streamlining project august 2005 greg goss, project manager team proposal summary creating a...

Streamlining Project

August 2005

Greg Goss, Project Manager

Team Proposal Summary

Creating a streamlined forest information management model…

2 Streamlining Project Proposals for Improvement

Presentation Overview

The Streamlining Project

Scope Process Working principles

Why change is needed, to which processes

Business Proposals

Cutblock Integration (4) Road Administration (5) Information Access (6)

Moving forward

Transition from business rules/standards --> business requirements --> application and procedure change


Streamlining Project ScopeIntegrated Forest Information Cycle

Harvest completionreporting

FSP

Operational planning

Harvest authority process

Cruise, Appraisal, CP application

Harvest completion

Plan ReportNotify

Silviculture reporting

Harvest notification

Silviculture activity

Regen/ FG Milestone

Notification of commencement

Inventory update


The Streamlining ProjectThree Phases

Phase I: Issues identified, resulting in high level recommendations FRPA notification and reporting streamlined

Phase II: Cross-corporate teams developed proposals to improve

business Proposals were reviewed by government and industry, and

revised as needed based on feedback. Phase III:

Communicate business proposals to responsibility centres Responsibility centres develop training, policies, guidelines,

and systems to support changes Cross-corporate Business Integration Group co-ordinates

and supports implementation efforts


Streamlining Teams

Road Administration

Cutblock Integration

Business Process Alignment

Information Access

Teams included:

District and regional staff Representation from stakeholder branches in MoF and MSRM


Working Principles

Information will be shared within government where possible

The focus is on the business - not the systems

Solutions will meet operational needs of districts and all licensees (large and small)

Clarity and integration of the business will enable future systems improvements (transition to full e-business)

Major business processes will be provincially consistent

The comparison of planned, permitted, and actual activity will be possible (C&E, Revenue, Monitoring)


Why change…?

New legislation (FRPA) has increased the need to share information more effectively

The move to consolidated electronic systems requires a more consolidated, integrated approach to the business

Access to information is split among many corporate and district silos; simplified access is needed

Long-standing information quality issues need to be fixed with clear, practical standards and robust business processes


Which processes are affected?

FSP development, submission, tracking

Appraisal submission

Road and cutting permit application/issuance

Start-up (harvest, road) notification for C&E

C&E risk assessment and inspection (information needs)

Silviculture activity and milestone reporting

MSRM mapping information, tools, and products (e.g. LRDW)


The Streamlining Team Proposals

The following slides contain the main proposals put forward by the Streamlining teams

These proposals are backed by more detailed reports

The proposals were subject to a province-wide review by government and licensee operational staff

Proposals have been communicated to responsibility centres, and implementation is now underway


Cutblock Integration Proposal #1 Electronic FSP Submission

Submit FSPs in an electronic format to:

Expedite approval Enable tracking Improve amendment efficiency

Provide C&E with operational access to the electronic FSP results and strategies as required to conduct inspections

Provide Stewardship staff access to FSP information to enable more efficient monitoring/evaluation

This proposal is being addressed by the FSP Tracking Project (www.for.gov.bc.ca/hfp/FSP/)


Cutblock Integration Proposal #2 Permit Bundle Submission

Bundle the appraisal and cutting permit application in an electronic submission

Layer the map submission to:

Reduce the number of transactions (from 2 to 1) Improve consistency between the processes (addresses

systemic problem)

Automatically split out layered map submission for processing by each MoF business area

No added complexity for MoF Reduces the need for licensees to remove detail and

duplicate submissions


Cutblock Integration Proposal #2 Permit Bundle Submission Cont’d

Key attributes:

Map outer boundary is common to both business processes (multiple submissions not required)

Permit bundle map layers are overlaid on the existing FSP map to ensure that they fall within the FSP boundary

C&E receives the permit bundle once a cutting permit is issued, for risk assessment and inspection planning

