Start-up Start-up PackagePackage

A reference Guide

B C Forest Service

M F

Start-up Package ContentsStart-up Package Contents

► Introduction – ESF► As Built Roads► ESF – FTA on June

1st

► XML/GML► BCeID► Service Providers► ESF FTA Training► Exhibit A► Mapping

Standards

► Cutblock Labeling► RESULTS► Error messaging

strategy► Failed

Submissions Strategy

► Roles and Resp. of District Contacts

► Role and Resp. of Regional Contacts

Start-up PackageStart-up Package►The Start-up package is developed to

help guide districts with the implementation of ESF

►It contains ESF information and steps to be taken by District and Regional staff

►The package also contains information and key messages that should be passed on to local licensees

IntroductionIntroduction

Introduction to ESFLegislative Reporting

RequirementsESF – FTA on June 1st

Introduction to ESFIntroduction to ESFElectronic Forest Management Initiative

(e‑FM)► e-Access, e.g. online harvest billing

information, Silviculture and tenure reporting

► e-Records, e.g. electronic invoices for payment, i-expense

► e-Training, e.g. FRPA Training, Learn Link► e-Submissions, e.g. Electronic

Submission Framework (ESF), ECAS, HBS

Support and DirectionSupport and Direction

Bill 13 (Electronic Transactions Act), “record be in writing is satisfied if the record is in electronic form”, “signature of a person, that requirement is satisfied by an electronic signature”, “use is not mandatory”

Bill 74 (Forest and Range Practices Act), Section 142 “the furnishing of information on request or at specified times, and in a specified format including electronically”

Major electronic submission Major electronic submission applicationsapplications

► ESF – Electronic Submission Framework► ABR – As Built Roads► FTA – Forest Tenure Administration► RESULTS – Reporting Silviculture

Updates and Landstatus Tracking System► ECAS – Electronic Commerce Appraisal

System► HBS – Harvest Billing System► SPAR – Seed Planning and Registry

ESF and E-submissions ESF and E-submissions

ECAS

HBS

SPAR

FTA

RESULTS

AS Built Roads

ESF P

orta

l

Electronic Submission Electronic Submission ApplicationsApplications

These will: Reduce the number of requests for

information from clients, (save time and money for both)

Reduce the volume of paper submissions Reduce the manual processing of

information Capture data once at source eliminating

duplicate data entry

Electronic Submission Electronic Submission Framework - ESFFramework - ESF

►Single interface for all stakeholders►Shared data management and

accessibility► Improved Data quality►Secure website►Automation of business process►One consistent, standard data format

ESF ObjectivesESF Objectives►Map and attributes always together► Information accessible to clients►Reduce manual processing of map and

report information►Reduce transcribing and reconciliation

errors► Improve collection and integration of

information►Reduce administrative effort of MoF/MSRM

staff and clients

ESF ObjectivesESF Objectives►Reduce time for approval process►Potential cost reduction ►MoF Districts will no longer capture/enter

spatial and attribute data for licensee tenure and silviculture data

►Silviculture data (spatial and attribute) will be available via RESULTS for Inquiry, Reporting and for DDM approval

►Overall precision/accuracy of data will improve with less human intervention/filtering

Legislative requirements - Legislative requirements - OverviewOverviewRESULTS - Reporting

► More details provided under the RESULTS section► After June 1 Woodlot Licence are required to

submit annual reports by April 30, 2006

As Built Roads► Under the Forest Planning and Practices

Regulations, Section 86(2) and (3) and Forest Road Regulation, Section 8(3), agreement holders are required to report the previously as-built road information to the District Manager, in manner prescribed by the Minister

► It has been determined that the information will be reported electronically

Legislative requirements - Legislative requirements - OverviewOverview

As Built Roads - ABR►The Deadline for the first submission for

roads built to cover the time period April 1, 2003 to March 31, 2005 is December 31, 2005

►For more information on ABR, see the ESF website : http://www.for.gov.bc.ca/his/esf/index_abr.htm

Road Permit Clearance

As Built

Roads

ESF-FTA after June 1ESF-FTA after June 1►We will be working in the electronic

format►No hard copy submissions are required

to populate the corporate systems►Application triggers may be required

but are optional application letter/e-mail for FTA,

outlining the term and effective date appraisal maps for ECAS

ESF-FTA after June 1ESF-FTA after June 1

►Supporting hard copy information will be required in some circumstances TMS report for tenures with

conflicts outlining rationale for approval Road layout and design schedules

for approval as required by s 5.1 FRR

ESF-FTA after June 1ESF-FTA after June 1►There is no statutory requirement for

tenures to be submitted electronically Ministry direction to go to e-business

►Makes good business sense to populate our systems electronically

EffectiveEfficient

QuestionsQuestionsIntroduction to ESF

Legislative Reporting Requirements

ESF – FTA after June 1 B C Forest Service

M F

ESFESFXML/GML

BCeIDService Providers

FTA Training

ESF = XML and GMLESF = XML and GMLESF is...

