, be assimilated, the creation of entirely new organizations may be needed to deal with innovations that undermine the capabilities or competencies of existing firms. p. 11.
Enhancements Through Data Oriented Programming
Recent technological advancements in the Java Programming Language, defined as Data Oriented Programming, have introduced new capabilities to People, Ideas & Objects, particularly in creating an AFE (Authorization for Expenditure) number. Traditionally, AFE numbers were serially assigned to meet unique requirements and fulfill database primary key demands. This method provided no intuitive understanding of the AFE's purpose; users had to pull the document to discern its details.
What if the AFE number could inherently imply its purpose and provide intuitive understanding? For example, a prefix letter such as D, C, or E could denote Drilling, Completion, or Equipping, respectively. This could be followed by 24, representing the year it was raised, another letter designating the geographical region, one more for the targeted formation, and finally, a three-digit serial number. This system would allow users to sort through work based on various criteria, providing intuitive AFE numbers to members within the Joint Operating Committee.
This example highlights a potential enhancement, but our user community will be responsible for expanding the concept for AFE numbers, as well as Voucher numbering, Lease Identification, and other naming conventions within the Preliminary Specification. Implementing this has been challenging and previously considered taboo in systems development. However, Data Oriented Programming now enables us to make these changes.
As database developers, we use Oracle Autonomous Database, deferring system processing and management to the database. However, generating field attributes in the way we propose has not been possible outside of multi-column primary keys, which often lose their intended purpose in translation.
Data Oriented Programming in the Java Programming Language aligns perfectly with our focus as database developers. Using Oracle Cloud Infrastructure and Oracle Fusion Applications, predominantly written in Java with ample use of SQL and PL/SQL, these features offer significant benefits. They facilitate creating the type of data we discuss here and allow us to manage AFE numbers as primary keys effectively. More details on these features are available in the following pages.
Postscript, applying this to the chart of accounts will also apply. Prefixing the account number with A, L, S, R, E, breaking the account number from there and imply further meaning from their.
- Data Oriented Programming in Java - v1.1
- Model Data Immutability and transparently - DOP v1.1
- Model the data, the whole data and nothing but the data - DOP v1.1
- Make illegal states unrepresentable - DOP v1.1
- Separate operations from data - DOP v1.1
- Wrapping up DOP v1.1
- Bonus: Why update DOP to version 1.1
