JWG Power Point Presentation FINAL with NOTES June 25 2008
Contents
1. rare tton tret Wy ca ome tom ETE RESULTS p ous ene ANSWER Me ost int mont ayo Sedes Q ae ee nm o Neal poe vom but arina pan ident oriente jua m fter ame WASTE Damm Pian AP AP Shell Reporting AP RU details Tequres ino sooner han Wata purpose o plan tan tm Unt RU shel End E RESULTS cds tone 1 use of etmate 2 Eo bass let wtb Gime mere issue since R s nt location cannot than one culblock to reporting process amp puc T ren new pan appa BEEN insignia Seer Er pesa perm pe han 1 block under 1 certain types 65 4L with woodiot licence LT iud then only those methods hole stale WASTE PLAN rogues Submission submission report why Screen 303 Why not cross reference with FTA GINS WO eceme noting re x i at lt Do I know Annual pierde Plan 1D gt survey Block Dotais Screen 102 wats il Stan Surv End Survo ynot nave bamsen year Prr ioro Waste IA Waste jeep complete date Detai2. iF TA ai 1 Cun Blick Derbi One of the key concerns by licensees and ministry staff has been the duplication of data entry We found that much of this duplication appears to be perceived duplication however we again felt that the experts need to review fields such as area and dates which appear to be duplicates Some examples from FTA RESULTS and WASTE are shown in the next few slides Red ovals indicate areas green rectangles indicate start dates and orange rectangles indicate end dates RESULTS RESULTS 1 Lr OS eS e onem EI II fa gei Lismor BUS Pici Dukan mr DEL Lee Dacis rel DOS aem Damus Dari a m luem x jen es jaa E ss LN 887 Terr REF fee A jhak 537 Diniz ame cun Ares 11 BAB 24 n ar i T aia egean Pre Dua Dr IL Pree Green eria o Marea RR ay Lica enr SUL TRI Di nturrbasmece Rows D fuses Tree ates En LT lt Pa Cai pi taa eee 119 Ferrirark Terdori prar il Clan Hd s rise fae Due 8 Ogy Bull abus Fase iioi a Mor p Ua Forest Dai
3. _ Stocking Standards Code vs FRPA vs Guide vs Majors __ CODE CODE s WLEMR as of 1998 Definitions hp 1 1 Inthisregulation stocking requirements means in relation to an area where there is no silviculture prescription the preferred and acceptable species and the stocking specifications for a stand of trees that must be achieved for an are as specified a in section 77 by the regeneration date or RPA s FPPR as of 2003 Definitions 1 In this regulation b in section 78 by the free growing date 2 In this regulation and in the Act with respect to woodlot licence areas 66 1 1 9 1 1 1 EU peas in relation to an area where there is stocking standards means the stocking standards that apply when silviculture prescription the stocking specifications set out in section 22 1 P a establishing a free growing stand or 3 e and f b meeting the requirements of section 44 4 free growing stands generally FRPA s WLPPR as of 2003 RESULIS WL Guide Definitions 1 1 Unless otherwise indicated words and expressions not defined in this regulation Standards Regime ID Yes The stocking standard regime ID number This must be an d TM approved Standards ID in RESULTS This number uniquely ave the meaning given to them in section 1 definitions of the Forest Planning and identifies a set of series of Regen FG offsets target minimum Practices Regulation stocking levels
4. 1 One size does not fit all in this case need more focus on clients rather than simply collecting data Review all issues inconsistencies perceived duplications definitions and justify all information required is it essential what is it used for Many issues still exist with old spatial amp attribute data in both FTA amp RESULTS despite clean up efforts over the past years Now that woodlots have the option to include Exhibit A spatial in RESULTS which then feeds VRIMS correct spatial in is critical otherwise free growing forest cover information may be rejected by Inventory staff if they deem it to be 20 m off of orthophotos Prior to this year very little training for woodlots in the systems Training needs to not only show how to use the systems but also what s expected to be recorded in each field To ensure data integrity need a full time position to liaise between all levels to remind decision makers designers about the differences of woodlots and to perform audits Again to ensure data integrity knowing someone s watching makes people pay more attention to what they are doing plus reviewing someone s practices enables individual training by explaining what may be incorrect TOP TEN Cross Functional team 449 Woodlot S pecific e service expert 17 _ Suggested Improvements evaluation 5 Tool Options 24 m One audience specific portal 31 CP RP training 36 m Data
5. Infomall data clean up CP RP bundles single form m WARRT woodlot administrative review and recommendation team m 2006 m CIO Forum ILMB Data sharing initiatives BAPS FIMW 2007 FBCWA Efm User need report Woodlot Licensee e FM User Group Northeast BC Pilot Project NRSIC Strategy and action plan Efm Project DTAP POW Ad d Various initiatives WARRT BAPS POW etc lack of coordination inefficiencies duplication of efforts Go over 2003 2005 oince 2006 several important initiatives have begun with the aim of improving our systems both business and applications Some like the Chief Information Officer forum have led to improved data sharing for instance woodlot licensees can now purchase orthophotos at a reasonable rate and have full access to TRIM data in the LRDW Many of the others are defining different business needs and data requirements This project is one of those with a strict focus on woodlots otreamlining Info Mall consolidate spatial info in LRDW one form for all applications data clean up activity notification dlot Federation Ministry of Forests and Range A Cost amp Complexity Lack of district efm expertise Ri Lack of resources and or skills Capture document business amp policy 2 _ Reliance on service providers Ministry core requirements Both ow client participation Database Integrity spatial amp attribute Inadequate Training Desire