Designed on top of industry technology standards (XML / GML)

XML = Extensible Markup Language — language for documents that contain structured data — Attributes

GML = Geography Markup Language is a subset of XML that includes both spatial and non‑spatial properties of geo features — Linework

BCeIDBCeIDBCeID Registration:

► Government IDs given to companies to securely access BC Government internet sites

► Enrolment package is sent to the company

► Company identifies a profile manager

► Profile manager manages IDs for their company.

BCeIDBCeID Approaches to Electronic

Submissions►In‑house systems and resources►Use of qualified service providers

Access for Service Providers►Consulting companies can submit on

behalf of a license by using Forest Company’s BCeID account

►Licensees are responsible to manage their own account (data)

►http://www.for.gov.bc.ca/his/esd/bceidrequest.htm

Service Providers for FTAService Providers for FTA► List of Service Providers (Request for

Expression of Interest)► Integrated Woods Services Ltd.► Forsite Consultants Ltd.► Cariboo Forest Consultants Ltd.► Coast Forest Management Ltd.► Inland Timber Management Ltd.► J.S. Thrower & Associates Ltd.► Spatial Mapping Ltd.► Pacific Geo Tech Systems Ltd.► BC Network► Chartwell Consultants Ltd.

Service Providers for FTAService Providers for FTA Not Inclusive nor Exhaustive IMG is currently reviewing list for new

qualified providers who wish to be listed Please ensure that the service providers

are able to submit for As Built Roads and RESULTS before using their services

http://www.for.gov.bc.ca/his/esd/serviceproviders.htm

FTA Application Training for FTA Application Training for Staff and LicenseesStaff and Licensees

► Request for Proposal (RFP) has been issued for additional training to be carried out through summer and fall

QuestionsQuestionsXML/GML

BEeIDService ProvidersESF FTA Training

B C Forest Service

M F

Exhibit AExhibit Aandand

Mapping StandardsMapping StandardsBy

Ministry of Sustainable Resource Management

Land Information BCIntegrated Registry Branch

Exhibit AExhibit AWorking towards improved

quality of Exhibit A by:► enhancing FTA auto-generated

Exhibit A ► implementing Tenure Update

Tools (TUT)► reviewing and updating

standards

TENURE UPDATE TOOLSTENURE UPDATE TOOLS►LIM staff will receive training in

May/June 2005►ability to create legible Exhibit A

that will meet legal requirements►ability to view submissions in

greater detail than is currently available with the standard web applications

ESF

FTA INBOXMAP REPORT

STATUS REVIEWRESOLUTION

CLEARED

ISSUE TENURE

FTA EXHIBIT A

ACCEPTABLE

YES

NO

TUT EXHIBIT A

RETURN EX A TO FTA

ACCEPTABLE

TUT

FTA

ESF

EXHIBIT A WORKFLOW

INDUSTRY SUBMISSION

CREATE LINEWORK

Tenure Update Tool

CREATE LINEWORK

MOF EZILINK

Until June 1st

After June 1st, only for Range and non-major

FLTC and Private land with timber

reserve

MAPPING STANDARDS – PROGRESS TO MAPPING STANDARDS – PROGRESS TO DATEDATE

►Report completed by Pat Ringwood for RTEB on “Description of Forest Act Tenures”

►Group formed to review Chapter 52 and prepare a draft for review

►Group formed to draft standards for FTA Exhibit A

ESF TENURE SUBMISSION ESF TENURE SUBMISSION STANDARDSSTANDARDS

►ESF – FTA Submission Guide►Industry Guide to Preparing Forest

Tenure and Permit Documents via ESF

►ESF website: http://www.for.gov.bc.ca/his/esd/esubmissions.htm

QuestionsQuestions

Exhibit AMapping

Standards

ESFESFCutblock Labeling

B C Forest Service

M F

Cut Block Labelling and ID for FTA and Cut Block Labelling and ID for FTA and RESULTSRESULTS

► Cut Block Naming Convention Cutblock ID

► 10 - alpha, numeric, spaces ► no symbols

► Road Naming Convention Section ID

► 10 - alpha, numeric, spaces ► No symbols

Cut Block Labelling and ID for FTA and Cut Block Labelling and ID for FTA and RESULTSRESULTS

If traditionally the district has changed the licensee submission so that the Section ID on the exhibit A is different than on the application, there is a need to communicate these changes to licensee

MUST HAPPEN Either the district must accept the section of road

the way the licensee calls it, or the licensee must call the section of road the way the district has it on the map. 

