Quesnel Forest District Sharing of experiences and learning's Gord Wall, Tenure Supervisor ESF Implementation Team Member

ESF In Quesnel ► We have been completing ESF for tenures since Dec. “03 ► Why did we do it ?  We made a conscious decision to go to ESF because it was determined that our drafting resources would be very limited  It was the Ministry’s overall Direction. ► Looking ahead at issuing 7 million Cubic meters annually ► Form District FTA working group with licensees ► Currently all licensees are submitting electronically. ► Improve the data links and efficiency between FTA and all other systems

Where are we now? ► Workloads in LIM are manageable ► CIMS, RESULTS, ECAS, HBS/GAS are working effectively ► All the satellite programs that feed off FTA are functioning the way they have been designed ► Very few problem calls from clients ► Continuous improvement – we have been continuously updating Route Cards for our processes

FDP FSP Harvest completion reporting Operational planning Harvest authority process Harvest completion PlanReportNotify Silviculture reporting Harvest notification Silviculture Activity Regn/ FG Milestone Post FG Activities Notification of commencement FTA RESULTS Cruise Appraisal ECAS CP Appln - FTA FN Consultation Cutblock Life Cycle

Start LIM Status check BC Online GATOR LIM Clears FTA submission, add adjudication comments, print exhibit A and adjudication map report LIM Package to Tenures Main CP Process LIM Rejects via FTA & advises other staff Licensees Pre-validates ESF submission thru’ MSRM - TMS Xml.gml file validates to ensure it conforms to data requirements Licensees submits xml.gml thru’ ESF LIM Reviews spatial submission, FTA checks against LRDW Conforms ? N Y Adjudication Required ? N Y Y N Fatal Conflict ? LIM Request MSRM for adjudication Ok to proceed? N Y FTA Notifies Licensees FTA Post xml.gml to FTA Inbox Exhibit A Process

Start Licensees submits ECAS, include e-map, cruise comp. ECE and support info. ECAS Inbox District Staff Review Package Y N Satisfactory ? District Staff Fills out comments screen and return to licensees via ECSA District Staff Accepts or forwards in ECAS to Region Licensees provides clarification Region Review submission Y N Satisfactory ? Region Approves, generate stumpage rates thru’ GAS Region Confirms, sends stumpage advisory notice to Licensee END Region Request clarification from Licensee or district via ECAS Licensee/District Provide info and/or make corrections return to region Main CP Process Appraisal Flow

Main CP Process Triggers - or Letter and 2 appraisal maps START Tenures Initiates route cards Lim Starts Clearance Starts ECAS Process Document Preparation Queue Document to DM or Designate for signature District Staff FTA Approval Distribute doc to Licensee/File ECAS Approval END Tenure Flow- Overview

Lessons Learned ► TMS reports for submissions allow for smoother CP approvals when there are conflicts ► FTA business rules:  No shortcuts or workarounds  Once business rules are learned, the amount of rejections decreases over time  Amendments can only be submitted through ESF, one at a time. Second amendment cannot be submitted until first is approved.

Lessons Learned ► FTA/ECAS triggers – Application letter (term and effective date) and 2 appraisal maps ► Many CP’s and appraisals in INBOX, use the triggers to prioritize workloads ► Application letters may come in as an ► FTA approval then ECAS approval to follow

Lessons Learned ► Communication lines with Licensee  Ensure Woodlot licensees have applied for their BCeID  Maintain Licensee meetings ► for solving failed submissions, ► sharing each others business processes, ► Identifying who the district contact person is for ESF problems  Licensee meetings will become less frequent as they become more familiar with ESF

Trouble Shooting Example ► District Rep receives a Phone call from the licensee….HELP ! ► of failed submission for our review. ► The licensee is applying for amendment to an existing CP Outcome of validation for Submission: Your application to amend Cutting Permit TFL999 CP 02B has failed MOF business rule validations. Please address the following issues and re-submit. Cutting Permit: 02B Cut Block: 48 Cut Block does not exist. How do we proceed? Todd

XML.GML Text fta:cutblockMember> - 48 A IN If you need more on this See Electronic Submission Framework (EFS) FTA Submission Guide – VIVID Solutions - It is important to spend time reviewing this document

Lessons Learned ► ESF failures due to data integrity for tenure submissions is now minimal ► Data integrity will continue to be of great concern for “as built roads” and RESULTS submissions 37 % Reduction FTAS FTA 37 % Reduction in processing time