BC Forestry Service Joint Working Group Meeting

1. B C Forest Service M F Joint Forest Service/Licensee Working Group ESF

2. Purpose of Joint Working Group Meeting • Formation of joint licensee working group , a forum for discussing the building of ESF into business processes • Deliver key messages and a better understanding of ESF • Roles and responsibilities of District key contact for licensees • Long–term role of working group

3. District/Licensees Working group set up Structure — District e-FM Group and selection of Licensee District Contact person: • Include staff that is doing work on any of the business applications in the district. Remember all of the systems that we have are inter‑related at some point • Select a chair for the group (could also be the district contact) • Select the District Contact.

4. LIM/GIS Tenures and Engineering C & E e-FM Group (2-5) Stewardship Corporate Services Initial Tasks • Form e-FM Group — Chair and/or District Contact • Complete ESF integration business mapping for All CP and RP processes

5. Initial Tasks • Present learning’s from ESF Workshop at an all Staff Meeting • Send out invitation to Licensees, including Woodlot, CFL, BCTS and Consultants regarding the formation of the joint working group • Set a meeting date and time before June 1 - suggest no more than a half day meeting e-FM Group Licensees Joint Licensee Working Group

6. Topics to be discussed • Have you heard about ESF and the extension? • Is your company ready to submit electronically after June 1? • Do you have a BCeID for your company ? • Do you know who your Profile Manager is ? • Do you know the key deadlines for ABR and RESULTS and what your company is planning to do to get ready? • Are you going to be using service providers and who are they? • Review New Mapped Business Processes

7. Topics to be discussed • Know your District Contact • Formation of the Joint Working Group — all licensees or only representatives from majors and WL associations? • Forum for discussing Data issues and additional information request for CP and RP applications. • Long term role of e‑FM Group — meet to prepare before the other two deadlines (ABR and RESULTS)

8. Key Messages Implementation and Readiness • The ESF initiative is not new….the Forest Service laid out a 16 month transition period beginning in Dec 2003 • Some districts are ready (licensees have been actively submitting and they have modified their business processes) while others are not quite prepared • The Forest Service has extended the deadline for 2 months • All submissions for Tenures and Silviculture must be electronic by June 1, 2005

9. Key Messages ESF - the way we will be doing our business • The Forest Service needs to work (communicate) with industry to effectively implement ESF • Millions of FIA funds have been spent getting industry ready • District Managers are asked not to bypass ESF or use short cuts (issuing tenures and ignoring FTA or approving RESULTS without spatial data)

10. Key Messages • Industry not 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 1400 licensees — about 800 are woodlots

11. Key Messages 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. LRDW – Public Domain INCOSADA – FS Only

12. Key Messages • 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

13. Deadline Extended • Based on the internal review, the Forest Service 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 internal review, including 6 workshop for Ministry staff

14. April 1, 05 Dec 31, 05 June 1, 05 Extended May 31, 06 ESF Timelines Cutting and Road Permits Cutting and Road Permits As Built Roads RESULTS

15. 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

16. Internal Workshops • 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 messages and direction and review the Start-up package, which is a Reference Guide

17. Electronic Submission Framework Implementation Introduction

18. ESF History • A 18 month implementation period for ESF, ending June 1, 2005 • Information Management Group (IMG) conducted a road show during 2003: • 20 sessions in 20 cities • 200 MoF and 200 Client/Forest attended.

19. 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)

20. 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….

21. 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

22. Issue: Data Cleanup before we move forward • 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

23. Data Fixes • 04/05 — Data fix — Attributes mismatches CP 5 Block 1-1 CP 5 Block 1A

24. Data Fixes 05/06 — Data fix —all missing data (Attributes/positional) Paper Map PDF ? CP 5 Block 205 CP 5 Block 205

25. Data Fixes • 06/07 — Data fix — positional mismatches

26. 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

27. FTA and RESULTS • 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 • There will be a section on RESULTS to cover items that are important between now and June 1

28. B C Forest Service M F Start-up Package A reference Guide

29. Major electronic submission applications • ESF – Electronic Submission Framework • ABR – As Built Roads • FTA – Forest Tenure Administration • RESULTS – Reporting Silviculture Updates and Landstatus Tracking System • ECAS – Electronic Commerce Appraisal System • HBS – Harvest Billing System • SPAR – Seed Planning and Registry

30. FTA RESULTS ESF “Portal” AS Built Roads ECAS HBS SPAR ESF and E-submissions

31. Legislative requirements - Overview RESULTS - Reporting • More details provided under the RESULTS section • After June 1 Woodlot Licence are required to submit annual reports by April 30, 2006 - Electronic – WARRT – Woodlot Administrative Review and Recommendation Team As Built Roads • Under the Forest Planning and Practices Regulations, Section 86(2) and (3) and Forest Road Regulation, Section 8(3), agreement holders are required to report the previously as-built road information to the District Manager, in manner prescribed by the Minister • It has been determined that the information will be reported electronically

32. Road Permit Clearance As Built Roads Legislative requirements - Overview As Built Roads - ABR • The Deadline for the first submission for roads built to cover the time period April 1, 2003 to March 31, 2005 is December 31, 2005 • For more information on ABR, see the ESF website : http://www.for.gov.bc.ca/his/esf/index_abr.htm

33. ESF = XML and GML ESF is... • Designed on top of industry technology standards (XML / GML) • XML = Extensible Markup Language — language for documents that contain structured data — Attributes • GML = Geography Markup Language is a subset of XML that includes both spatial and non‑spatial properties of geo features — Linework

34. BCeID BCeID Registration: • Government IDs given to companies to securely access BC Government internet sites • Enrolment package is sent to the company • Company identifies a profile manager • Profile manager manages IDs for their company.