This is a communication issue with the district and the licensee

WebsiteWebsiteElectronic Submission Framework Website►To the ESF submission Application:

http://extranet7.for.gov.bc.ca/esf/init.do►Many Links off http://www.for.gov.bc.ca/his/esf

QuestionsQuestionsCut Block Labeling

B C Forest Service

M F

ESF and RESULTSESF and RESULTS

OverviewOverviewOverview

ESF

Transform

Industry, BCTS,Consultants

FTARESULTS

Op DBSpatial

SRM

LRDWCopy

OP DBAttribute

MoF

TMS

WebsiteMap Report

Client

Ministry

Legislated RESULTS Reporting Legislated RESULTS Reporting Requirements by ESF SubmitterRequirements by ESF SubmitterMajor licensees Community Forest

AgreementTHSPR s45-48 (code)FPPR s86 (FRPA)

Woodlot licenseesWLFMR s86 (Code)WLPPR s76 (FRPA)

Community Salvage LicenceFPPR s46.1 (FRPA)FPPR s86 (FPRA)

BC Timber SalesReport by Policy (Code)FPPR 86 (FRPA)

District Manager (NRFL, FLC)FRPA 30 / FPPR s46Report by Policy

Third Party TransfersFRPA 29.1 / FRPA 94 / FPPR 86

Non Replaceable Forest Licence ( NRFL)Non Replaceable Forest Licence ( NRFL)& Forestry License to Cut& Forestry License to Cut

►District Manager has free growing obligation (plan, report, declare)

►District Manager as the submitter►EziLink tool to create ESF submission►Minister must report free growing

accomplishments as part of MOF Service Plan Reporting

RESULTS Submission TypesRESULTS Submission TypesBefore June 1, 2005

► Paper Forms, maps, amendments, standards Licensees send paper submissions to district office who

forwards to service providers or entered by district staff

► On-line directly into RESULTS Amendments, Stocking Standards proposals,

Declarations► ESF

Opening Definition, Disturbance and Activity report, Forest Cover and Declarations

RESULTS v1.5 currently in use RESULTS v2.0 release planned May 10, 2005

RESULTS Submission TypesRESULTS Submission Types

After June 1, 2005►On-line directly into RESULTS ►ESF Submissions

RESULTS v2.0 release planned May 10, 2005

RESULTS v3.0 release planned Jan 2006

►No more Paper

On-Line Submission On-Line Submission ExamplesExamples

►RESULTS v 1.5 (currently) Standards proposals Updates / corrections Amendments / approved variation Declarations

►RESULTS v 2.0 (additional after May) Annual silviculture treatment summary Opening amalgamations Section 108 applications

ESF Submission TypesESF Submission Types

► RESULTS v 1.5 (current) Opening definition / stocking standards ID Disturbance activity Silviculture activity (spatial optional) Forest cover updates Declarations

► RESULTS v 2.0 (after May 10th) Amendments, updates, approved variations Annual Silviculture Treatment Summary for FRPA blocks WTP’s as a layer Seed transfer rule violation tracking Automatic opening number generator

What do you need to start?What do you need to start?

In addition to BCeID / IDIR and ESF submitterUsers need to get assigned RESULTS roles:

RESULTS View – look only

RESULTS Update – allows for making changes and submitting stocking standards and amendment requests

RESULTS Declaration – adds milestone declarations to what can be done.

RESULTS Approval – MoF only allows for approval of amendments and stocking standard applications.

