Brian McLennan Forest Tech., Application Specialist John Gallimore RPF, Forestry Analyst ESF/FTA/RESULTS Session Client Presentation July 24, 2003 Vancouver ESF/FTA/RESULTS Session Client Presentation Coast Region July 24, 2003 Vancouver Forest Operations Solutions - Information Management Group BC Ministry of Forests

Information Management Group 2 Session Agenda Overview Electronic Submission Framework (ESF) Break Forest Tenure Administration (FTA) Reporting Silviculture Updates and Land Status Tracking System (RESULTS) Key Messages/Timeline Support and Help Questions & Feedback

Information Management Group 3 OverviewOverview

4 OverviewOverview What we are doing: Implementing 3 new applications at districts: –Electronic Submission Framework (ESF) –Forest Tenure Administration (FTA) –Reporting Silviculture Updates and Land Status Tracking System (RESULTS) Establishing Electronic Business with clients Bridging to Ministry of Sustainable Resource Management (MSRM)

Information Management Group 5 OverviewOverview Key Dates: ESF/FTA/RESULTS start up October 20th, month transition period MoF Deputy Minister: - As of April 1st, 2005 all tenure and silviculture submissions to MoF will be electronic

Information Management Group 6 OverviewOverview Why are we launching 3 new applications? e-BC direction to electronic service delivery Government Reorganization: Ministry of Sustainable Resource Management Shared Services BC Timber Sales Computer Platform Migration Oracle, Internet, data exchange Information Management/Technology Plan

Information Management Group 7 OverviewOverview Support and Direction –Bill 13 (Electronic Transactions Act), “record be in writing is satisfied if the record is in electronic form”, “signature of a person, that requirement is satisfied by an electronic signature”, “use is not mandatory” –Bill 74 (Forest and Range Practices Act), Section 142 “the furnishing of information on request or at specified times, and in a specified format including electronically”

Information Management Group 8 OverviewOverview Impacts of this Launch: Eventual streamlined information capture Map captured with reports Substantial commitment from stakeholders Downtime for issuing permits Transition strategy & workflow review Flexible solutions available

Information Management Group 9 OverviewOverview Features of Electronic Submissions... Single “framework” for Industry, MoF, MSRM and BC Timber Sales to submit data to the BC Government Encapsulates the issues of dealing with multiple ministry databases (MSRM/MoF) Provides partnerships, agreements and alliances with industry and other interested parties Vendor neutral - clients can use any data management ‘tool’

Information Management Group 10 OverviewOverview Advantages Improves data quality - data is consistent, checked and corrected before acceptance Paper copies of industry submissions is eliminated No more information than clients would have done in paper format Application approval should be faster Transcription steps and errors are eliminated

Information Management Group 11 OverviewOverview Advantages (cont’d) Spatial data via a ‘Data Warehouse’, and is viewed using MapView Map and form data is explicitly linked Data is instantly accessible at all times Tracking facility to check status of submissions

Information Management Group 12 OverviewOverview Transition Efforts All Licensees will require effort to adhere to electronic submissions of acceptable quality Large Clients IMG has been meeting with Integrated Forest Management Systems (IFMS) vendors Small Clients IMG has been working with consultants

Information Management Group 13 OverviewOverview Pencil and Paper Some sophistication Complex Client Abilities

Information Management Group 14 OverviewOverview Integrated Forest Management System Vendor Genus Inform Phoenix others Custom In-house Application Forestry Consultant Information Consultant Licensee SystemConsultants Providing the format One Forest Investment Account submission per company Successful when transactions electronically submitted and stored in Ministry databases

Information Management Group 15 OverviewOverview MoF Vision for Information Exchange: Increase transparency of business and subsequent information processes Ask for information once and share it internally as needed across business areas Work towards electronic exchange

Information Management Group 16 OverviewOverview Vision... Provide clear consistent goal posts for information submissions Access to up to date planning information will be available Be sensitive to all clients’ information systems Push button submissions

