Introduction to the Session

2. Introduction to the Session • Welcome to the • FTA/ESF Overview Training Session 1.1

3. Introduction to the Session • Session Objectives • Understand business managed by FTA & ESF Applications • Understand how to: • Access FTA • Search FTA • Use FTA Inbox • Understand Admin Functions • Understand ESF Submissions • Understand ESF Error Messages • Use FTA & ESF On-Line Help 1.2

4. Introduction to the Session 1.3

5. Introduction to the Session • Online Classroom Basics • Eliminate distractions • Time allowed for Q & A • Use “Raise Hand” function for questions • Keep text chat on topic • Contact TM NewMedia for LearnLinc Support (David He) • davidhe@tmnewmedia.com • 250-475-0808 1.4

6. Introduction to the Session • Participant Guide = On the Job Resource • Contains: • Additional topic details • Additional information • Step by step summaries • Downloadable from FTA Training Website 1.5

7. Introduction to the Session • Purpose of Participant Guide • Useful as a support tool when using: • Forest Tenure Administration System (FTA) • Electronic Submission Framework (ESF) • Supports FTA/ESF Overview Training Session • Assists participants during online session 1.6

8. Introduction to the Session Audience for Guide • Ministry of Forests and Range (MoFR) • Ministry of Agriculture and Lands (MoAL) • District, Region, & Headquarters Staffresponsible for processing & administrating Tenure applications 1.7

9. Introduction to the Session • Structure of Guide • Participants may read entire Guide or select areas of interest from following topics: • Understanding the Business • Accessing FTA • Searching FTA • Using the FTA Inbox • Understanding Admin Functions • Understanding ESF Submissions • Understanding ESF Error Messages • FTA & ESF On-Line Help 1.8

10. Topic #1: • Understanding the Business

11. Topic #1: Understanding the Business • Topic Objectives • Understand business managed by FTA & ESF Applications • Understand how ESF & FTA meet the business need 1.9

12. Topic #1: Understanding the Business • The Business: • MoFR manages forested lands in BC • MoFR is primary authority for granting permissions to: • Harvest timber • Provide grazing rights • Recreation opportunities on provincial land base • Build Roads 1.10

13. Topic #1: Understanding the Business • Tenuring business has become more complex • FTA most recent system deployed to meet MoFR business needs 1.11

14. Topic #1: Understanding the Business • How FTA Meets the Business Need • Manages all Tenure types in BC from single data repository • Main business objectives are: • Identify & protect interests of clients • Use spatial information linked to data elements (attribute data) to manage: • Forest Tenures • Recreation Tenures • Range Agreements • Private Marks 1.12

15. Topic #1: Understanding the Business • Electronic Submission Framework • ESF key component in FTA implementation • Designed to accept attribute & spatial data • MoFR clients submit data in a single electronic • Submission accessible by: • MoFR Tenure administration • MoAL Tenure registry 1.13

16. Topic #1: Understanding the Business • FTA & ESF • FTA accepts Tenure applications submitted electronically through ESF & makes data available • Districts – responsible for processing data submitted via ESF • Region & Headquarters staff – have read access only to data 1.14

17. Topic #1: Understanding the Business • Key Objectives of FTA • Replace manual, labour intensive submission process • Improve timeliness & accuracy of Tenure data • Extend licensees’ business process to include electronic file submission • Provide spatial & attribute data from a single source • Maintain Tenure map images • Allow clients to submit Tenure info directly via ESF • Allow users to view maps associated with Tenure applications • Create & maintain linkages to other Ministry systems • Create graphic interface that adheres to MoFR web standards • Support core business of Forest and Range Practices Act 1.15

18. Topic #1: Understanding the Business • FTA & ESF User Groups • Internal: • MoFR Staff • BC Timber Sales • External: • MoAL Staff • Oil & Gas Commission • Clients (Licensees or delegates) 1.16

19. Topic #1: Understanding the Business • Meeting the Business Need Using ESF • ESF allows client data & information to be submitted to MoFR over the internet • ESF is application neutral • ESF is a secure system • Data in ESF system is secure 1.17

20. Topic #1: Understanding the Business ESF supports both attribute & spatial data Each business area system using this framework has its own data schemas and specific business rule validations 1.18

21. Topic #1: Understanding the Business • ESF Key Objectives • Provide portal to make standardized Tenure & regulatory data submissions • Provide capability to submit Tenure data directly to FTA • Create standard data format – XML/GML • Create & maintain spatial & attribute data linkage • Capture data once at the source – eliminate need for duplicate data entry • Reduce paper submissions • Provide Licensees capability to track submissions 1.19

22. Topic #2 • Accessing FTA

23. Topic #2: Accessing FTA • FTA is a web-based application • No special software required on your computer • Edits & updates are centralized and seamless for end user • No specific computer configuration necessary • FTA Web site URL: http://gww7.for.gov.bc.ca/fta/ 1.20

24. Topic #2: Accessing FTA • FTA is a secure site • Users prompted for: • IDIR User Name • Password • Sign-in steps dependent on whether sign-in is from: • within MoFR • outside MoFR (i.e., at home) • Topic 2 of Participant Guide provides detailed Sign-in steps 1.21

25. Topic #2: Accessing FTA • Navigate Using Buttons Buttons are icons that help users navigate in FTA 1.22

26. Topic #2: Accessing FTA • Navigate Using Fields Fields are areas where information may be entered or edited in FTA 1.23

27. Topic #2: Accessing FTA • Navigate Using File Tabs File tabs provide navigation to Tenure information from the main Tenure page in FTA }File Tabs 1.24