Licensee can electronically track processing status

Planned WTPs are included in bundled submission Planned internal WTPs are needed in Appraisal Optional submission of planned external WTPs– updated in

LRDW (to enable CP/RP statusing)



Appraisal layer for appraisal

Automatic map splitting

Check against

FSP map

Permit bundle submission (not a working map on its own)




CP application layer for Ex. A map


Check against

FSP map

Permit bundle submission




CP application layer for Ex. A map

Planned WTPs to LRDW


Check against

FSP map

Permit bundle submission


Cutblock Integration Proposal #3 Bundled RESULTS Reporting

Bundle RESULTS reporting for more efficient electronic submission:

Harvest activity Standards Units Vegetation update (forest cover) Internal and external reserve timber

Layer map information to reduce the number of transactions (from 3 to 1)

Legislation-enabled Requires minor changes to systems and procedures

Improves consistency between the processes (addresses systemic problem)


Cutblock Integration Proposal #3 Bundled RESULTS Reporting Cont’d

Automatically split out layered information on the submission for processing by MoF and MSRM

No added complexity for MoF or MSRM Reduces the need for licensees to duplicate submissions


Cutblock Integration Proposal #4 Integrated Mapping Standards

Provincially consistent mapping standards are being developed where they currently do not exist

Mapping standards will be integrated across business processes to facilitate improved information exchange

Standardization and integration will enable comparison of actual results to planned activity

Feedback for Revenue, C&E, and Stewardship


Cutblock Integration Proposal #4 Integrated Mapping Standards Cont’d

Mapping standards address, across business areas:

Submission format Submission information requirements Digital mapping standards (resolution, precision,

administrative identifiers)


Road Administration Proposal #1 Provincial Road Permitting Process

Corporately consistent road permitting process flows have been developed

Corporate consistency is required on a number of important key elements

Flexible district administration is allowed where possible


Road Administration Proposal #2 Standard Road Naming and Usage

MoF to use the name the licensee submits for a road in their application

Avoids current renaming practice

Road name integrity also applies to Forest Service Roads

This proposal is backed by road naming guidelines and standards for licensees (currently under development)


Road Administration Proposal #3 Bundled Appraisal/Road Permit

Bundle road permit application and road related appraisal info together for more efficient electronic submission Reduces the number of transactions Improves consistency between the processes (addresses

systemic problem) Automatically split out layered information for processing

by each MoF business area No added complexity for MoF to issue permit and rate Allows Revenue and Tenures staff to do tasks

simultaneously to speed up processing Licensee can track processing status

Electronically issue rate and permit to licensee at the same time


Road Administration Proposal #4 Separate Tenure from Timber Mark

Introduce a new timber marking procedure that separates the tenure from the timber mark

Uses different numbers in FTA to separate the authority to build or maintain a road from the identification of a timber mark

Continue to support two legitimate permitting models:

An individual, geographically-based road permit model A “blanket” road permit model with geographic subdivisions


Road Administration Proposal #5 Cross-Boundary Road Permits

Modify FTA to allow the tenure for a road permit to cross boundaries of overarching licences for a single licensee

The mantra for this proposal is: “A road is a road is a road” (regardless of administrative boundaries)

Roads could cross TFL and FL boundaries without a road tenure change

Reduces the amount of information that must be tracked and reduces confusion for all parties


Information Access Proposal #1 The “Forest Information Mall”

District and licensee staff need:

One stop shopping for the information and systems they need to do their jobs

Transparent, scaleable, task-defined access

Access to communities of practice and user forums where knowledge and learning can be shared

One place to find the experts and contacts for questions and feedback


Information Access Proposal #1 The Forest Information Mall Cont’d

Attributes of the proposed Forest Information Mall:

Gateway to all relevant MoF and MSRM systems (including access application process and access to viewing tools)

Access to information needed for planning and reporting:

FRPA Objectives, Resource Features, Inventory, etc. Local district information (when information isn’t up to date in the

corporate databases)