Information Management Group 17 years Resource Planning: Regional Land Use Plans Land Resource Mgmt Plans Forest Development Plans Range Mgmt and Use Plans Oil & Gas Tenure Plans Landscape & Watershed Plans Wildlife and Biodiversity Reports Timber Harvesting: Harvesting Plans Disturbance Recording Silviculture activities Recording Prescription Document Activity Treatment Units Engineering: Forest Road Construction Culvert & Bridge Installations Revenue: Forest Stand Appraisals Rates Accuracy Checking Monitor Scalers Billing Revenue Collection Nursery Services: Seedling Nurseries Seedling Contracting 2 Ministry, 40+ Private Nurseries Shared Data Warehouse (MoF & MSRM) Key Business Activities (from Public Web Site ) Monitoring, Inspections, Compliance, Enforcement to ensure all permit requirements are met Business Support Systems CLM FTA(FTAS) RESULTS (ISIS) TTA REVENUE (many) MLSIS ERA FCAP NIS SPAR ECAS HBS Forest Development Plans & Standards Approvals Appraisals & Licensee Site Plans Silviculture Prescriptions & Standards Approvals Cutting Permits Harvested Areas & Revenue Collection Silviculture Activities (Obligations) Form A-B-C Submissions Post Free Growing Activities OverviewOverview

Information Management Group 18 OverviewOverview Summary: Committed to helping you transition to ESF Beginning of e-commerce for MoF Consistent data standards and submissions e-FM model established Continuous Improvement model One spot shopping for ‘base-map’ inf.

Information Management Group 19 Electronic Submission Framework Outline Overview Background Objectives Business Model Process Model

Information Management Group 20 OverviewOverview Electronic Submission Framework: Single interface for all stakeholders Shared data management: accessibility Data quality Secure website Message and tracking facility Automation of business process Data format standardized

Information Management Group 21 OverviewOverview ESF Transform Industry, BCTS, Consultants FTA RESULTS Op DB Spatial SRM LRDW Copy OP DB Attribute MoF SOE Website Map Report Client Ministry

Information Management Group 22 OverviewOverview ESF is... Designed on top of industry technology standards (XML / GML) XML = Extensible Markup Language language for documents that contain structured data GML = Geography Markup Language is a subset of XML that includes both spatial and non-spatial properties of geo features

Information Management Group 23Overview FTA/ RESULTS MSRM Registries/ LRDW User System Submission Broker Submission WEB-Site Electronic Submission XML/GML District Industry BC Timber Sales MSRM Map Report WEB-Site Conflict Report Message Collaboration

Information Management Group 24 Background ESF Objectives: Map & report always together One consistent, standard data format Information accessible to all Reduce manual re-processing of map & report information

Information Management Group 25 BackgroundBackground ESF Objectives (cont’d) : Reduce transcribing and reconciliation errors Improve collection and integration of information Reduce administrative effort of MoF/MSRM staff and clients: complexity & processing Reduce time for approval process Potential cost reduction for all stakeholders

Information Management Group 26 Business Model MoF Districts will no longer capture/enter spatial and attribute data for licensee tenure and silviculture data Tenure data (spatial & attribute) will be available via FTA for SDM approval Silviculture data (spatial & attribute) will be available via RESULTS for Inquiry and Reporting Overall precision/accuracy of data will improve with less human intervention/filtering

Information Management Group 27 Process Model Create the submission document Client Error Notification Upload to ESF submission website Client ESF Validate the document structure Validate the document content Business Appl Appropriate processing Business Appl Failure Message

Information Management Group 28 Process Model Security Services: Authentication: identifies who the user is Authorisation: restricts based on rules Directory: determines which company the user works for, to prevent unauthorised viewing of information Company manages ID’s

Information Management Group 29 Process Model Schemas... Validates submission structure(completion) Business areas (Silv, Tenure) have schemas that are associated to them (data format) Example, tenure application type “CP Applications and Amendments” is associated with “BCTS” and “Industry”

Information Management Group 30 Timeline and Implementation Timelines: MoF/MSRM ESF integration testing with FTA/RESULTS complete July ESF test bed ready for client test submissions August Target start date October 20, 2003 Ongoing maintenance post October 2003

Information Management Group 31 Break Please enjoy some refreshments and meet your colleagues!!!