6. Road Permit or Amdt What type of application or submission ripton could be anything le this redundant duplication wth NOC catastrophic Indicator sil mandatory it irelevant with iade changes ask Denis McPhail WL Should this even be submitted le FTA Doesnt belong in scs is CP catastrophic 1s this anew CP or an amendment to an existing CP consistent guidance as to what this should bero Choose Amendment it adding a new block to an existing cutting permit dp schema indicates term required or new tenure applications but then indicates assigns term new Instead of Y or Need salvage code option lor woods so permit indicates salvage rather than green can oniy do this it select catastrophic amp category lor Woodlot savage M LS sedie since this eld should dictate clauses nce AQ FIA wit acceptan icone instrument amp method What are posse Ingicaons to her systems on What is this deciduous indicator for ls this intended foe parttioned AACS or appraisal This has to be in accordance with Transportation Regulation normal CP standard hammer 2 100 purposes for conventional g harvest dale mandatory when have to submit NOC anyway Gross Area is only mandatory in Ezink
7. Wai Revenue WASTE and Dona Stapley Resource Tenures and Engineering Branch FTA EFS With your help we were able to make great progress so thank you Following the interviews and demos of the various applications we began to map out the various business process maps Once drafted these maps were shared with a broad group of 60 individuals representing MFR licensees consultants and service providers Based on responses received our own knowledge and problems encountered while doing amp reviewing the maps we identified several inconsistencies issues and perceived duplications Taking all of these into consideration along with comments and experiences we developed 130 recommendations which we categorized into short mid amp long term before asking our broad group for their priorities Determining the top 10 short top 5 mid and top 3 long was just done last week 4 Business Process Maps 15 total Overview BCeid MFR applications ECAS Coast amp Interior ESF FTA CP amp RP RESULTS Online amp Ezlink Issues over 50 identified Inconsistencies over 50 identified Perceived Duplications over 20 identified Training amp Knowledge Transfer required by for both MFR amp woodlot licensees As part of our deliverables we ve produced 15 detailed business process maps identified over 50 issues 50 inconsistencies and over 20 perceived duplications We ve also identified that many problems could be ove
8. eg Is SU stocking standard multHayered WL Is there another tree species UPDATES boldin cates who did Visio update May 2008 Original Re Design Team Members May 15 2008 Original Visio completed by Stephanie Mooney Original Design completed by May 15 2008 Stephanie Mooney WL Is SU stocking standard multilayered S there a Basal Ares s quirement to meet as part my stocking standards or other objectives eg MOWRY WL Is FC polygon Stocking Status IMM immature Only required for leading and secondary species ich information Assumptions Only black per aparing could be made up af ne or more separate piecos butis Gened as Comments T Only required Feds are shown other infomation can be nou st ne tcensse 2 The fowchart is based on Ezik Version 1 5 1 as available trom he Program Neighborhood ipi ste do I want to use Opening ID to link this activity to my block wi 1s there another polygon to be added for this block WL Is there more than one SU or polygon for this block WL Is there a yellow warning sign harvesting o there non mappc areas within polygon eg ack road swamp eto WL Is SU multi layered WL Have all 4 silviculture layers been entered Is there another tree WL Is FC polygon Stocking Status IMM immatu
9. i Beer nay be made inane a LEGEND actin deb Stephanie Mooney DERE Posti notas shadows UPOATES bed nicae who dd Vaio update 2 Fee GrevirgMiatore Deciaratan can only bo made itan REF sek genera oration anl iar eile ap s CM d H pen gis D opem S Thie Nomenar esed on Ez Verso 1 1 as avalatie m om May 2008 fa aan Hen Sereen ples must be an RPF 10 submit declaration May 16 2008 Orignal Viso compete y Sleprone Mooney Does opening have more than one SU rin Design complete oy May 16 2008 Stephane Mooney submission This sereen only Pops up the frst ame you cic Update for an time period opening we declared than one SU 1o bo declared WL Wal for email 10 be reviewed before making my final gubmission Woodlot EFM Project FINAL BCeid and MFR Applications Access Request Business Process Mapping WL WL Complete Click Register for a BCeid BCeid Registration Process Go to BCeid website link off efm website Write down Bceid registration request or print screen Dated June 22 2008 Any relation or WL implication to Go to Service Worksafe BC Provider and have ie If register as company here them request does it imply access on your company under Worksafe BC behali WL WL E 2 Do I want access to mi cones information in MFR s registered 2 lectronic
10. pecified operations is working sr a people system Goes to district office for review no automatic rejections buta lot of duplication of efforts ECAS has been around longer and used only by forest professionals nise map acta Does appraisal contain M iud j ir Does appraisal contain Does appraisal contain Does appraisal contai road bridge or culvert plan ASP doc not bo required bridge information culvert information formation Why do we need to submit Road Eng amp Exhibit BY Why cco wi stu on nie WL WL Is Woodlot Licensee Submitting individual also the signing attachments or one zip RPF or RFT file Paper How will attachments be sent S information by pota D Electronic she plans andior a cover letter including FTA ud as a pdf in a separate see what he she is approving ASTE Waste Annual Plan amp Survey Submission Online Business Process Mappin UR ee rx n Annual Plan Submission Inconsistencies fd Dated June 22 2008 E cem Doce B TES mee remet nro mere la 2 Tha fewcha is based onthe TEST environment of WASTE Version 01 12 06 on ne TURQUE server athe following webstie wi orrara MZN Min ol Foes HE ug
11. species heights etc that make up a stocking standard Another huge inconsistency is the submission of stocking standards into RESULTS Woodlots have been operating under different rules since at least 1998 when the WLFMR under FPC no longer required woodlot licensees to submit silviculture prescriptions Instead woodlot licensees were required to submit for district manager approval a woodlot licence site plan with reduced information requirements but included stocking standards as defined in Table A or B of Schedule 1 These woodlot site plans were in existence long before the current stocking standards regime ids and site plans were developed for majors The submission of stocking standards into RESULTS including regime ids and approval dates are totally geared to this change for the majors and does not take into account the fact that woodlot site plans under the Code and pre harvest mapping requirements under FRPA are different Much of the Business Process mapping for the opening definition could be perceivably eliminated if RESULTS was adjusted to reflect these differences Some licensees will continue to operate under FPC for up to another 10 years so RESULTS Woodlot Guide also needs adjusting since it only references Stocking Standard Regime 14 as the way to submit stocking standards d reas amp Dates in FTA ia e E a Mm 2 J i rT 2 a gt S Forpsi Tauro