CRS Authority – For generating reports (comes with IDIR, but not with BCeID

ESF & RESULTS Authority ESF & RESULTS Authority versus versus

Legally Authorized to SubmitLegally Authorized to Submit

► ESF Submitter Company Profile Manager and IMG

► RESULT Update & Declaration BCeID holder and IMG

► Authorized by Agreement holder, BCTS Manager, District Manager Licensee signing matrix

► Professionally qualified, RPF Amendments, standards proposals, declarations

Go to the web page for dates and registration

RESULTS TrainingRESULTS Training

RESULTS OVERVIEW

OBLIGATION REPORTING

(SUBMISSIONS)

AMENDMENTS, UPDATES, and

APPROVED VARIATIONS

STOCKING STANDARDS

RESULTS and MAPVIEW

GENERATING REPORTS -

BASIC

GENERATING REPORTS - ADVANCED

GENERATING REPORTS – PLANNING ASSISTANCE

For info email lhooper@forsite.ca

http://www.learningestore.com/bcmof

RESULTS TimelinesRESULTS Timelines► April 31st, 2005

End of fiscal 2005 and RESULTS reporting period► May 10th, 2005

RESULTS v2.0 release date new functionalities added to ESF and RESULTS

► May 31, 2005 All 2004/05 silviculture reports must be submitted

► June 1st, 2005 E-submissions mandatory for 2005/06 reporting All remaining paper submissions for 2004/05 reporting period are sent to

service providers or entered by district staff► Jan 31st, 2006

RESULTS v3.0 with Workflow added and data/process streamlining► May 31st, 2006

All 2005/06 silviculture reports must be submitted► Application Bulletins:

Webpage: http://www.for.gov.bc.ca/pscripts/his/apb/profile.asp

Managing the RESULTS InBoxManaging the RESULTS InBox

►Licensee submits Amendments Standards

►Ministry reviews details, approves or rejects Amendments Standards

►Inbox Clean up of DRAFT openings

District Manager Responsibilities District Manager Responsibilities

in the Electronic Worldin the Electronic World► No longer manually signing SP amendment

approval letters► No longer manually signing stocking

standard proposals► Use RESULTS InBox to

Retrieve/review then accept or reject E-mail notification is sent to licensee

► As Data Resource Managers, DM is responsible for accurate entry of data according to standards set by Data Custodian

Running ReportsRunning Reports

► Milestone reports Regeneration Free growing

These reports will be run on a routine basis to track declarations

► Opening Summary This report will be provide a detailed summary of

all information in RESULTS for a specified opening(s).

► FDP & FSP Standards Report Prints out standards under a FDP or FSP in either

a .pdf or .csv format

Wildlife Tree Retention Wildlife Tree Retention

► Licensees required at completion of harvesting to retain 7.0% of the total area of the cutblocks harvested in the fiscal year and 3.5% of a cutblock

► Compliance reporting will use RESULTS forest cover submission areas and attributes

► Wildlife tree retention areas may relate to more than one cutblock, therefore each retention area polygon must be related to a RESULTS opening.

► Forest cover submissions will assign reserve polygons a Reserve type: riparian, wildlife, dispersed, other

► Forest cover submission sent to layer in the LRDW that will then be used as encumbrance in the Exhibit A report.

Tenures and Stewardship Tenures and Stewardship RolesRoles

► Must work together► Blocks not in FTA must be resolved► Review of FDP/FSP stocking standards and

amendments roles► Cutblock naming convention► Opening number assignments► TSR and links to FSP► District needs to ‘map’ their business flow► See CD for RESULTS Business Mapping

from Chilliwack Forest District information

QuestionsQuestionsRESULTS on June

1st

B C Forest Service

M F

ESFESFError Messages

Failed SubmissionsAPPHELP

Error messaging strategyError messaging strategy► Improved Error Messaging for

RESULTS is now available► FTA will have significantly better

error messages by June 1► The plan is to have an English

descriptive error message which will be linked to a web based description of the solution

Failed Submission StrategyFailed Submission Strategy► Planning meeting has been held ► Dona Stapley will head up a working group

of district, regional, branches, licensee and consultants formed.  The group will make recommendations as to how to best deal with failed submissions

► Present RecommendationDistrict staff are the first point of contact for failed ESF

and RESULTS submissions

APPHELPAPPHELP The first line of support for failed

submissions is the District Contact. Most errors are data related and can be solved by district staff

Once the district contact has determined that it is a system or data related issue, they will forward problem to APPHELP

If problem is not resolved at APPHELP, then it escalates to HQ specialist

From there it escalates to Programming Contactors — VIVID/Pangaea

Advice: Subscript to Notifications Updates

QuestionsQuestionsError Messages

Failed Submissions

APPHELP

Roles and Roles and

ResponsibilitiesResponsibilities District Contacts

B C Forest Service

M F

District ContactsDistrict ContactsRoles and Responsibilities of District

Contacts: The current list of District contacts was

established to assist in identifying district participants and help organize the workshops

In the Deputy Minister’s letter to licensees, commitment was made to identify contacts to help with issues arising from submissions

District Contact will establish joint ESF working groups with licensees so that they are aware of procedures

Failed Submission and APPHELP procedures point to the district contacts as the first line of support

Process to identify the District Process to identify the District Contact:Contact:

In the Business Mapping section in the afternoon, get into a group discussion regarding:

The anticipated types and volume of calls from licensees;

The level of knowledge required to understand the nature of the call and to either solve them or re‑direct them to appropriate persons in the district or APPHELP

Time and work load factor (no more paper maps to handle) and training requirements.