28. Topic #2: Accessing FTA • Screen Identification • Each screen identified with unique number & name • references your location in FTA • valuable when obtaining support or using On-Line Help 1.25

29. Topic #2: Accessing FTA • Security • Access FTA through User ID & password • Users assigned specific Security Levels (Roles) • Dependent on their business needs • Security Levels: • Restrict pages user can view in FTA • Restrict functions that can be performed in FTA • i.e.: select, insert, update, delete • Search functions can be accessed by majority of users • Inbox functions granted to users with specific authority/security 1.26

30. Topic #2: Accessing FTA • Understanding Limited Access • Users are assigned functional areas directly related to work they perform • Example: • User has permission to view the FTA Inbox details • User does not have permissions required to Re-assign, Clear, Approve or Adjudicate Tenure file FTA Security Levels are explained at: http://gww.for.gov.bc.ca/his/fta/access.htm 1.27

31. Topic #2: Accessing FTA • “No Authority” error message appears if you do not have necessary permissions to navigate to a FTA screen 1.28

32. Topic #3: • Searching in FTA

33. Topic #3: Searching in FTA • Search Function • Using a variety of methods, users can search FTA for: • A Tenure • Client information 1.29

34. Topic #3: Searching in FTA • Search Function • Defines a Tenure by 3 key items that align with hierarchical information structure in FTA: • Organizational Unit • Tenure Type • File Type 1.30

35. Topic #3: Searching in FTA • Organizational Unit • FTA uses Region, District & Headquarters organizational unit codes to subset Tenure data • Defines geographic location of the Tenure information 1.31

36. Topic #3: Searching in FTA • Tenure Type • Defines type of Tenure unique to a business area • Examples: • Timber Tenures • Range Tenures • Recreation Tenures 1.32

37. Topic #3: Searching in FTA • File Type • Defines specific Tenure file type • Examples: • A01 – Forest Licence • E02 – Grazing Permit • F05 – Recreation • File types are specific to Tenures • Selecting a specific Tenure type always filters list of available file types for searching 1.33

38. Topic #3: Searching in FTA • Search Methods & Features • Search function allows quick & easy access to Tenure information • Features & Methods include: • Search independently for Forest, Range, or Recreation Tenures • Search for Timber Marks • Search for Tenure Files using Cut Block criteria • Search related Client System for Client Codes without leaving FTA • Drill down to view specific record details • Dedicated Back button maintains reference to current file 1.34

39. Topic #3: Searching in FTA • Additional Tips • Use calendar icon to enter correct date • Click to re-start a search • Use Sort By option • Displays search results in alternate or more convenient arrangement 1.35

40. Topic #4 • Using the FTA Inbox

41. Topic #4: Using the FTA Inbox • FTA Inbox • All electronic submissions transmitted to FTA (via ESF) are displayed in the Inbox • A submission is always for a specific feature type • Example: • Cut Block or Cutting Permit • Inbox functions as an electronic filing cabinet for all types of submissions • Provides easy access to spatial & attribute information required for submission approval • Provides access to details, status & history of a submission 1.36

42. Topic #4: Using the FTA Inbox • FTA Inbox • Think of the Inbox as the central repository of electronic submissions awaiting processing • Both applications and amendments follow the same path through the Inbox 1.37

43. Topic #4: Using the FTA Inbox • Inbox Workflow • Inbox is the FTA workflow tool • Applications are made to FTA via ESF Each submission is queued in the Inbox & initially assigned to MoFR • Spatial conflicts requiring an official decision are assigned to MoAL 1.38

44. Topic #4: Using the FTA Inbox • Inbox Workflow • Inbox is first step in Tenure management • MoFR clerks & Tenure specialists must monitor Inbox contents daily: • For arrival of new submissions • For status of submissions in process • To keep submissions moving through system 1.39

45. Topic #4: Using the FTA Inbox • Monitoring the FTA Inbox MoAL Registry staff monitor the assignment of applications & adjudicate applications that have been assigned to them 1.40

46. Topic #4: Using the FTA Inbox • Additional FTA Inbox Functions • Map Reporting • is the process of identifying, qualifying & resolving conflicts that may exist between submitted map & existing Tenures, or rights, assigned to area of interest • Map Feature List • provides summary of application & list of features within application • Map Report Conflicts • page provides a summary of the application & list of identified conflicts for the feature • Participant Guide provides details on FTA Inbox Functions 1.41

47. Topic #4: Using the FTA Inbox • Approving/Rejecting Applications 1.42

48. Topic #4: Using the FTA Inbox • Tenure File Status • Every Tenure File managed by Ministry is bound by legal & business status • Movement of a Tenure file through FTA is tracked by Status Codes • Status Codes correspond to legal & business status of file at any point in Tenure lifecycle 1.43

49. Topic #4: Using the FTA Inbox Common FTA Status Codes • Most FTA status • codes have been • carried over from • previous Forest • Tenure • Administration • System (FTAS) with • the same meaning Pending Pending Pending Electronic Application Proposed Pending Issued Logging Issuance Approved Entered Silviculture In Error Logging Closed Cancelled Complete 1.44

50. Topic #4: Using the FTA Inbox • Status Progression • FTA is a status driven system • Status progression defines how a Tenure file moves forward in the administrative & business cycle • Certain processes will not be performed until the Tenure File & its components have reached the required status points to move forward in the workflow • Status codes are used to track progression • statuses will change, as an application progresses through the Inbox to an issued state, through a combination of manual & automated businesses processes 1.45