12. Admin Roads Info dg Whats savage dotrion it same as one n FIAT ANSWER No apples o ECTS appraisals asa WL Has dala for all applicable harvesting methods been entered WL 1 there more than one applicable harvesting WL Does appraisal contain log transportation administration costs also the signing RPF or RFT Paper copies si mandatory in appraisal manual Post it notes shadows Attachments B says lo arier data Sise inio ks Buon hat avete mandatory Sant Perceived He E o is total net deciduous volume it cence requires harvesting in deciduous amp not reserved trom harvesting is this related to parttioned cuts at all WL Is there another insect damage type WL Does appraisal contain road information WL How will attachments be sent Electronic All applicable attachments WL Does appraisal contain major culvert information WL Is there another tree species Does appraisal contain other development costs WL Submitting individual attachments or one zip file Individual Comments 4 This flowchart may not be accurate as itis based on the ECAS tutorials and other documentation on the ECAS website since access to ECAS test andor production environments was denied Does appraisal contain specified operations costs ECAS 60 1 i
13. BE Lemp Caco F reyi loro apns Cai iP date pj dh i F r Fiat Ban regia Lpr hinted ow 3 Gisa ic nn m CE Lear LET h m Sn rra megr laze re Wanie Deel it B i 4 These fields of area stari dates and end dates also appear in CIMS and ECAS but didn t have access to those to make printscreens TOP TEN Frustration with RESULTS 50 m RESULTS data clean up 24 amp 22 m BCeid expiry every 2 years 46 E Too much info collected by RESULTS 45 Legacy data in LRDW blocks incorrectly positioned or non existant 17 421 20 Major changes not adequately communicated 45 Portal to WASTE system not easily recognizable 54 Had over 50 issues identified The top ten are based on the broad group s submission of their priorities Major changes include requirement for Previous Stand Type in RESULTS and Timbermark Designate change Six Themes Audience Focused System Business System Improvement to Existing P rocesses Personal Contact Recognition of Tenure Other Fields Tools New Extensive Review of Data Requirements Data Clean Up Audience F ocused Training Full Time Position Policy Practices Audit Had over 120 recommendations identified and found that they fell into six themes
14. Clean up 45 amp 46 Fulltime position to lead CF Team 64 m View access to all applications 19 Stocking Standards adjustments in Results to match woodlots 63 Numbers in brackets reference the Recommendation on Draft Hecommendations Table sent out for review on June 4 2008 We rt 2Fulltime positions 100 ag one specific to woodlots Enc One for all other tenures Orthorectify base maps 494 3 i p a focused Reports including descriptions in CRS 69 HBS Cut control statements 79 478 411 RESULTS All openings obligations summary 16 Ad just develop appropriate standards for woodlot submissions 473 Eee current WASTE reporting requirements 99 5 Bullt for professionals to use who understand the terminology Also question whether Annual Plan is really necessary A mer THREE Tenure Recognition across all systems 107 108 Easier movement between applications 104 Interactive business process maps 109 _ ongoing recommendations RI _ Recognition of woodlot differences at planning stage of changes 124 la xy icture lens to Use of business process maps as big P assess impacts of new initiatives legislation changes 115 P TA Knowledge sharing through provincial calls AGMs 121 ia TS business systems coordinator liaison 4125 Po Hi M Tenure Recognitio
15. June 25th 2008 Thank you for this opportunity to provide an update on the woodlot efm project before the conclusion of my temporary assignment on June 30 It s been quite an experience and journey over the past 6 months Understanding amp Communication m Endorsement of our ideas amp suggestions Support for short term plan gt d gt p 7 7 1 Ay b LA Resources Communication linkages with other initiatives Business alignment Discussion around top recommendations SO first just want to outline the objectives of this presentation READ slide We ve covered a lot of ground since January and could actually spend a whole day to review what we ve done So the presentation will be at least one hour We ask that you hold all questions to the end You ve all received handouts please feel free to jot them down as we go since we have the rest of the afternoon for discussion Background Business Case Project Purpose amp Team Methodology Findings Products Recommendations Key Learnings amp Reflections Next Steps plan finalization amp implementation Since you have copies in front of you I m not going to go through the first few slides in detail For instance this overview simply outlines what we ll be covering in the next hour or so was first introduced to woodlot licensees at woodlot workshops in March 2005 m Streamlining Forest Initiatives
16. ads under a woodlot licence Further frustrating is that the CP template keeps changing Post CP template version 2 03 Feb 19 2008 5 00 ROADS 5 01 Subject to the Licence and the forestry legislation the Licensee may construct or modify roads under the authority of this cutting permit on the harvest area if the roads are wholly contained within an harvest area authorized under this cutting permit Post CP template version 2 03 Mar 26 2008 5 00 ROADS 5 01 Subject to the Licence and the forestry legislation the Licensee may construct or modify roads under the authority of this Cutting Permit on areas of Schedule Land and Schedule Land subject to a timber licence that are authorized for primary logging and removal under this Cutting Permit if the roads are a wholly contained within a cutblock identified on a forest stewardship plan and b not identified on a forest stewardship plan as providing access to more than one cutblock Here the latest Post CP template dated March 2008 which has apparently replaced the corrected version that had been posted in Feb 2008 with no reference to forest stewardship plans Similarly the Pre CP template has also been changed and is now incorrect since it references forest development plans only The problem with these is that Pre and Post refer to the Woodlot Licence Anniversary date and have nothing to do with whether the cutting permit is Code or FRPA
