Timber California Licensed Regulation and Foresters Association Environmental March 2019 Evaluation Fall Conference System (Online Submission of Harvesting Documents)

Presentation Overview CalTREES Program Team Project goals / objectives Where did the FTP THP Library go? Searching for Harvest Document images - Processing Status Demonstration - Exemption Submission - Timber Harvest Plan preparation.

CalTREES Program Team Resource Agency funded (AB 1492) Development began October 2016 Program Team made up of: Program Manager (Regina Bell- Resources Agency) Business Owner (Dennis Hall – CAL FIRE) Subject Matter Expert (Dan Craig – CAL FIRE) Technical Lead (Kelvin Kishaba – Resources Agency) Two Developers (External Contractors) Two IT support (Jodi Reagan & Sean Arrant - CAL FIRE)

Goals / Objectives The goal of Assembly Bill 1492 – referred to as Timber Regulation and Forest Restoration fund Was to improve: Efficiency and Effectiveness of the Harvest Document Review Process. Communication between state agencies Public understanding and interaction.

Goals / Objectives To achieve AB 1492 Goals the concept for Online Submission of harvesting documents was developed. The objective is to: Provide harvest documents both on paper and online that are easier to file and guide the user of required elements to reduce returns. Establish a collaborative process for review between the reviewing agencies. Improve access to information. Improve public accessibility and transparency. Capture and track submission-specific information.

Where are we now? Where is CalTREES now? Released addressing efficiency and effectiveness. - Internal review functions released October 2018. Allowing Review Agencies a single database to exchange review information. Old CAL FIRE database information converted into CalTREES. THP Library converted to the CalTREES Harvesting Document library

Where did the THP Library go? Prior to CalTREES if members of the public (Resource Professionals, Landowners, and the Public at large) wanted to get a copy of a harvesting document they would access a THP library provided by CAL FIRE. This library provided an image of the Harvesting Document, that was all! Harvest documents could be located by Region, year and type; THP, NTMP, Exemption, or Emergency. But it could not sort these documents by specific counties, watersheds or legal descriptions. To determine the type of exemption users would have to open each Exemption to see what type it specifically was.

Searching the CalTREES Library CalTREES provides an enhanced Harvest Document library allowing users to search Harvesting Documents by: Region County Legal Description Specific harvest document type - less than 3 Acre Conversion - public utility Right-of-Way - Forest Fire Prevention Pilot Project Cal Watershed

HD Library Demonstration https://caltreesplans.resources.ca.gov/caltrees/caltrees.aspx

HD Library Demonstration Search Screen: Record Number: Search by a specific harvest document #. Search by Region or County with use of Wild card (%) Record Type: Search by specific harvest document type THP, NTMP, EX, EM Record Created Start Date: Leave blank when searching for specific harvest document #. Use a start date to locate a list of harvest documents entered in system starting on that date. Record Created End Date: Always defaults to current day. Use for searches to generate a list of harvest documents between date ranges

HD Library Demonstration Searching for a specific Harvesting Document Record Number – HD number Record type – THP, NTMP, EX, EM Record Created Date – Leave blank

HD Library Demonstration Searching for a specific Harvesting Document The harvest document will appear and identify the status. CLICK “Record Info” and this will open a list of options. At the bottom of the list is “Attachments” which will let you review the images of the paper copied filed with CAL FIRE

HD Library Demonstration Searching for a specific Harvesting Document Selecting the attachment link on the left allows the user to see images of: Harvesting document Review documentation Inspections Violations Changes to the harvest document (Deviations)

HD Library Demonstration Other features available in library include: Processing Status Application Information Table

HD Library Demonstration Searches by: (use record number field and WILD CARD (%)) County – PROVIDES LIST OF ALL HARVEST DOCUMENTS FOR SHASTA -------------------------------------------------------------------------------------------------- County list of all Exemptions – PROVIDES A LIST OF ALL EXEMPTIONS IN SHASTA County list of a specific EX type use the Record Type field – PROVIDES A LIST OF HARVEST DOCUMENT TYPE BY COUNTY --------------------------------------------------------------------------------------------------- THIS CAN BE DONE BY REGION AS WELL UTILIZING Region #1,2,3,4 & WILD CARD

HD Library Demonstration A help button is available to the right of RECORD NUMBER which provides examples of these types of searches

HD Library NOTES Couple of things to know and understand about CalTREES Harvest document library: HD Library is converted data from an OLD DATABASE maintained by CAL FIRE. (FPS) FPS data entry started in the late 90s and fully in 2000. - THPs and NTMPs earlier than 2000 were back entered as time allowed. THP Library images started around 2008. - Loading PRE 2008 images occurred on a small scale - Santa Rosa Loaded back as far as 2005. - PRE 2008 uploads generally occurred when requests for specific documents arrived at review offices. 8 YEARS DISCREPANCY BETWEEN FPS & FTP DATA

HD Library NOTES CalTREES combines both the FPS and FTP library. Data in CalTREES only represents what both these previous locations had post 2000 and 2008. CalTREES now allows THPs and NTMPs to be viewable prior to 2008. - This was not possible in the THP Library. - Images MOST LIKELY WILL NOT BE AVAILABLE because image loading started in 2008. EXAMPLE: THP 2-05-194-SHA does not have attachments since it was prior to 2008. however information can be found in related records. DATA ENTERED INTO FPS was mapped to CalTREES.