Information Management Group 32 Forest Tenure Administration Overview Background Objectives Business Model Processing Model

Information Management Group 33OverviewOverview FTA is... revitalised, streamlined web based application that replaces FTAS links to electronic Forest Management (e-FM) initiative & meets VMAR objective shares data across MoF/MSRM & spatial data is available to clients accepts electronic submissions from Industry (spatial & attribute data) in standard format

Information Management Group 34OverviewOverview FTA... Supports the new Forest and Range Practices Act Modules include: –Block, road, range, recreation, private mark, –Client –Administration –Inbox –BCTS functions removed except TSL# issue

Information Management Group 35 Objectives FTA Objectives: Link spatial & attribute databases (registries & tenures) across ministry organisations to improve decision making Protect the interests of all clients (conflict resolution) Uses spatial information, along with attribute, to manage tenure and file locations

Information Management Group 36 Objectives FTA Objectives (cont’d): Is accessible via the web to allow MoF/MSRM staff to manage their information, Tenure attribute and spatial information is submitted on paper to District offices (8K/yr) Forest Tenure Administration (FTA)

Information Management Group 37 Business Model Issue permits and manage file status Map report web site facilitates determining encumbrances of a tract of land for clearance purposes Status processing of Exhibit A’s Linkage to other corporate system eg. RESULTS, ECAS, HBS, SPAR

Information Management Group 38 Business Model  Time savings for Permit issuance, quicker turn around and less re-keying and re- digitizing  Easy secure access to submitted information  Inbox workflow will allow MoF and MSRM staff to manage submissions in a timely manner

Information Management Group 39 Business Model  Display spatial information on the file from rendered image or Mapviewi  Updating FTA allows tenure and file updates to the MSRM LRDW warehouse

Information Management Group 40 FTAS - Process Model MOF Client FTAS HQ -STATUS INCOSADA Files Cutting Permit Elapsed Time WEEKS 1. Key-In Data 2. Pass paper maps to Drafting 3. Digitize 4. Send to HQ 5. Clearance 6. Prepare and Issue

Information Management Group 41 FTA - ESF Process Model ML, BC Timber Sales, District ELECTRONIC SUBMISSION WEB-SITE FTA 1.Apply business rules (software) 2.Create CP and Mark (software) 3.Goes to Inbox (ET Minutes) 4.Send Clearance Request 5.Status (Pending Issuance) 6.Create Legal Document 7.DM Signs 8.Status HI MOF (Attribute) MSRM (Spatial) Cutting Permit MoF MSRM XML/GML

Information Management Group 42 RESULTSRESULTS Introduction Background Objectives Business Model Processing Model Implementation Strategy

Information Management Group 43 RESULTSRESULTS Currently 35% submitted electronically mapping updates are manual Will eventually represent 1million ha of FC updates/year

Information Management Group 44 RESULTSRESULTS Background: Initiated in Fall 2001; Supports the new Forest and Range Practices Act(Dec 2002) Prototype complete Dec 2002 Openings, Activities, Forest Cover, Milestones, Standards, In Box Linkages to FTA, SPAR, CIMS

Information Management Group 45 RESULTSRESULTS Objectives 1 digital submission format for Silviculture reporting 1 definitive spot for ‘disturbed’ opening information 1 application to view and report silviculture information for MoF/Clients 1 place for documentation, online help

Information Management Group 46 RESULTSRESULTS Corporate Database RESULTS FSP Standards(FS708A) applied to the standards units within a cutblock FS 708 Form B Harvesting Activities FS708 Form B Silviculture Activities FS658 SILV SURVEY PLOT FS659 SILV SURVEY SUMMARY FS810 FOREST COVER DATA ENTRY Polygon 123 Polygon 124 Polygon 125 Opening 82L FS 708 Form C Forest Cover Licensee X Information System Electronic Data Transfer Licensee enter information via web No Forms to District office No Data Entry

