WelcomeWelcome to the to the WorkshopWorkshop

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ESF WorkshopESF Workshop

►IntroductionsProvincial CoordinatorChair of WorkshopPanel MembersAttendees

►Each District Contact to introduce their members from the District

House KeepingHouse Keeping► Sign–in sheet► In case of an Emergency

> meeting place……….► Bathrooms► Breaks► Lunch► Feedback forms► No paper here ! – 2 CD’s per district

will be handed out at the end of the workshop

Workshop Chair

Address

Purpose of Purpose of WorkshopWorkshop

Better understanding of ESF Roles and responsibilities of District key

contact for licensees and Regional contacts

Formation of joint licensee working group and to deliver key messages to licensees

Meeting with licensees and building ESF into business processes

Long–term role of working group

Warning: This is not a “training” session

Key Messages Regional Key Messages Regional ChairChair

Implementation and Readiness► The ESF initiative is not new….the ministry

laid out a 16 month transition period beginning in Dec 2003

► All submissions for Tenures and Silviculture must be electronic by June 1, 2005

► Vera Sit from the Executive office and the implementation team reviewed our readiness and determined that we needed more time to get ready

Key MessagesKey Messages►Our Executive has extended the

deadline for 2 months►We better use the time wisely to get

ready for the June 1 deadline►Some districts are ready (their licensees

have been actively submitting and they have modified their business processes) while others are not quite prepared

Key MessagesKey MessagesESF - the way we will be doing our

business► The key message from our Executive is that

we need to work (communicate) with industry to implement ESF

► Millions of FIA funds have been spent getting industry ready

► Our Executive cautions District Managers not to bypass ESF or use short cuts (issuing tenures and ignoring FTA or approving RESULTS without spatial data)

Key MessagesKey Messages►They also stressed that we not ask

industry to submit the same information twice – we should not ask licensees to resubmit information that they have already submitted digitally

►Pay particular attention to smaller licensees. More effort should be put to ensure that they fully understand the process for applying for a permit.

►There are licensees — about 800 are woodlots

Data Quality and Integrity► ESF will feed the Land and Resource Data

Warehouse (LRDW)► Other agencies and industries will be able to

conduct their business (claims/Oil & Gas) online using the same data base

► If we do not register the area in FTA then the area is deemed to be available for another purpose.

Key MessagesKey Messages

INCOSADA – FS OnlyLRDW – Public Domain

Key MessagesKey Messages

Workshop►Please contribute to the workshop by

participating in the discussions►With any new system, there will be

challenges during the initial implementation stages

►There are going to be issues and related problems but over time they will be over come and solutions found

Electronic Submission Electronic Submission Framework Framework

ImplementationImplementation

IntroductionLen Leroux

ESF HistoryESF History

►A 16 month implementation period for ESF, ending April 1, 2005

►Information Management Group (IMG) conducted a road show during 2003:

►20 sessions in 20 cities ►200 MoF and 200 Client/Forest attended.

ESF HistoryESF History

►Forest Investment Account (FIA) funding became a fundable activity in 2003

►More than $3 million has been spent on ESF projects for/by licensees

►FME — Features Manipulation Engine: Free software for licensees upon request (166 FME licensees issued)

Service ProvidersService Providers►When Revenue Canada decided that

you are now able to file your income tax electronically, many service providers set up shops at local malls to assist people in filing electronic income tax……

►Service Providers are a critical component of the ESF implementation strategy, especially for smaller clients who may have very few submissions

………More on this later….

ESF for Tenures ESF for Tenures ApplicationApplication

►Under current legislation, licensees must submit reports to MoF under RESULTS and As Built Roads. They will also submit appraisals digitally

►In order for us to manage these systems, it only makes sense that we go electronic at the front end of the life cycle of our tenures

ESF for Tenures ESF for Tenures ApplicationApplication

►This step is necessary if we want to be successful in implementing: RESULTS As Built Road Compliance Information Management

System (CIMS) Electronic Commerce Appraisal System

(ECAS) Harvest Billing System (HBS) Seed Planning and Registry Systems

(SPAR)

Electronic Front Electronic Front EndEnd

FTA

RESULTS

As Built Roads

Legal Requirements

Business Requirements

Question:

Does it make sense to receive paper submissions ?

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Issues: Data Issues: Data CleanupCleanup

►There has been concerted efforts in making data cleanup a priority

►Funds have been provided primarily to cleanup data

►It is important to note that the focus is placed on cleanup of core and commonly shared data elements

Data FixesData Fixes

►04/05 — Data fix — Attributes mismatches

CP 5

Block 1-1

CP 5

Block 1A

Data FixesData Fixes►05/06 — Data fix —missing positional data

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Block 205CP 5

Block 205

Paper Map PDF

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Data FixesData Fixes

►06/07 — Data fix — positional mismatches

Question: Question: Does it makes sense to receive paper Does it makes sense to receive paper

submissions ?submissions ?