HD Library NOTES EXAMPLE: No attachments, however, FPS data collected was mapped and can be found in RELATED RECORDS.

HD Library NOTES EXAMPLE:

HD Library NOTES EXAMPLE: Information in related records only reflects Data entered into FPS from the THP. FPS data was mapped to the new data fields (questions) created on the NEW THP forms. This is not an image of the submitted Harvest Document! This reflects the questions from the THP which where entered into the FPS database by CAL FIRE support staff at the Review Team offices.

HD Library NOTES EXAMPLE: Notice the upper left corner now identifies the selected THP # with a SILV after the county designator. This means the Silvicultural portion of the THP is open as a RELATED RECORD. This is not an uploaded image of the HD it shows only the data entered into FPS at the time of approval for this THP.

HD Library NOTES A number search not identifying a specific harvest document type (THP) will return results of all the RELATED RECORDS associated to the HD number.

HD Library NOTES This is a list of associated Related Records not images of the Harvest Document. To open the harvest document you will need to open the Related Record that is only the THP #. If you were just looking to see what type of Silviculture then open the THP number with SILV at the end.

NEW THP FORM / RELATED RECORDS Why is the THP form in several pieces? Mimic online functionality. - Use of Related Records. - Allows for the THP to be built in segments rather than one long form. Allow for more efficient modifications to the form. Expected modifications to form. Can the form be combined into one form on the CAL FIRE web Page? YES / NO / MAYBE. LETS LOOK AT THE STRUCTURE OF THE SOFTWARE AND DEFINITIONS TO UNDERSTAND WHY THE FORM IS IN PIECES.

NEW THP FORM / RELATED RECORDS DEFINITIONS: Parent Record – Harvest Document submitted on paper or online. This could be a THP, NTMP, PTHP, EX, or EM. Related Record (Associated Forms) – A subset (child record) of the parent record. In the case of a THP or NTMP these types of records were developed based on the Items of the THP. - Item #14 Silviculture / Item #15-17 Pest-Harvesting-EHR / Item #18 Soil Stabilization. ETC. - Systematically this was needed to allow users submitting online the ability to work on the form in different pieces rather than one long document in order.

NEW THP FORM / RELATED RECORDS SYSTEMS / SOFTWARE: One of the goals of the project was to develop a harvest document form that allows the user to better understand what is required. This would then assist the reviewers from other agencies and the public at large. ULTIMATELY REDUCING RETURN ISSUES. System automation is used in the online form to assist the use with what needs to be completed and in certain areas copies over information to other sections eliminating typing errors. Examples: Legal description between the THP and the NOI. Automation reminding the user of required elements before advancing.

NEW THP FORM / RELATED RECORDS SYSTEMS / SOFTWARE: Ideally the concept was once the user was ready to submit the system would then conduct a system check for required elements that were missing and would prevent submission. This could not be done at the completion of the entire THP because it would take the system several hours to run through all the possible options and requirements. To accommodate this the system / software is designed to do these validation system checks as the user completes each screen.

NEW THP FORM / RELATED RECORDS SYSTEMS / SOFTWARE: For automation to be efficient at validating required elements the form then needed to be broken into different pieces or RELATED RECORDS. Each record its own form. I choose to do this by Individual Item #s. This eliminated the concern for completing the HD in order, Item by Item. Users could switch between specific Item #s as need for efficient plan preparation. Each related records still needs to be completed in order but the sections are much smaller and efficiently identifies what the user needs to do before advancing to the next screen. Because of the ONLINE format the decision was made to create the paper form using the same look and feel that would be found with online submissions.

NEW THP FORM / RELATED RECORDS SYSTEMS / SOFTWARE: Once the THP is started in the system the user will see a list of the Related Records to begin plan preparation. To get to these forms the user will need to complete the Professional and Contact sections and the general section. If a NOI is required the NOI Related Record will show once the Silviculture section is completed. NOI is system generating Legal description and landowner information. To recue return errors.

NEW THP FORM / RELATED RECORDS SYSTEMS / SOFTWARE: The THP version on the CAL FIRE web page mimics the online version of the THP. This allows the user to become familiar with the online version of the THP and allows for CAL FIRE to make adjustments to each piece of the THP as adjustments are needed on the new FORMS.

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DEMONSTRATIONS Timber Harvest Plan Exemptions