E-Commerce for BC’s Log Export Application, Exemption and Permitting Processes Nanaimo, December 14, 2004.

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Presentation transcript:

E-Commerce for BC’s Log Export Application, Exemption and Permitting Processes Nanaimo, December 14, 2004

Outline of Presentation Current log export procedures, federal and provincial Federal E-Commerce plans Provincial E-Commerce Plans Other Provincial Ministry of Forests E-Commerce projects Questions for Industry

Current Procedures: Harvested Surplus, Provincial Jurisdiction Bulk of log exports Company sends in an application (FS418), accompanied by a Summary of Scale (FS72) and a Detailed Log Listing (FS416) MoF staff review the application and require it be resubmitted if there are errors MoF staff enters application information into the Export Management System (EMS) The logs in the application are advertised on the bi- weekly list

Current Procedures: Harvested Surplus, Provincial Jurisdiction (cont) If application receives an offer, it is sent to TEAC for review. If TEAC rules the offer fair, it recommends that the application be rejected. If no offers, logs are considered surplus and MoF prepares an exemption letter Company applies for export permit (FS38 + sales invoice) MoF reviews application, and if complete, enters information into EMS EMS calculates fee in lieu; MoF staff send invoice to company; company forwards payment. MoF issues export permit

Current Procedures: Harvested Surplus, Federal Jurisdiction Very similar to provincial Companies submit forms to both federal and provincial governments (EXT1718 and FS72) MoF staff enters information into EMS and prepares bi- weekly list Any offers are reviewed by FTEAC (essentially the same group as TEAC); recommendations sent to federal govt. Feds send approval or denial letter to company and MoF If exempted, companies make application for permit to federal govt (EXT1719 and EXT 1042) Once approved, federal govt issues export permit (EXT 1719) to company and Ministry MoF staff enters information into EMS

Why Change? BC Ministry employees are currently typing information from hundreds of applications per year A move to Internet electronic application will reduce Ministry costs and will improve accuracy and timeliness of log export procedures For businesses, the process will speed up the application process, reduce paperwork, and may allow companies to check the status of their applications on- line.

Federal E-Commerce plans Part of a larger project to have on-line applications for all export and import permits Most products (eg: lumber, butter) already implemented. Logs and firearms are among the last Feds expect to be up and running May Because of the interconnected process between federal and BC governments, the two computer systems will need to be able to talk to each other We are coordinating with the feds Federal system will take applications on-line, but will still issue paper permits. Feds will likely not be particular about data format of applications.

Potential Links between Federal and BC systems Federal system will send BC application details and FS72 (Summary of Scale) electronically BC system will send Feds Biweekly List BC system will send Feds TEAC recommendations Federal system will send BC system final federal export permit in electronic form

BC E-Commerce plans Some financing was approved in May Working group includes Headquarters log export and computer experts as well as Nanaimo office log export administrators. Work done to date: –Mapped out the log export processes and identified stages for the project to be implemented. –Talked with Federal E-Commerce team to begin framework for fed- prov computer system linkages. –Reviewed other BC MoF E-Commerce initiatives. We hope to release an RFP for the first stage before Christmas

Proposed Stage 1 for Implementation of BC E-Commerce plans Implement automatic data entry for FS418, FS72, FS38, EXT1718, EXT1719 and invoice information into EMS for harvested surplus applications on the Coast – federal and provincial Involves setting up a website for companies to submit their information, as well as agreed procedures and formats for data entry (to be developed by contractor, consistent with other MoF E-Commerce applications)

Proposed Stage 2 and beyond for BC E-Commerce Extend Stage 1 to cover Interior surplus log export applications and exports under blanket OICs Further automation of log export procedures, for example: send companies exemptions and permits electronically automate offer to purchase procedures publish TEAC recommendations on-line automate some of the ‘checks’ that MoF staff currently perform on applications allow companies to check the status of applications on line

Request for Proposals Before Christmas, we hope to advertise a Request for Proposals (RFP) to design the software to implement electronic EMS for Stage 1 The RFP will contain: –Description of the current log export system including flow charts showing how information is collected and used –Description of how we would like the electronic system to work –List of group of companies (volunteers?) for contactor to pilot the system –Names of MoF E-Commerce contacts from other systems to ensure compatibility with other MoF E-Commerce projects –A federal contact that contractor will work with to ensure fed-prov compatibility

Other BC Ministry of Forests E-Commerce projects BCeID Harvest Billing System (HBS) Appraisal system (ECAS) Electronic Forest Management (e-FM) Initiative Forest Tenure Administration (FTA) More information in Appendix slides

BCeID BCeID is an online service that makes it possible for companies to use a Login ID and password to sign in securely to any BCeID participating British Columbia Government Internet site. At present, only organizations and businesses that have been invited to access a participating government Internet service can get a BCeID using this Internet site. To check if a company is enrolled with BCeID, look in list at

Questions for Companies Are you able and willing to submit application information on-line? –what format? XML, CSV Are you already using any of the other Ministry E-commerce sites? Would you be willing to be part of a test group? If necessary, would you be willing to submit to both provincial and federal sites? Any other comments?

Appendix Slides

Federal Export and Import Controls System (EICS) Website: Functional Aspects –Acquisition of necessary permits for the import and export of certain goods for licensed Canadian Customs Brokers. –receives applications and delivers permits to online brokers, either in PDF (Portable Document Format) document in the case of the Web interface or as attachments in the case of EDI (Electronic Data Interchange). Administrative Aspects –strong security capabilities, which include confidentiality, authentication, access control, data integrity and accountability. –authentication certificates control access to the system and a public key based (PKI) cryptography that encrypts all data transmitted to and from the end-user workstation to the EICS

Harvest Billing System Website: Functional Aspects –companies can submit scale return data either as an XML file, or entered directly online –The HBS system summarizes the information and prepares invoices –The new standard for electronic invoices are XML and PDF Administrative Aspects: –Memorandum of Understanding between Company and BC govt. –Application to Establish Industry User Administrator Role

Electronic Commerce Appraisal System Project (ECAS) Website: Functional Aspects –companies can submit appraisal data either as an XML file, or entered directly on-line –this information is entered into the Ministry’s Appraisal System, and is used to calculate stumpage –a stumpage advisory note is sent to the licensee –approximately 10,000 appraisal data submissions entered each year Administrative Aspects –Only registered professional foresters can submit appraisal information –RPF submits information to the district for review. –The district can request clarification, accept the appraisal as correct, or forward it on to the appropriate region for decision on matters of policy.

Electronic Forest Management (e-FM) Initiative Website: Functional Aspects –Key components of the initiative are e-Submissions, e-Access, e- Records, and e-Learning. –E-Submissions: (ECAS, HBS, Seed Planning & Registry System (SPAR), Tenure Map Services for Forest Tenure Administration) –E-Access: allows ministry, users and public to access certain ministry information –E-Records & E-Learning refer to internal MoF filing of and training. Administrative Aspects –Access to these applications may require a BC Government user ID (BCeID).

Forest Tenure Administration Website: A key intention of FTA is the capability to electronically receive spatially enabled forest tenure data (Exhibit A maps) and operational feature class information submitted by clients.