Joint Forest Service Licensee Working Group esf B C

Joint Forest Service/Licensee Working Group esf B C Forest Service M F

Purpose of Joint Working Group Meeting § Formation of joint licensee working group , a forum for discussing the building of ESF into business processes § Deliver key messages and a better understanding of ESF § Roles and responsibilities of District key contact for licensees § Long–term role of working group

District/Licensees Working group set up 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 Tasks § Form e-FM Group — Chair and/or District Contact § Complete ESF integration business mapping for All CP and RP processes LIM/GIS Tenures and Engineering Corporate Services C & E e-FM Group (2 -5) Stewardship

Initial Tasks § Present learning’s from ESF Workshop at an all Staff Meeting § Send out invitation to Licensees, including Woodlot, CFL, BCTS and Consultants 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-FM Group Licensees Joint Licensee Working Group

Topics to be discussed § Have you heard about ESF and the extension? § Is your company ready to submit electronically after June 1? § Do you have a BCe. ID for your company ? § Do you know who your Profile Manager is ? § 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

Topics to be discussed § 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 and additional information request for CP and RP applications. § Long term role of e‑FM Group — meet to prepare before the other two deadlines (ABR and RESULTS)

Key Messages Implementation and Readiness ► The ESF initiative is not new…. the Forest Service laid out a 16 month transition period beginning in Dec 2003 ► Some districts are ready (licensees have been actively submitting and they have modified their business processes) while others are not quite prepared ► The Forest Service has extended the deadline for 2 months ► All submissions for Tenures and Silviculture must be electronic by June 1, 2005

Key Messages ESF - the way we will be doing our business ► The Forest Service needs to work (communicate) with industry to effectively implement ESF ► Millions of FIA funds have been spent getting industry ready ► District Managers are asked not to bypass ESF or use short cuts (issuing tenures and ignoring FTA or approving RESULTS without spatial data)

Key Messages ► Industry not 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 1400 licensees — about 800 are woodlots

Key Messages Data Quality and Integrity ► ESF will feed the Land 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. LRDW – Public Domain INCOSADA – FS Only

Key Messages ► 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

Deadline Extended ► Based on the internal review, the Forest Service 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 internal review, including 6 workshop for Ministry staff

ESF Timelines Cutting and Road Permits As Built Roads RESULTS April 1, 05 June 1, 05 Extended Dec 31, 05 May 31, 06

FIA Funding Extended ► 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

Internal Workshops ► A series of workshops are being held in Regions: v. Nanamio — April 19 v. Richmond — April 20 v. Smithers — April 26 v. Prince George — April 28 v. Kamloops — May 3 v. Nelson — May 5 ► The intent of this workshop is pass key messages and direction and review the Start-up package, which is a Reference Guide

Electronic Submission Framework Implementation introduction

ESF History ►A 18 month implementation period for ESF, ending June 1, 2005 ►Information Management Group (IMG) conducted a road show during 2003: ► 20 sessions in 20 cities ► 200 Mo. F and 200 Client/Forest attended.

ESF 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 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 Application ► Under current legislation, licensees must submit reports to Mo. F 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

Issue: Data Cleanup before we move forward ►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 Fixes ► 04/05 — Data fix — Attributes mismatches CP 5 Block 1 -1 Block 1 A

Data Fixes 05/06 — Data fix —all missing data (Attributes/positional) Paper Map PDF ? CP 5 Block 205

Data Fixes ► 06/07 — Data fix — positional mismatches

Not Required to submit under ESF 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

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

Start-up Package a reference Guide B C Forest Service M F

Major electronic submission applications ► 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 “Portal” FTA RESULTS AS Built Roads ECAS HBS SPAR

Legislative requirements - Overview RESULTS - Reporting ► More details provided under the RESULTS section ► After June 1 Woodlot Licence are required to submit annual reports by April 30, 2006 - Electronic – WARRT – Woodlot Administrative Review and Recommendation Team 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 - Overview 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 nce it Cleara rm Road Pe s d As Built Roa

ESF = XML and GML ESF 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

BCe. ID 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. ►

BCe. ID § 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 BCe. ID account ►Licensees are responsible to manage their own account (data) ►http: //www. for. gov. bc. ca/his/esd/bceidrequest. htm

Service 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. Econ Consulting Mountain View Mapping Silvicon Services Inc Effective May 11, 2005

Service 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 § This list will be maintained and undated for a limited time only and will be removed from this website at the Ministry’s discretion

Exhibit A Working towards improved quality of Exhibit A by: ► enhancing FTA auto-generated Exhibit A ► implementing Tenure Update Tools (TUT) ► reviewing and updating standards

