The University of Oklahoma Foundation, a private 501(c)(3) organization established in 1944 and incorporated in 1955 to support the state’s flagship public university, has received thousands of mineral rights and interests as charitable gifts over the decades. Today, the Foundation manages a growing portfolio of over 3,400 mineral properties, primarily located in Oklahoma, which generates between $6 million and $8 million annually, providing a vital revenue stream for the university.
The Challenge: Managing a Complex Portfolio with Limited Resources
Managing such a complex and valuable portfolio requires robust tools, particularly when staffing is limited. As a one-person department, Don Key, Director of Minerals, needed an efficient and intuitive solution to oversee leases, payments, ownership records, and reporting. He found that solution in SS&C MineralWare, which offered the power and scalability needed to manage the Foundation’s mineral assets with confidence. Managing these assets was inefficient and time-consuming. “We were working out of paper files,” said Key.
This fragmented process posed challenges for daily operations, from responding to inquiries and title questions to evaluating well proposals. With oil and gas operators frequently approaching the Foundation, Don needed a faster and more innovative way to obtain answers and confidently protect the Foundation’s interests.
Transforming Operations Through Visibility and Mapping
MineralWare transformed the Foundation’s mineral management workflow overnight. “The greatest value? I can see what we own. That’s huge,” Key emphasized. “A picture paints a thousand words, and MineralWare gives me that picture.”
With over 3,400 properties to manage, the ability to instantly access lease data, title documents, and division orders, all layered onto an interactive map, is a game-changer. Whether evaluating a new well proposal or checking a tax statement, Key can quickly reference exact locations, ownership history, and payout decimals.
“Before, I was buried in files. Now, I go to the map, click on the tract, and see everything: the legal description, who we got it from, how we got it, and what we’ve been paid. It gives me a great head start.”
Driving Efficiency Across Mineral Management Workflows
Beyond visibility, MineralWare delivers significant time savings and workflow efficiency. “It’s an incredible resource that lets me hit the ground running,” Key said. “For example, with horizontal wells changing the landscape, I can now see how units are allocated, which helps me better understand decimal calculations.”
The Foundation’s accounting team also benefits. “MineralWare tracks revenue in a way that helps our accountants do their jobs better. They take what’s in MineralWare and work their spreadsheet magic. It’s become a real working tool.”
A Trusted Partnership That Expands Capacity
Don values the capacity MineralWare gives him. “It’s like having extra hands. It helps me manage things quickly and accurately. That’s critical for us.” In addition to the technology itself, Key noted the responsiveness and helpfulness of the MineralWare support team. “Service has been great. Quick, helpful, and always there when I need something. That makes a difference.”
For the University of Oklahoma Foundation, MineralWare has become indispensable. From reducing manual research to providing real-time insights into assets, it enables a smarter, more strategic approach to mineral management. “Pictures mean money,” Don said. “And with MineralWare, I get the picture I need fast. For someone in my position, it’s a huge plus. MineralWare isn’t just a platform: it’s a partner in unlocking the value of the university’s mineral legacy.”
SS&C MineralWare offers innovative management tools for individuals, family offices, institutions, and banks throughout the oil and gas sector, specifically the mineral and royalty space. To learn more about how SS&C MineralWare can support your unique business needs, call (817) 735-8195 or email info@sscmineralware.com.