The big move ! The big move !► On November of 2004, Doug Konkin,

Deputy Minister sent out a letter to advise all licensees that the ministry will only be accepting cutting permit, road permits, as built roads, range tenure, silviculture reports in electronic format effective April 1, 2004

Are we Ready ?Are we Ready ?►Vera Sit, Systems – Applications Analyst

went out to talk to staff from HQ, Regions and Districts and reported the following: System is ready, some related data issues

need reconciliation Failed submission issues due to backlog in

data entry with BCTS Most offices unsure of business process for

handling ESF — who does what and when? Licensees’ readiness is unknown, some

smaller licensees did not receive letter advising of the April 1 deadline.

RecommendationRecommendationss

►Form an Implementation Team►Determine what can be implemented

on April 1, 2005►Evaluate what needs to be completed

before the April 1 deadline and provide a quarterly implementation schedule with identified milestones

Implementation Team Members

Gord Wall, Susan Salokannel, Brian Howden and Brian Quinn

Deadline ExtendedDeadline Extended►Based on the work of the

Implementation Team, the Ministry’s Executive extended the deadline from April 1 to June 1

►This is to allow time for the appointment of a Provincial Coordinator to undertake a number of key tasks as recommended by the team

Len Leroux – Stewardship Office, Chilliwack Forest District

ESF TimelinesESF Timelines

May 31, 06Dec 31, 05

June 1, 05

Extended

RESULTS

April 1, 05

Cutting and Road Permits

As Built Roads

Cutting and Road Permits

FIA Funding FIA Funding ExtendedExtended

►With the extension, FIA funding eligibility for licensees was also extended to June 1

►Service providers will continue to accept attribute data and paper maps from districts until then

►There are some downsides to this: We are creating more backlog There will be a lag in getting the data into

the system and may cause further failures with subsequent RESULTS submissions

Not Required to submit under Not Required to submit under ESFESF

At the licensee’s option MOF may submit ESF for: Non-major forestry licence to cut Range Tenures Private Marks with crown timber

reserved

ESF applies to all other form of agreements with no

exceptions

Key ESF Implementation Key ESF Implementation TasksTasks

►Each District and Region to identify key contact person for ESF

►Develop a start–up package to guide staff and licensees and indicate where to get support

►Develop a failed submission plan►Enable Quesnel District to share

their experiences and learning's

Key ESF Implementation Key ESF Implementation TasksTasks

►Continuous and coordinated effort in data cleanup

►Review supplemental information for cutting and road permits required by Districts

►Districts to form joint licensee working group to discuss procedures, contacts, expectations and timelines

So here you are !So here you are !► A series of workshops are being held in

Regions:Nanamio — April 19Richmond — April 20Smithers — April 26Prince George — April 28Kamloops — May 3Nelson — May 5

► The intent of this workshop is pass key information and review the Start-up package, which is a Reference Guide

The WorkshopThe Workshop3 parts to the workshop

Share Quesnel Forest District’s experiences and learning’s

The Start-up package: a reference guide Business mapping

QUESTIONSYour Questions and Answers are being documented today and will be summarized and published on the Website and e-mailed to you

after the workshopWe will also provide answers to questions that are in our “parking

Lot”

Workshop Workshop MaterialMaterial

►We recognize that attendees of this workshop have different levels of understanding regarding ESF

►It is our hopes that active participation between panel members, experts in the audience and yourselves will add to the level of complexities and knowledge to be gained from this workshop

FTA versus RESULTSFTA versus RESULTS►The scope of this workshop was

expanded to include some discussions around the June 1 deadline

►The June 1 deadline also applies to RESULTS: For now, we will continue to accept paper

submission until June 1 After June 1, any RESULTS submission

must be in an electronic format

FTA and RESULTSFTA and RESULTS

►It is time to begin to think about FTA and RESULTS and all the rest of the systems as one integrated flow of information

►There will be a section on RESULTS to cover items that are important between now and June 1

When you leave When you leave here….here….

►Form the District e-FM group and appoint the District Contact

►Form the joint District/Licensees working group, which is also forum for discussing issues arising from ESF

►To pass on key messages to staff and licensees

►Complete your first meeting with licensees before June 1

►Pay attention to the smaller licensees

ConclusionConclusion►Communicating to the masses►It’s all about change management►Initially, there will be more work to

manage electronic submissions►Over time there will be less work

associated with handling licensees’ electronic submissions

►There will be no paper submissions to deal with

Electronic Submission Electronic Submission Framework Framework

ImplementationImplementation

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The Quesnel Experience

Sharing of experiences and Lessons Learned