TENURE 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

EXHIBIT A WORKFLOW CREATE LINEWORK TUT CREATE LINEWORK FTA INDUSTRY SUBMISSION ESF MOF EZILINK Until June 1 st After June 1 st, only for Range and non-major FLTC and Private land with timber reserve ESF Tenure Update Tool ACCEPTABLE FTA INBOX MAP REPORT STATUS REVIEW RESOLUTION CLEARED ISSUE TENURE FTA EXHIBIT A NO ACCEPTABLE YES TUT EXHIBIT A RETURN EX A TO FTA

Cut Block Labelling and ID for FTA and RESULTS ► Cut Block Naming Convention § Cutblock ID Up to a maximum of 10 characters – alpha numeric ► no symbols, spaces ► ► Road Naming Convention § Section ID Up to a maximum of 10 characters - alpha numeric ► No symbols, spaces ►

Cut Block Labelling and ID for FTA and RESULTS § 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

ESF and RESULTS Overview Client Industry, BCTS, Consultants Transform Ministry Website Map Report ESF FTA RESULTS OP DB Attribute Mo. F TMS Op DB Spatial SRM LRDW Copy

Legislated RESULTS Reporting Requirements by ESF Submitter Major licensees BC Timber Sales Community Forest Agreement Report by Policy (Code) THSPR s 45 -48 (code) FPPR s 86 (FRPA) Woodlot licensees WLFMR s 86 (Code) WLPPR s 76 (FRPA) Community Salvage Licence FPPR s 46. 1 (FRPA) FPPR s 86 (FPRA) FPPR 86 (FRPA) District Manager (NRFL, FLC) FRPA 30 / FPPR s 46 Report by Policy Third Party Transfers FRPA 29. 1 / FRPA 94 / FPPR 86

Non Replaceable Forest Licence ( NRFL) & Forestry License to Cut ► If the District Manager has free growing obligation (plan, report, declare): § District Manager is the submitter § Ezi. Link tool to create ESF submission ► Minister must report free growing accomplishments as part of MOF Service Plan Reporting

RESULTS Submission Types Before 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 v 1. 5 currently in use § RESULTS v 2. 0 release planned May 10, 2005

RESULTS Submission Types After June 1, 2005 ► On-line directly into RESULTS ► ESF Submissions § RESULTS v 2. 0 release planned May 10, 2005 § RESULTS v 3. 0 release planned Jan 2006 ► No more Paper

On-Line Submission Examples ► RESULTS v 1. 5 (currently) § § Standards proposals Updates / corrections Amendments / approved variation Declarations ► RESULTS v 2. 0 (additional after May 10 th) § Annual silviculture treatment summary § Opening amalgamations § Section 108 applications

ESF 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 10 th) § § § 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

ESF & RESULTS Authority versus Legally Authorized to Submit ► ESF Submitter § Company Profile Manager and IMG ► RESULT Update & Declaration § BCe. ID holder and IMG ► Authorized by Agreement holder, BCTS Manager, District Manager § Licensee signing matrix ► Professionally qualified, RPF § Amendments, standards proposals, declarations

RESULTS Training Go to the web page for dates and registration RESULTS OVERVIEW OBLIGATION REPORTING (SUBMISSIONS) STOCKING STANDARDS GENERATING REPORTS BASIC RESULTS and MAPVIEW GENERATING REPORTS ADVANCED AMENDMENTS, UPDATES, and APPROVED VARIATIONS http: //www. learningestore. com/bcmof GENERATING REPORTS – PLANNING ASSISTANCE For info email lhooper@forsite. ca

District Manager Responsibilities in the Electronic World ► No longer manually signing SP amendment approval letters ► No longer manually signing stocking standard proposals ► Use RESULTS In. Box 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

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.

Error messaging strategy Improved Error Messaging for RESULTS is now available ► FTA will have significantly better error messages after June 2005 ► The plan is to have an English descriptive error message which will be linked to a web based description of the solution ►

Failed Submission Strategy Planning meeting has been held ► A working group of district, regional, branches, licensee and consultants is formed. The group will make recommendations as to how to best deal with failed submissions ► ► Present Recommendation District staff are the first point of contact for failed ESF and RESULTS submissions

APPHELP § § § 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 Contractors — VIVID/Pangaea Advice: Subscript to Notifications Updates

roles and responsibilities District Contacts B C Forest Service M F

District Contacts Roles and Responsibilities of District Contacts: § 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

REVIEW § Is your company ready to submit electronically after June 1? § Do you have a BCe. ID for your company ? § Do you know who your Profile Manager is ? § 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 District Mapped Business Processes

REVIEW § 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 and additional information request for CP and RP applications. § Long term role of e‑FM Group — set up meetings to prepare for the other two deadlines (ABR and RESULTS)