Process to identify the District Process to identify the District Contact:Contact:

The nature and volume will be dependent of the readiness of licensees and the number of new licensees who will be submitting for the very first time.

Please consider both FTA and RESULTS applications and the possibilities of licensees going to service providers.

Come up with a proposal for the district contact to take back to your DMT. You may also want to suggest alternates.

District/Licensees Working group set District/Licensees Working group set upup

Structure — District e-FM Group and selection of Licensee District Contact person:

Include staff that is doing work on any of the business applications in the district. Remember all of the systems that we have are inter‑related at some point

Select a chair for the group (could also be the district contact)

Select the District Contact.

Initial TasksInitial Tasks Form e-FM Group — Chair and/or District

Contact Debrief DMT and get approval for District

Contact Complete ESF integration business

mapping for All CP and RP processes

e-FMGroup(2-5)

Tenures and Engineering

LIM/GIS

Stewardship

Corporate

Services

C & E

Initial TasksInitial Tasks Present learning’s from ESF Workshop at

an all Staff Meeting Send out invitation to Licensees, including

Woodlot and BCTS, regarding the formation of the joint working group

Set a meeting date and time before June 1 - suggest no more than a half day meeting

e-FMGroup Licensees

Joint Licensee Working Group

Key Messages to delivery to Licensees Key Messages to delivery to Licensees (All licensees including BCTS, WL and (All licensees including BCTS, WL and

CFL)CFL) Have you heard about ESF and the

extension? Is your company ready to submit

electronically after June 1? Do you know the key deadlines for ABR

and RESULTS and what your company is planning to do to get ready?

Are you going to be using service providers and who are they?

Review New Mapped Business Processes

Key Messages to delivery to Licensees Key Messages to delivery to Licensees (All licensees including BCTS, WL and (All licensees including BCTS, WL and

CFL)CFL) Know your District Contact Formation of the Joint Working Group

— all licensees or only representatives from majors and WL associations?

Forum for discussing Data issues. Long term role of e‑FM Group — meet

to prepare before the other two deadlines (ABR and RESULTS)

QuestionsQuestionsDistrict Contacts

B C Forest Service

M F

Roles and Roles and

ResponsibilitiesResponsibilities Regional Contacts B C Forest Service

M F

Regional ContactsRegional ContactsRoles and Responsibilities of Regional Contacts:

After the June 1 implementation deadline, the Regional Contacts will have to take on the role providing leadership and coordination for the Districts.

Help and monitor the formation of the District Licensees joint working groups.

Report out to Provincial Coordinator regarding the formation of the District e-FM group, and the holding of the first joint licensee meeting before June l

Process to identify the Regional Process to identify the Regional ContactContact

There will be a need to assess the current representation in view of the commitment and work load requirements. In addition, a decision should be made as to if this person should be from the regional or district office.

The provincial coordinator will assist in this process.

QuestionsQuestionsRegional Contacts

B C Forest Service

M F

Business MapBusiness Mapppinging

Building ESF into your business process

B C Forest Service

M F

Building ESF into your business Building ESF into your business processprocess

►You should have at least one current mapped business process here today

►For the mapping exercise: Review where ESF will change your

business flow Redesign Determine who will be responsible for

handling the InBox’s Where all outputs (such as ECAS, Exhibit A

etc ) will converge to produce a CP/RP for final approval

Building ESF into your business Building ESF into your business processprocess

Define key success factors and performance measurements

If time permits, start a route card Appoint a presenter and report back to

the group

Main CPProcess

Triggers - E-mail or Letter and 2 appraisal

maps

START

Tenures

Initiates route cards

Lim Starts

Clearance

StartsECAS

Process

DocumentPreparation

Queue

Document to DM or Designate for

signature

District Staff

•FTA Approval

• Distribute doc to Licensee/File

•ECAS Approval

END

Tenure Flow-Overview

►THE END

B C Forest Service

M F