Streamlining Project August 2005 Greg Goss, Project Manager Team Proposal Summary Creating a...
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Transcript of 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
3 Streamlining Project Proposals for Improvement
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
4 Streamlining Project Proposals for Improvement
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
5 Streamlining Project Proposals for Improvement
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
6 Streamlining Project Proposals for Improvement
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)
7 Streamlining Project Proposals for Improvement
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
8 Streamlining Project Proposals for Improvement
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)
9 Streamlining Project Proposals for Improvement
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
10 Streamlining Project Proposals for Improvement
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/)
11 Streamlining Project Proposals for Improvement
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
12 Streamlining Project Proposals for Improvement
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)
13 Streamlining Project Proposals for Improvement
Cutblock Integration Proposal #2 Permit Bundle Submission Cont’d
Appraisal layer for appraisal
Automatic map splitting
Check against
FSP map
Permit bundle submission (not a working map on its own)
14 Streamlining Project Proposals for Improvement
Cutblock Integration Proposal #2 Permit Bundle Submission Cont’d
Appraisal layer for appraisal
CP application layer for Ex. A map
Automatic map splitting
Check against
FSP map
Permit bundle submission
15 Streamlining Project Proposals for Improvement
Cutblock Integration Proposal #2 Permit Bundle Submission Cont’d
Appraisal layer for appraisal
CP application layer for Ex. A map
Planned WTPs to LRDW
Automatic map splitting
Check against
FSP map
Permit bundle submission
16 Streamlining Project Proposals for Improvement
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)
17 Streamlining Project Proposals for Improvement
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
18 Streamlining Project Proposals for Improvement
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
19 Streamlining Project Proposals for Improvement
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)
20 Streamlining Project Proposals for Improvement
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
21 Streamlining Project Proposals for Improvement
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)
22 Streamlining Project Proposals for Improvement
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
23 Streamlining Project Proposals for Improvement
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
24 Streamlining Project Proposals for Improvement
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
25 Streamlining Project Proposals for Improvement
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
26 Streamlining Project Proposals for Improvement
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
27 Streamlining Project Proposals for Improvement
Information Access Proposal #1 The Forest Information Mall Cont’d
Example of task-sensitive viewing for key aspects of the business:
28 Streamlining Project Proposals for Improvement
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
29 Streamlining Project Proposals for Improvement
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
30 Streamlining Project Proposals for Improvement
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
e.g. land status and ownership,
vegetation resource inventory,
orthophotos
Biophysical base
e.g. water features, roads, contours
Common features
e.g. land status and ownership,
vegetation resource inventory,
orthophotos
Biophysical base
e.g. water features, roads, contours
31 Streamlining Project Proposals for Improvement
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
32 Streamlining Project Proposals for Improvement
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
33 Streamlining Project Proposals for Improvement
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
34 Streamlining Project Proposals for Improvement
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
35 Streamlining Project Proposals for Improvement
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
36 Streamlining Project Proposals for Improvement
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