17. be nice to be able to run a report for up to at least 5 years so that 5 separate reports do not have to be generated one for each of the five years Oct 2004 Are there enough qualified service providers in the more rural areas to accommodate the number of licensees who will require this service roughly 250 woodlots from Prince George down to 100 Mile Jan 2005 Systems set up does not match legislation eg traversed blocks for beetle harvest not required until 3 years after harvest Jan 2005 One major concern with the decisions coming out of branches and regions is the lack of follow through with working implementation tools Even though we have created a more efficient woodlot cp issuance process believe on of our key requirements the cp template is still not functional If a functional template existed then our process could be even more efficient would also like to reiterate just how much the decisions at branch and or region can snowball when they get to our district level of business Every time an individual branch decision is made without consulting the other affected programs we are often having to revisit or start from scratch again 48 4 Client focused processes and interfaces Clean up of data is high priority to enable licensee compliance accurate ministry data management ease succession tenure amp staff Clarify justify information requirements Change inappropriate bus
18. ceived duplications issues questions inconsistencies suggested improvements p si E Sheets for BCeid application 8 FTA amp RESULTS submissions 3 Listings of Issues amp Recommendations prioritized Listings of Perceived Duplications and Inconsistencies 1 7 Although not listed here as a product one of our most significant accomplishments has been this better understanding between all parties which will hopefully continue to help develop a more cooperative relationship between the Federation and MFR Our main products BP maps and Cheat sheets will hopefully be useful as tools to help licensees in the short term and the listings of issues recommendations perceived duplications inconsistencies as well as the BP maps will serve as road maps to help MFR with future changes 14 The next 13 slides showcase the amount of information being requested as depicted by the bp maps We won t be going over these in detail they re more of a visual reality check do want to quickly point out a
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20. data Cultural reluctance to change all sides Lack of meaningful reports to get info from systems MFR amp licensees Many of our recommendations have been documented in previous reports but never implemented o0 like Frank we were feeling quite disappointed and overwhelmed with the amount of poor or lack of data we have for woodlots Despite several data clean up projects woodlots always seem to be pushed to the bottom of the pile and the problem continues to grow Further complicating our situation is the reluctance to change due in part to the unprecedented rate of change experience in the last 12 years 1995 Introduction of Forest Practices Code of BC Act and associated regulation Woodlot Licence Forest Management Regulation 1998 to present Mountain Pine Beetle severely affecting approximately 250 woodlots Especially 2003 2003 Introduction of Forest and Range Practices Act and associated regulation Woodlot Licence Planning and Practices Regulation 2003 Ministry downsizing loss of staff districts and regions 2003 Changes to Cutting Permit term 2003 2005 Implementation of e Business for all aspects of approvals appraisals and record keeping 2005 Softwood Lumber Agreement and associated loss of flexibility We certainly haven t helped to promote the change in a positive light Licensees and staff see the applications as safety security boxes to which they don t have access We still cant retriev
21. e a yellow warning sign WL Wait for email Assumptions 1 Woodlot licensee have access to Ezlink either their own copy a group licence or through a service provider Comments 1 There are other tools available to woodiot licensees besides Ezlink Ezlink was the only tool available to the team and was simply used to capture what s truly required by the schema so that cheat sheets can be developed outlining all of the required information for each submission to aid those who will use the various other tools UPDATES bold indicates who did Visio update MONTH YEAR Original Re Design Team Members WL New or Amdt May 12 amp April 19 2008 Original Visio completed by Stephanie Mooney Original Design completed by May 5 amp 12 2008 Stephanie Mooney April 15 2008 Coleen MacLean Marlow Stephanie Mooney Susan Prosser Dona Stapley WL Electronic Submission accepted ECAS Appraisal Submissiot Dated June 22 2008 Why isthe district not automaticaly edita the woodiot WL Partial Cut harvesting method WL Highlead grapple harvesting method WL WL Skyline harvesting Helicopter harvesting method method WL Is Woodlot Licensee Interior Business Process Map LEGEND Submission Pieces Reference information Cruise Tree to Truck pem indicate Poit of praise as optional but utara indicates as mandatory Log Transportation amp
22. e meaningful data from the various applications without asking for ad hoc reports Although improving reports is a new recommendation many of our others have been repeated in several reports including SHOW AS NAME Vera Sits Are We Ready Woodlot efm User Needs Streamlining Project Forsite Report WARRT Again a lack of implementation is forcing us to repeat history over and over and over again Business rules drive the systems Huge amount of information required From clients perspective systems are very individualized amp could be more audience friendly Business inconsistencies legs regs policy templates systems Minimal S ystem data requirement inconsistencies General lack of knowledge of and training in ESF systems System Interface issues multiple ports Despite these disappointments we did have some interesting findings 1 The business rules drive the systems not the other way around 2 Huge amount of info required as evidenced by the BP maps 3 by being more standardized in look and feel 4 The systems can t change until we address the business inconsistencies existing between all of above plus instructions due to previous streamlining efforts made in woodlot regs both Code amp FRPA 5 Besides lack of reports there were only a few system only inconsistencies such as RESULTS stocking standards not set up for woodlots VRIMS updating only if FC is submitted to RESULTS through ESF and CIMS not