Information Management Group 47 RESULTSRESULTS ML, BCTS 1 5 Electronic Submission Framework ESF Web-Site (4) Single Attribute XML and Spatial GML File Submitted Initiate Map Report - Reject/Accept/Validate File - Populate Database - Post to RESULTS Inbox - Message Service MoF (Attribute) MSRM (Spatial) MoF: File Management /Milestone tracking MSRM: Veg Update and File Geometry 3 RESULTS: - Spatial View - Attribute Update -SRM/MoF Update -LRDW

Information Management Group 48 Corporate Database RESULTS FS658 SILV SURVEY PLOT FS659 SILV SURVEY SUMMARY FS810 FOREST COVER DATA ENTRY Polygon 123 Polygon 124 Polygon 125 Opening 82L FS 708 Form C Forest Cover MSRM VEG files LRDW RESULTS Forest Cover polygons merged with overall Vegetation Inventory

Information Management Group 49 RESULTSRESULTS MOF ATTRIBUTES MSRM SPATIAL DB REPLICATION SILV_FOREST_COVER VEGETATION_COVER CUT IN PROCESS VEGETATION_COVER_20XX RESULTS AGENT Electronic Submission RESULTS ATTRIBUTES Land Resource Data Warehouse

Information Management Group 50 RESULTSRESULTS Speculation: Post October 2003 Enhancements Rationalization Reviews Transition complete

Information Management Group 51 Key Messages Timeline:  MoF expects that on April 1, 2005 all clients will submit electronic files via ESF either:  By their own systems or  Through electronic service providers/consultants October 20th, 2003 ESF begins

Information Management Group 52 Key Messages FebruaryJune XML/GML standards and schemas published Licensee testing of XML/GML Schemas September Licensee testing of full applications October FTA, RESULTS and ESF in Production All data submitted electronically via ESF 2002/ /042004/05 MarchApril FIA Funding Available December Top 20 Licensees submitting 60% of their data electronically Timeline

Information Management Group 53 Key Messages Information Management Group is: Providing a transition strategy for clients Aware that ESF requires substantial work & time for ramp up Minimising the transition time that impacts issuing of permits: October 13 to October 17, 2003 Providing ‘Tools’, Incentives and Enablers

Information Management Group 54 Key Messages Getting Ready: Analyse Your Situation Electronic Service Delivery BCeID Electronic Submission Framework Forest Investment Account Funding Feature Manipulation Engine

Information Management Group 55 Key Messages 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

Information Management Group 56 Key Messages Analyse: Talk to your ‘service provider’ Talk to your colleagues Talk to MoF/MSRM

Information Management Group 57 Key Messages FIA Eligibility: FIA funding available Shared Data Warehousing/Data Exchange Initiatives limited to FTA/RESULTS

Information Management Group 58 Key Messages Submission Capability: Options IFMS Custom Feature Manipulation Engine(FME) How it works Getting your copy, licences available Training Support

Information Management Group 59 Key Messages MoF Requirements of ESF Consultants BCeID Certified ESF Service Provider FME familiarity for license acquisition FIA familiarity for data exchange initiatives Industry/Consultants test placement

Information Management Group 60 Key Messages Services of ESF Consultants: Provide expertise in technology solutions Provide business knowledge and data management Submit data electronically to MoF behalf of clients Extend scope of services provided to clients Client/government liason

Information Management Group 61 Key Messages ESF will: Streamline business transaction process Reduce the time for decisions Provide greater flexibility for clients to check on the status of their file via online secure website Allow Integrated Forest Management Systems to adapt to ESF without difficulty.

Information Management Group 62 Communications Strategy Communication Plan Region and District Managers Electronic Business Information Package Deputy Minister Letter and Industry Information Package Further Updates Training ESF On-line help, RESULTS Web Based Tutorial, FME Support Business Application Support Center (IMG) Data conversion One time;historical available for clients Key Messages

Information Management Group 63 Key Messages FME Translates spatial and attribute data from many formats (e.g. Microstation and MS Access) to MoF GML/XML Input reference control file developed as well as the custom MoF output file MoF has purchased licenses, training and support that will be available at no charge Maintenance costs for future versions of the software is the client’s responsibility

Information Management Group 64 THE END

Information Management Group 65 Questions and Possible Answers Questions and Possible Answers