Welcome to the Workshop ESF B C Forest Service M F

ESF Workshop ► Introductions  Provincial Coordinator  Chair of Workshop  Panel Members  Attendees ► Each District Contact to introduce their members from the District

House 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 Workshop  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 Chair 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 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 Messages ESF - 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 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 Messages INCOSADA – FS OnlyLRDW – Public Domain

Key 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 Framework Implementation Introduction Len Leroux

ESF 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 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 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 Application ► 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 End FTA RESULTS As Built Roads Legal Requirements Business Requirements Question: Does it make sense to receive paper submissions ? Electronic Submissions

Issues: Data Cleanup ► 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 CP 5 Block 1A

Data Fixes ► 05/06 — Data fix —missing positional data CP 5 Block 205 CP 5 Block 205 Paper MapPDF ?

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

Question: Does it makes sense to receive paper submissions ? 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 ? ► 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.

Recommendations ► 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 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 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 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

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

Key ESF Implementation Tasks ► 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 Tasks ► 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 ! ► A series of workshops are being held in Regions:  Nanamio — April 19  Richmond — April 20  Smithers — April 26  Prince George — April 28  Kamloops — May 3  Nelson — May 5 ► The intent of this workshop is pass key information and review the Start-up package, which is a Reference Guide

The Workshop 3 parts to the workshop  Share Quesnel Forest District’s experiences and learning’s  The Start-up package: a reference guide  Business mapping

QUESTIONS Your Questions and Answers are being documented today and will be summarized and published on the Website and ed to you after the workshop We will also provide answers to questions that are in our “parking Lot”

Workshop Material ► 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 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 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 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

Conclusion ► 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 Framework Implementation Questions ? B C Forest Service M F

The Quesnel Experience Sharing of experiences and Lessons Learned