Business process maps, policies, legislation, guidelines, standards, forms

Single location for forestry user forums

Government staff expertise directory (“expert locator”)

Creates one integrated location for user feedback for all aspects of the business


Information Access Proposal #1 The Forest Information Mall Cont’d

Example of task-sensitive viewing for key aspects of the business:


Information Access Proposal #2 Consolidated Spatial Information Access

District and licensee staff need consolidated access to spatial information

Current access is split among many corporate and district silos

Staff need task-sensitive views to reduce information overload and find the information they need

All forestry spatial information should be accessed in one location and be “analysis-ready”

Spatial information should include information on the currency, accuracy, and source of data


Information Access Proposal #3 Core Information

There is a set of core spatial information that is the foundation to many different business areas and should be consolidated, shared, and updated accordingly

Different and duplicative versions of core information exist. This must be minimized to ensure there is only one “working copy”

Core information includes two types of information:

Biophysical base Contours Water Roads

Users should be able to customize viewing of core information

Common features, e.g. Land status and ownership Vegetation resource inventory Imagery


Information Access Proposal #3 Core Information Cont’d

Viewers and tools should provide task-sensitive and core information as a start, and allow user customization

Reporting-specific

information

Operational planning-specific

information

Revenue-specific

information

Core I nformation

Common features

e.g. land status and ownership,

vegetation resource inventory,

orthophotos

Biophysical base

e.g. water features, roads, contours

Task-sensitive information

Revenue Operational planning

Reporting

Plan Report

Common features



orthophotos

Biophysical base


Common features



orthophotos

Biophysical base



Information Access Proposal #4 Streamlined User Access

Currently there are multiple websites and protocols for accessing systems and information

Consolidation of user access is needed

New access protocols should recognize that forestry systems and information users are clients well known to government

Licensees that provide landbase updates to standard should have no-fee access to landbase information


Information Access Proposal #4 Streamlined User Access Cont’d

Systems access and BCeID request form

Name: ___________

Company: __________

Phone: ___________ Email: ____________

Do you have a current BCEID?

Yes: ____________

No

Please choose the application(s) for which you are requesting access from the list below

LRDW

ECAS

FTA

ESF

HBS

RESULTS

SPARSubmit

Help

Why do you require access to this system?

Tenure #: ______________________

Other application-specific questions…

Consolidate and simplify access protocols for required data and systems

Scaleable security access: Access is

provided only to those who need it

Groups of users gain pre-determined levels of access


Information Access Proposal #5 Data quality

Ensure all forestry information has a clearly articulated custodian

Prioritize and resource data clean-up with business and application specialists

Build data quality assurance, including standards, into systems and procedures to ensure “cleaned” information isn’t subsequently corrupted

Ensure there is an integrated MoF/MSRM data custodianship structure for forest information to support data quality improvements

Communicate with operational staff about data standards and custodianship roles/responsibilities


Information Access Proposal #6 Activity Notification

Clear, provincially-consistent electronic process to support FRPA notification of harvest and road construction activity has been developed

Activity notification is shared across affected business processes and systems

Notification mechanism should be delivered via Forest Information Mall website


Moving forward

Interactions of the major MoF business processes and associated systems were mapped and posted to the Business Information Centre (BIC)

Relationships and linkages have been fostered between MoF, MSRM, Industry and District Operations staff

Each business area is improving integration and client focus

Operational staff have appreciated having this project to bring forward concerns regarding tools, processes, and policies


Moving forward

FRPA legislation now requires road/harvest activity notification

Electronic notification methodology has been developed and is being implemented

FSP Tracking and Information Support projects are underway

LRDW access is being improved (content and viewing tools)

Forest Information Mall business requirements development is underway

streamlining project august 2005 greg goss, project manager team proposal summary creating a...

Documents

project proposals

business rulesstandards

business requirements

robust business processes

road notification

systems solutions

electronic systems

improvementwhy change