23. ed by the schema so that cheat sheets can be developed outining al ofthe required intormation for each submission to those who wil use the various other tools weones nea wo updats REN Oil Re ep Team enter PREI reed ei corey ot ce cus cath om it eat mh Heu 55 REID 9 Does system stil aulopopulate with O t only one Jeter submitted info needs to be the samo as that selected in box 3 rom star Woodlot EFM Project FINAL ESF Road Permit Submission using ezlink to populate FTA Business Process Mapping LEGEND Submission Pieces Ezlink metadata requirements Road Permit Submission some XML upload software GENUS will need to get Road Permit Tenure from district before making application L1 Road Seclion Submission Map submission Dated June 22 2008 Post it notes shadows Inconsistencies B Perceived Issues Nu Duplications Suggested Improvements Cutting Permit or Amdt What type of application or submission S there more thai section for this permit Does default override whatever licensee enters If so why include at all Manual says regulation width but not correct is this only policy Map End Road Section START WL New or Amdt s standards no special characters spaces but not enforced by system WL Is ther
24. erations Division took over from Peter Wyatt Stephanie Mooney that s me Woodlot Forester from Central Cariboo Forest District on temporary assignment as project coordinator lead of this project Tom Bradley Woodlot licensee Association president and self proclaimed computer geek from Arrow Boundary District he s been in Scotland since May so is not here with us today Gord Wall is Tenures Supervisor out of Quesnel Forest District and was part of the original efm delivery team Coleen MacLean Marlow is manager of W1611 on Quadra Island as well as a consultant doing woodlot submissions and is the Federation s key representative on many of the various government efm related initiatives and Susan Prosser who was charged with getting this project off the ground is Acting Manager Forests Operations Solutions representing the Information Management Group she was unable to be here today due to personal matters but will join us by phone for the discussion ua Purpose Da gt Development of a strategic plan that provides short mid and long term recommendations which if implemented will enable woodlot holders to more easily and effectively submit data electronically to support their business and the Ministry s efm objectives Deliverables 1 Business Process Maps depicting interaction with efm and data requirements 2 Identification of Issues inconsistencies perceived duplication and possib
25. even available on any website 6 On both sides of the fence 7 Including the fact that each system application has it s own access requirements and portal 12 Ezlink is easy to use although still room for improvement Numerous similar initiatives relating to systems are going on at same time no apparent coordination amp possible duplication Possibly more change coming due to NE pilot project recommendations for push pull system How little we understood each other s perspective of our joint business MFR districts vs branches vs IMG vs licensees Some of our findings also took us quite by surprise including that 1 Ezlink is actually easy to use and does provide a one portal solution you can do a CP RP RESULTS WASTE amp even NOCs 2 Numerous other initiatives unmask flipchart have them listed here for those who are interested afterwards 3 More discussion around this at the end when Coleen and Dona can fill us in 4 And probably the biggest surprise was just READ LAST BULLET districts believed branches work completely in silos branches thought districts simply don t follow their direction doing own thing IMG felt Federation was whining without cause and the Federation was blaming the systems for all of their troubles We on the team now all realize that each of these perceptions is quite incorrect 13 Detailed Business Process Maps flowcharts including identification of per
26. few key features before moving on First Assumptions and comments are critical to read before using these flowcharts This overview has different colored boxes for each e system and or piece of legislation reg etc check the legend for details The circles are other processes green is non efm orange is non efm Woodlot licensee and red is efm requirements Each red circle with a computer beside it represents those efm processes for woodlot licensees while all others are MFR processes All woodlot efm processes have been mapped out but 2 scale returns and SPAR as they were not seen as critical The background color of the rectangles match the colors used in the detailed bp maps for easy recognition for instance FTA is yellow on this overview if you look at the FTA maps all boxes are yellow And finally the post it notes are all color coordinated as well blue issue pink inconsistency green perceived duplication orange questions yellow suggested improvement purple tips Woodlot EFM Project FINAL ESF FTA Cutting Permit Submission using ezlink to populate FTA Business Process Mapping LEGEND Submission Pieces metadata requirements Cuting Permit Submission Dated June 22 2008 Post it notes shadows B e EL populate Location in FTA which is supposed to then ink amp populate CIMS location fait ONE
27. iness rules m Create easier access and user friendly systems In conclusion these are the 5 key messages Seemingly simple things can be extremely frustrating and an immediate turn off if people are unaware Eg Silviculture code definitions in RESULTS can t back out Having to put BCeid in front of username Not understanding that once have BCeid don t have access to MFR info Vision without Implementation is Hallucination FBCWA MFR Woodlot efm P roject June 25 2008 As demonstrated earlier in slide show past initiatives have occurred with great ideas and recommendations however many of these suggestions have not been implemented so we hope our vision of a simplified woodlot world will get implemented because READ SLIDE Thank you for your time and attention 90