35. BCeID • Approaches to Electronic Submissions • In‑house systems and resources • Use of qualified service providers • Access for Service Providers • Consulting companies can submit on behalf of a license by using Forest Company’s BCeID account • Licensees are responsible to manage their own account (data) • http://www.for.gov.bc.ca/his/esd/bceidrequest.htm

36. Service Providers for FTA • List of Service Providers (Request for Expression of Interest) • Integrated Woods Services Ltd. • Forsite Consultants Ltd. • Cariboo Forest Consultants Ltd. • Coast Forest Management Ltd. • Inland Timber Management Ltd. • J.S. Thrower & Associates Ltd. • Spatial Mapping Ltd. • Pacific Geo Tech Systems Ltd. • BC Network • Chartwell Consultants Ltd. • Econ Consulting • Mountain View Mapping • Silvicon Services Inc Effective May 11, 2005

37. Service Providers for FTA • Not Inclusive nor Exhaustive • IMG is currently reviewing list for new qualified providers who wish to be listed • Please ensure that the service providers are able to submit for As Built Roads and RESULTS before using their services • http://www.for.gov.bc.ca/his/esd/serviceproviders.htm • This list will be maintained and undated for a limited time only and will be removed from this website at the Ministry’s discretion

38. Exhibit A Working towards improved quality of Exhibit A by: • enhancing FTA auto-generated Exhibit A • implementing Tenure Update Tools (TUT) • reviewing and updating standards

39. TENURE UPDATE TOOLS • LIM staff will receive training in May/June 2005 • ability to create legible Exhibit A that will meet legal requirements • ability to view submissions in greater detail than is currently available with the standard web applications

41. CREATE LINEWORK CREATE LINEWORK MOF EZILINK INDUSTRY SUBMISSION Until June 1st After June 1st, only for Range and non-major FLTC and Private land with timber reserve ACCEPTABLE FTA INBOX MAP REPORT FTA EXHIBIT A NO ACCEPTABLE STATUS REVIEW RESOLUTION TUT EXHIBIT A YES CLEARED RETURN EX A TO FTA ISSUE TENURE EXHIBIT A WORKFLOW TUT FTA ESF ESF Tenure Update Tool

42. Cut Block Labelling and ID for FTA and RESULTS • Cut Block Naming Convention • Cutblock ID • Up to a maximum of 10 characters – alpha numeric • no symbols, spaces • Road Naming Convention • Section ID • Up to a maximum of 10 characters - alpha numeric • No symbols, spaces

43. Cut Block Labelling and ID for FTA and RESULTS • If traditionally the district has changed the licensee submission so that the Section ID on the exhibit A is different than on the application, there is a need to communicate these changes to licensee MUST HAPPEN • Either the district must accept the section of road the way the licensee calls it, or the licensee must call the section of road the way the district has it on the map.  • This is a communication issue with the district and the licensee

44. ESF and RESULTS Overview Overview Overview Industry, BCTS, Consultants Client Transform Website ESF Ministry Map Report FTA TMS RESULTS OP DB Op DB LRDW Attribute Spatial Copy MoF SRM

45. Major licensees Community Forest Agreement THSPR s45-48 (code) FPPR s86 (FRPA) Woodlot licensees WLFMR s86 (Code) WLPPR s76 (FRPA) Community Salvage Licence FPPR s46.1 (FRPA) FPPR s86 (FPRA) Legislated RESULTS Reporting Requirements by ESF Submitter BC Timber Sales Report by Policy (Code) FPPR 86 (FRPA) District Manager(NRFL, FLC) FRPA 30 / FPPR s46 Report by Policy Third Party Transfers FRPA 29.1 / FRPA 94 / FPPR 86

46. Non Replaceable Forest Licence ( NRFL)& Forestry License to Cut • If the District Manager has free growing obligation (plan, report, declare): • District Manager is the submitter • EziLink tool to create ESF submission • Minister must report free growing accomplishments as part of MOF Service Plan Reporting

47. RESULTS Submission Types Before June 1, 2005 • Paper Forms, maps, amendments, standards • Licensees send paper submissions to district office who forwards to service providers or entered by district staff • On-linedirectly into RESULTS • Amendments, Stocking Standards proposals, Declarations • ESF • Opening Definition, Disturbance and Activity report, Forest Cover and Declarations • RESULTS v1.5 currently in use • RESULTS v2.0 release planned May 10, 2005

48. RESULTS Submission Types After June 1, 2005 • On-linedirectly into RESULTS • ESF Submissions • RESULTS v2.0 release planned May 10, 2005 • RESULTS v3.0 release planned Jan 2006 • No more Paper

49. On-Line Submission Examples • RESULTS v 1.5 (currently) • Standards proposals • Updates / corrections • Amendments / approved variation • Declarations • RESULTS v 2.0 (additional after May 10th) • Annual silviculture treatment summary • Opening amalgamations • Section 108 applications

50. ESF Submission Types • RESULTS v 1.5 (current) • Opening definition / stocking standards ID • Disturbance activity • Silviculture activity (spatial optional) • Forest cover updates • Declarations • RESULTS v 2.0 (after May 10th) • Amendments, updates, approved variations • Annual Silviculture Treatment Summary for FRPA blocks • WTP’s as a layer • Seed transfer rule violation tracking • Automatic opening number generator