E-Commerce for BC’s Log Export Application, Exemption and Permitting Processes

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

2. 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

3. 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

4. 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

5. 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

6. 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.

7. 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 2005. • 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.

8. 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

9. BC E-Commerce plans • Some financing was approved in May 2004. • 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

10. Proposed Stage 1 for Implementationof 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)

11. 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

12. 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

13. 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

14. 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 www.for.gov.bc.ca/his/esd/bceidrequest.htm

15. 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?

16. Appendix Slides

17. Federal Export and Import Controls System (EICS) • Website: www.dfait-maeci.gc.ca/trade/eicb/EICS/EICS-en.asp • 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 e-mail 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

18. Harvest Billing System • Website: http://www.for.gov.bc.ca/hva/hbs/index.htm • 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

19. Electronic Commerce Appraisal System Project (ECAS) • Website: http://www.for.gov.bc.ca/hva/ECAS/index.htm • 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.

20. Electronic Forest Management (e-FM) Initiative •  Website: http://www.for.gov.bc.ca/his/esd/ •  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 e-mail and training. • Administrative Aspects • Access to these applications may require a BC Government user ID (BCeID).

21. Forest Tenure Administration • Website:http://gww.for.gov.bc.ca/his/fta/ • 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.