28. le solutions Some work had been started before was brought onboard including the purpose and deliverables My understanding is that Susan worked with the original team members to develop a project charter after attending a Joint Working Group meeting where the key ideas were generated HEAD slide emphasize if implemented Now the key to this purpose are the words if the plan is implemented Without implementation of some of our key recommendations significant changes will not occur Despite this fact we do believe we ve created a few tools that will hopefully help licensees and district staff to have a better understanding of the current requirements Research Phase Interviews and Demos Business Process Mapping Analysis Phase Review business process maps dentification of business inconsistencies issues duplication etc Recommendations Compilation Development Categorization Short Mid Long Term Prioritization Strategic Plan Development next steps Strategic Plan Approval next steps Our main focus for this project was without a doubt the Research At least 8096 of our time was spent talking with the business and systems experts for FTA RESULTS ECAS WASTE BCeid HBS VRIMS LRDW CIMS and SCS l dlike to pause for a moment to thank and acknowledge those experts in attendance John Gallimore Information Management Group RESULTS Caroline MacLeod Forest Practices Branch RESULTS John
29. ls cale Details Daman eg bor Screen 205 Screen 205 ama w Another species ot gt Yes waste tobe recorded Coast w we m Pea Da nave waste that cs lat on Heck hat ould be categorized as were suppose to be Any harvested but messages were not End Survey Block Deals Screen 102 w pe cl waste over Was Plot assessment Have entered sata caoquy ot esa accumulated 1 nd iere coud bo mid us waste Ag Cold deck is No End Sunay Do 1 have another waste type 10 enter Screen 206 m aa WL Another WL Details Was assessment method species of No Was Plot assessment maid Screen 205 ocular estimate waste to be method used Eni am recorded asma te many asa noe 5 assessment WL lt 100 Seale entered z greens gg one thal _ amp Forest Cover Submission for area that has just been logged and does not exist in RESULTS Online Business Process Mapping eee Dated June 22 2008 missing ec me Hort 5 Simian ie made ny anen ctis compiti amendments are e lenta does rot m 8 Navigation Tab Select ot w Fa operating under a WL opering deron and Cic Find Feature woodit where bah cick i map area Giek Land Cover nr porn fered in eu bring ate Selec Type iced let unti g
30. n WP w s FC polygon Stocking Status armaturer m Do know previous standing rperes a vao update PRESS n Ag oer ird Ania mite bens p pr kr grecs mca w 1s the defaut turbance appropriate Standards regime to utopopuate the emana iei andato man Mop testa Sn Sar Pee DZT Lew operat ge our regina Fossa for obe TC Can ting ea n Can crease E pon 9 atone sous Denon penn inet Saat TT ole uma gari ge ce EE E Sanders led n search ls there more than No maet s pal one SU or polygon iy sos andre fortis block Bory to com bos poena ECT m 49 w Je there ayalow warming sig zc Eos mM cuneum Stephanie Mooney ir i UPDATES bold diste who di Visio update ire are shove ther information can be censeo s dicti fure ates planing brushing eni pecia she prop survey frzaion proin ec 3 Ths owehur s based onthe DEV environment of RESULTS Version 050108 at the fosoving wabste scores lap eoiapangscueS905 esl with serum JDIRESULISADMIN Woodlot EFM Project FINAL RESULTS 3 1 Complete Silviculture Activities Submission Ezlink Busines
31. n Permit Salvage Code FG Exempt checkbox field FDP WLP checkbox field Single MFR e application request form One Simple Portal Go to Flipcharts Information Access Proposal 4 Streamlined User Access Cont d m Consolidate and Systems access and BCeID request form simplify access Name protocols for om required data and Phone Email Do you have a current BCEID systems ES m Consider a single O No application see genii arare ria procedure which grants access to all i Why d i to thi 2 required data and y do you require access to this system Tenure systems Other application specific questions GeobCU HC s GEOGRAPHIC GATEWAY Resource Tenures amp Engineering Branch Ministry of Pasa A amp cin edi E ad See Suny Trias Prat ekim Scoto Cone MI WL Ti n Vicodigi Jac redi ASC Program Other Duties a EU et Tee D t anman Bee ee laurie e 2 um ee a Wer Erasm Fone Hanapi 7 Italice fre ST Wil ee armene of Morar mS Pha aren scu ueri cra Barra b pape ager mens a The FF misica macer m mcim ee pus siara usi acm PHRSR See aims PS ed ESCA pa ra barele Pi mo appris pco iue em arsi ees pa recs od mia coped of FH ma cmm am eee ore moan berseri EF be cph eee acts Pa Mery Cee cee Tia d sm Ld mu
32. ne box not avalabe but t mbormar is available How does submission get associated with woodiot just through the timbormark ECAS 64 Woodiot Road Management Cost Estimate rom IAM table in using this why isn t it showing when timbermark starts with W Indicates that cence has to be entered in ECAS 60 but can see above ECAS63 How do we know if there is 1 blocks Seo conventional column cc pc Why report size of piece amp maha ECAS 67 Roads Tab Why is BEC zone required here ECAS 67 HELP Text for stabilizing material is incorrect states Blank G O but program offers or accepts Blank amp 0722 I FINAL EC eS LEGEND Comments Submission Pieces 1 This flowchart may not be accurate as Its based on the ECAS Reference Information Cutting Authority Detali utorals and other documentation on the EGAS website since access to ECAS test andlor production environments was denied Tree to Truck Log Transp Admi Roads Info Attachments 4 Area logged is TSB not S ls TSB same as mandatory indicated as Why is 0 Mamtunt oo manat Ge default when EY e mesio but pem assume tha ie this needed qule some hae 1r Will conventional logging methods be used een Mei pue rapitor WL Does appraisal contain
33. r dee un baies nisi Pita ii Sei ka dead DELE amas puring LS Des Requested Reports c Automatic cut control statements da TA BSP Cutblock application date E to tell when RESULTS submission should occur lt E Area AAC amp replacement date Em E RESULTS Obligations Summary for all openings woodlot harvest start survey s reported regen FG dates amp declaration dates RESULTS Annual report completion 4 T Short Term 1 full time position for the implementation of Mid Term to Ongoing 2 full time positions for 4 Mat ES _ Budget B ER _ Training No Tool Development 2 M ME S Add note here Dave Coleen Gord Jacques Susan 47 Voice from the past some excerpts Over the years l ve written several emails to several different people many in this room asking questions or suggesting changes with little response took this temporary assignment hoping to be able to help people better understand the differences that exist in woodlots believe we ve made some progress but just thought read a few bits from some of those emails as they still ring true today and many show up in the recommendations we just reviewed May 2004 Harvest Billing System Being able to only select one year of billing information is inconvenient for woodlots as they are on a 5 year cut control period It would
