structured application process 2 -...
TRANSCRIPT
Structured Application Process 2.0
Cassandra CaunceDirector, IPM & Branch Initiatives
Regional Operations Branch Environmental Protection Division
May 2017
In other words, how to:• Apply for a new authorization• Amend an existing authorization• Register or provide notification under a
regulation / Code of Practiceunder the Environmental Management Act
Presentation Overview• Background
– EMA Application Process Lean Project
• The updated Structured Application Process– Key changes– Process overview
• Resources for you– Website review
BACKGROUND
History & Context
• Each year the Ministry receives approx. 750 EMA applications
• In September 2014, the Ministry developed a new application process designed to be efficient & equitable for all clients– SAP 1.0 was based on first in, first out
• In 2015, the Ministry commenced a review of SAP 1.0
Review Process: LEAN
• EMA Application Process Lean Project – Methodology: Define, Measure, Analyze, Improve & Control
stage– Data driven, customer‐focused, done by employees
• Two Phases:– Phase 1 ‐ Define and document an approach for how EMA
applications are received, categorized, prioritized & selected for processing ‐ in a fair, transparent and consistent manner
– Phase 2 ‐ Define effective, efficient and consistent processes for handling specific types of applications, in order to reduce unnecessary errors, delays and rework.
Review Process: LEAN
• Measure & Analyze steps included:– Analysis of data from our AMS System (application types, volumes, cycle
time etc.)– Interviews & focus groups with staff & executive– Online surveys of staff and clients
• Improve steps included:– 2 Kaizen Improvement Workshops (Spring 2016)– Development of comprehensive guidance & tools– Minor systems upgrades (October 2016)– Communications & staff training (underway)
THE RESULT:STRUCTURED APPLICATION PROCESS (SAP 2.0)
SAP 2.0: Key Features• Standardized process• Single point of entry
• Clear expectations – Improved website with better guidance
SAP 2.0: Key Features• Suite of transaction‐specific application forms • Separation of simple ‘Express Transactions’ from ‘Routine Applications’– Faster processing, and less ministry staff time spent on lower‐risk work
• Experienced clients can request to exemption from preliminary application phase
SAP 2.0: Key Features• Screening of Preliminary and Final applications
– Incomplete or inadequate applications aren’t accepted
– Less rework = faster review
• New target timelines for all parts of the process.• Flexibility/discretion for managers• Improved communication with clients
– Letters throughout the process
SAP 2.0: Key Features• Website upgrade and new intranet site for staff
• Published queues are replaced by Application Status Query Tool
• Moving towards self‐service
Process Overview – High Level
Intake Phase
Express Transaction Process
Routine Application Process
Screening Phase Processing Phase
Preliminary Application Phase
Screening Phase Review & Decision Phase
Before submitting an application:• Review resources on the website• There are 30 transaction‐specific forms• There are 8 Information Requirement Tables
• All tools are designed to assist the client
Let’s take a look…PRELIMINARY APP FORM EXAMPLE
Information Requirement Tables(IRT)
– Air– Effluent– Solid Waste– Municipal Wastewater Regulation– Hazardous Waste Regulation– OMRR Compost Facilities– Mining effluent
Intake Phase
Approvals
No
Is this package administratively
complete?
Yes
INTAKE PHASE
Express Routine
Express TransactionsAgricultural Waste Control
RegulationCOP Industrial Non‐Hazardous
Waste LandfillsCOP Slaughter and Poultry
Processing
Asphalt Plant Regulation Land‐based Finfish Waste Control Regulation
Mushroom Compost FacilityRegulation
COP Concrete & Concrete Products
Petroleum Storage and Distribution Facilities Storm
Water Regulation
De‐registrations and some permit cancellations
COP Soil Amendments
Vehicle Dismantling and Recycling Industry
Environmental Planning Regulation
Permit name & address changes, transfers
Target Timelines (Express)
• 4 to 8 weeks from the date information is accepted as complete
Routine Application Process
Preliminary Application Phase
(enhanced)
Screening Phase(new)
Review & Decision Phase
Preliminary Application Phase• Includes pre‐application meeting with Ministry
• Designed to ensure applicant fully understands all application requirements– Information Requirement Tables
• Applicant receives an Application Instruction Document (AID)
• Ability for clients to request “exemption”
Preliminary Application Phase• Applicant Work Window
– The period of time when the applicant completes the work required to produce a Final Application package for the ministry. Once the AID is issued, the amount of time required to generate the Final Application package is at the discretion of the applicant, but the work window cannot exceed 36 months from the date the tracking number is assigned.
Screening Phase• Administrative screening in Business Services Branch– Presence/absence check – are all the pieces there?
• Technical screening in Regional Operations Branch– Are all the pieces of sufficient quality and quantity to inform a decision?
• Final categorization of the application sets target date for decision
Screening Phase• Categorization Considerations:
– Risk to the environment– Proven vs. unproven technology– Potential to impact First Nations (potential impact & strength of claim)
– Public/stakeholder interest
Medium Complexity High ComplexityHazardous Waste Regulation
Registrations (and amendments)New Permits and Operational
Certificates
Municipal Wastewater Regulation Registrations (and amendments)
Significant Permit Amendments
Approvals New technology not yet used in British Columbia
Minor Permit Amendments Cancellations or abandonments of solid waste/refuse permits
Categorization of ApplicationsExamples
Review & Decision Phase• No significant change, except target timelines are now in place– Detailed technical review of application– Consultation with First Nations– Render a decision
Target Timelines for New Applications (Routine)
* Target to complete from the date the application tracking number is issued by the Ministry
** Target to complete from the date the Final Application is received by the Ministry
*** Target to complete from the date the Final Application passes screening
Phases Target to CompletePreliminary Application submission
Intake Phase 4 weeksPreliminary Application Phase 4 months*
Applicant work window Maximum of 36 months*Final Application submission
Screening Phase 2 months**Review & Decision Phase Medium complexity: 8 months***
High complexity: 12 months***
RESOURCES FOR CLIENTS
New and Improved Website
What’s the status of my application?
I need help and have a question
NEXT STEPS
Next Steps• Continuous Improvement
– Feedback and Issues tracking– 6‐month review
QUESTIONS?Cassandra CaunceDirector, IPM & Branch InitiativesRegional Operations Branch
DISCHARGE FACTORS FORM EXAMPLEFINAL APP FORM EXAMPLE
IRT FOR AIR EXAMPLEPRELIMINARY APP FORM EXAMPLE
Hyperlinks