34. rcome with proper training in all systems for both MFR and licensees and that keeping the business process maps updated could serve as part of our knowledge transfer process as individuals move onto other jobs other interests or simply die Story Time had wanted to write an analogy story sparked by one of Jacques comments in Williams Lake however ran out of time to put it all together The gist is that Frank inherits a heritage house with twelve rooms He first has to figure out which key of the 15 he was given opens the front door Next he discovers there s stairs leading up to each of the 12 rooms and he requires a key for each some keys don t even work Once he gets in he discovers hoards of antiques but doesn t know which ones are of value and which can be thrown out He talks to some experts but they all have different opinions He then wants to do some renovations because his wife is in a wheelchair and of course the stairs just won t work for her He tries to start the renovations himself but can t find any of the house s original blueprints so he decides it s not worth the hassle and sells the house This story is meant to represent the woodlot situation and this project with a key difference being we didn t want to sell so we built our own blueprints the business process maps you see posted to the walls Data Integrity amp Clean Up Inaccurate or minimal spatial information Missing or inaccurate attribute
35. re WL Is SU multi layered E coe ET Mr S AE EN TEE TAT eer eri FG dedarabon chere a Basal Are quirement to meat as pant stocking standards other objectives ie unevenaged WL Submission accepled Did set ezlink to making my final gubmission to meet as pand stocking standards other objectives eg WL Have all 4 inventory ayers been entered WL Is SU multilayered UPDATES bold indicates who did Visio update May 2008 Original Re Dasign Team Members Original Design completed by May 16 2008 Stephanie Mooney WL 18 FC polygon Stocking Status IMM immature WL Is there another tree species UPDATES 4 Whoever declarations has requested and Jain seates io did Visio update E poem Missed 1 Decaraiona only be made information exists under the Forest Cover tab Deelarato can only be made ifan RPF penal re ina ee o goy RPF ea ether prone nea Tapy ar make declaration n RESULTS on censee May2008 Original ReDesign Team Members E Ezlink fs based on the DEV environment of RESULTS at the loving vebste address uc May 16 2008 original Visio completed by Woodlot EFM Project FINAL RESULTS 3 1 Milestone Declaration Submission EZlink Business Process Mapping nS tis an na Dated June 22 2008 Orel es cena cuu
36. s Process Mapping Dated June 22 2008 LEGEND Post notes shadows Submission Paces Eus 8 nun eta an B 25 pn Metre Spui May 12 16 amp Apa 19 2008 Orginal Visi competed dy Stephanie Mooney Original Design completed by May 12846 2008 Stephanie Mooney Apr 23 2008 submission Colea Mari Dove Haley Stone Mooney Tom Bradley Gord We Brian Meveughon eem Jacques Bousquet Corne Mecteod Apr 16 2006 1 bly reque tee ae domm oer ortos tn t Coleen MacLean Marlow abia si Mooney 2 bet n En Yasin as lee on Susan Prosser he MER oam Phone ste John Gallmore Dave Haley al OPTIONAL w Do I want to include RESTS bo E 1s planting the activity being reported UPDATES OPTIONAL olds pene arm E qu ms Warning sn pea being reported VES Redes Team Meters Aun sow nt Ts have o relies beyond imis ep 23 cf i oni Shonen sey Wi Ogna pes Was another Planting Sitian Mooney Stock used Lo m ETT Wes another Planting po aeo 2 Seek uses m ate Wr See ery ce aera Submission accepted Forest Cover must represent entre opening at all imes as ld Forest Cover is deleted as soon as add forest cover even if only par
37. systems company WL Go to Government Agent office with picture id and BCeid registration request number WL WL Go to BCeid Has it been 2 years website link off efm pplied for my website BCeid WL Go to MFR EFM Homepage Assumptions Comments WL Click on e access link UPDATES bold indicates who did Visio update DATE by BOLD color WL WL Click on application Click on application for which you want requests hyperlink to request access WL Call or email application custodian WL Has 3 weeks passed since original access request Did have a service provider apply for g submit my RESUI information WL Wait for email WL Email from each application received April 2008 Original Re Dasign Team Members TBD Apri 4 2008 Original Visio completed by Stephanie Mooney Original Design completed by 23 2008 Colon MacLean Marlow Dave Haley Stephanie Mooney Susan Prosser Jacques Bousquet Feb 13 2008 Stephanie Mooney Complete request form WL Applied for all applications for which want access MFR Application Review and Approval Process Do you have to go back to Government Agent every 2 years WL Change Bceid Password 5 every WL 2 years WL is ar Did receive a confirmation email WL Wait for email This business process map represent what each of the others could have looked like if we hadn t gone
38. t Seti ae an se nons wo tu id te Managed Licence ick Zoom Out rep Land Gover Ouline sit there nine gaundgertornance wl be messed against hese Emer Woodiat a scale lk Sore ET 2 For hase gering under an FDP the opening dition and astra tenders mameten tout sone a Me appuie pan Fran idus oec win Bock ick Search Tab Vegetaton analy Gick Retesh Mer Fola Tenure afet ee he DEV ener of RESULTS A Cikk Linka odd scroll down Click Cutblocks oe MIS MOLAC N Pe Mee ME Opening uem dee lames eaten Genie Solel Approved Delon Eo par ps ume id ued urti sosta m gener gn ee Team eo we 1e the default for w Maximum Permanent gt Ves p Do know previous Does the opening only Access Structures stand info appropriate ay 128 At 8 2008 P p Silos Heaney we I wan lo us iador saze everyone 0 standards regime to stocking standards regime d Verbal advice a siaran auto populate the rom sources indicates tb use kr tand Aranda of WLP amp coreene FDP Summary ol Advice includes 2 Use Amendment if operating under WLP 1 Use Correction il operating under FDP aa 2 2 Hoo um ceps is um ia
39. t ofblock is FG need to reenter everything NAL RESULTS 3 1 Free Growing Forest Cover Submission Online Business Process Mapping Dated June 22 2008 saos Be Polygon ID isthe seme as the Stratum ID as indicated on survey w 15 there another polygon to be added for this block w 15 there more than one SU or polygon for this block Oriy required for leading species we Is FC polygon Stocking Status IMM immaturey WL 15 there another tree species we WL Is SU stocking standard Have all 4 silviculture mult layered layers been entered hr stems need o De captura se separate crea re pan Gpening that are excluded reserved from future harvesting is there a Basal Ares s quirement to meet as part Assumptions 1 Only one block per opening block could be made up of one or more separate pieces but is identfied as one block in FTA Comments 1 Only required fields are shown other information can be included at the icensee s discretion 2 This fowchart is based on the DEV environment o RESULTS Version 0301 05 at the following website address pimeneaincconcOBBSresui with usemame IDINRESULTSADMIN Are there non mappe areas within polygon eg rock road swamp etc WL Have all 4 inventory layers been entered WL my stocking standards or other objectives
40. t pit ol mirar an E p E CE Unger LP or FOP RESULTS guide tor Cowen astean anon DES E Keeper estaba Mer d Me MEET om IW EL rea m 8 E CD vire immature lt m Dai Do have a select Amendment ony ne stocking standards id ge Correction tor entering a opaning hava marinum soi tor thes block E we mutiayered mere a Basal Ars Stan stocking standards c Disturbance ber abjectves s block a partial cut sufficient slocking Have al 4 sivicuture layers oon entered here anctharaccoptab w 1 FC polygon Siding Sut rc le here more than SU or polygon Tor his black NOTE legal obligation not filed unti spatial is submitted s there another lygon to be added far this block p Tis eon RESULTS dese atre Sed me sant ne te ote fe ratat pro ren 3 anit vee t Cover Submission for area that has June 22 2008 Dated Benno monia LIIS Seen tarta Sumare zen pur Stunts ra ata ont sath i stus om ist been logged and does not yet exist in RESULTS Ezlink Business Process Mapping do Ivantto use to deni my ena mun ES a cum iu w Do I want to include an pening number kor o
41. to improve relations Overall Frustration 2005 07 releases of business applications Follow through previous recommendations Perceptions Systems drives business rules Inconsistent business practices reduced workload associated with efm submission So why should woodlots get their own dedicated efm project Well Woodlot Federation members were concerned about cost amp complexity lack of resources amp skills and having to rely on service providers while woodlot staff were feeling lost and confused with how our business and systems should work Both parties were frustrated due to inadequate training new releases of application lack of implementation of previous recommendations and poor woodlot data in our two main systems FTA amp RESULTS Because of these factors there s been very low client participation which has led to some false perceptions including READ bottom of SLIDE In an attempt to address some of those concerns and improve relations between all sides the efm project team was created Lefttoright Dave Haley Jacques Bousquet Doug Stewart Stephanie Mooney Tom Bradley Gord ja Coleen MacLean Marlow Susan Prosser mee For those who don t know Dave Haley is Woodlot Forester at Resource Tenures and Engineering Branch RTEB Jacques Bousquet is Timber Tenures Forester and Project Manager for several other initiatives out of Doug Stewart is Acting Manager Operations Policy from Op
42. to the level of detail we did The devil is always in the details and this particular map really requires further work especially sine it s the first point of contact for licensees If we can make this process more understandable and preferably more streamlined we may be able to eliminate turning off those who have yet to experience the efm world a Authority to construct modify or use a road on Crown land 41 1 Repealed B C Reg 350 02 2 A holder of a woodlot licence may use a road constructed or modified under a cutting permit after the permit expires and is exempt from section 54 1 of the Act to the extent necessary to use the road Wilderness roads 70 Despite section 22 2 non industrial use of a road of the Act and section 68 road maintenance if a woodlot licence holder is required to maintain a forest service road or a road authorized under a road permit a cutting permit or a woodlot licence and the road is not being used by industrial users Unfortunately efm is taking the brunt of the criticism even though much of the cause falls to inconsistencies between legislation regulations manuals and systems For example FRPA legislation states that roads can be built under RP CP or the Woodlot Licence while the Code indicates roads can be built under Road Permit or Cutting Permit however the CP template indicates that only in block roads can be built under CP Also there is no authority tool to build ro
43. was removed fom Schema 8 int exse wel sor RP Why dose trot or vao WL Is block on WL Is there a yellow warming sign Helo use calendar as NOT andar tornat nya hows pas May 52008 WL Is there more than one block for this CP wry are hese vas nutes pata poping sors arta FTAs NAR neds lobe Toad n Having these areas in FTA complicates RESULTS as FTA gross area does not include WIPs but gross area in RESULTS is supposed to and Net area in FTA includes roads but net area in RESULTS does private land nomas RESULTS Licence Number is woodiol licence butin his ase the owned by private timber mark wil show up Instead uem be charged 0 Mareea posts Poe ier WL Electronic Submission accepted Need to have stie esf contacts re established trained amp resourced Why does i have tobe 2 why not st one WL Is there more than one block for this CP Although manual indicates this 1s mandatory f ledin submission tats validation rules Assumptions 1 Woodlolicanseo have access to Ezink either their uni copy a group licence or trough a service provider Comments 1 There are other tools available to wood licensees besides Ezirk Ezirk was the only tool available to he team and was simply used to capture whats uy requir
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