Spring 2006 Version 3.0 Overview Module. FTA/ESF Overview Module Introduction to the Session Welcome to the FTA/ESF Overview Training Session 1.1

Spring 2006 Version 3.0

Overview Module

FTA/ESF Overview Module

Introduction to the SessionIntroduction to the Session

Welcome to the

FTA/ESF Overview Training Session

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Session Objectives Understand business managed by FTA &

ESF Applications Understand how to:

• Access FTA• Search FTA• Use FTA Inbox• Understand Admin Functions• Understand ESF Submissions• Understand ESF Error Messages• Use FTA & ESF On-Line Help

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Topic Time

Introduction to Session 10 min

Understanding the Business 15 min

Accessing FTA 20 min

Searching in FTA 15 min

Using the FTA Inbox 20 min

Understanding Admin Functions 10 min

Understanding ESF Submissions 15 min

Understanding ESF Error Messages 5 min

FTA & ESF On-Line Help 5 min

Wrap-Up 5 min

Training Session Duration 2 hours



Online Classroom Basics Eliminate distractions Time allowed for Q & A Use “Raise Hand” function for questions Keep text chat on topic Contact TM NewMedia for LearnLinc

Support (David He)• [email protected]• 250-475-0808

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Participant Guide = On the Job Resource

Contains:• Additional topic details• Additional information• Step by step summaries

Downloadable from FTA Training Website

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Purpose of Participant Guide Useful as a support tool when using:

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Forest Tenure Administration System (FTA)

Electronic Submission Framework (ESF)

Supports FTA/ESF Overview Training Session Assists participants during online session



Audience for Guide Ministry of Forests and Range (MoFR) Ministry of Agriculture and Lands (MoAL) District, Region, & Headquarters Staff

responsible for processing & administrating Tenure applications

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Structure of Guide Participants may read entire Guide or select

areas of interest from following topics:• Understanding the Business• Accessing FTA• Searching FTA• Using the FTA Inbox• Understanding Admin Functions• Understanding ESF Submissions• Understanding ESF Error Messages• FTA & ESF On-Line Help

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Topic #1:

Understanding the Business


Topic #1: Understanding the BusinessTopic #1: Understanding the Business

Topic Objectives Understand business

managed by FTA & ESF Applications

Understand how ESF & FTA meet the business need

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The Business: MoFR manages forested lands in BC MoFR is primary authority for granting

permissions to:• Harvest timber • Provide grazing rights• Recreation opportunities on provincial

land base• Build Roads

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Tenuring business has become more complex

FTA most recent system deployed to meet MoFR business needs

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How FTA Meets the Business Need Manages all Tenure types in BC from

single data repository Main business objectives are:

• Identify & protect interests of clients • Use spatial information linked to data

elements (attribute data) to manage:Forest TenuresRecreation Tenures Range AgreementsPrivate Marks

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Electronic Submission Framework ESF key component in FTA implementation Designed to accept attribute & spatial data

• MoFR clients submit data in a single electronic • Submission accessible by:

MoFR Tenure administration MoAL Tenure registry

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FTA & ESF FTA accepts Tenure applications submitted

electronically through ESF & makes data available

• Districts – responsible for processing data submitted via ESF

• Region & Headquarters staff – have read access only to data

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Key Objectives of FTA• Replace manual, labour intensive submission process • Improve timeliness & accuracy of Tenure data• Extend licensees’ business process to include electronic file

submission• Provide spatial & attribute data from a single source• Maintain Tenure map images• Allow clients to submit Tenure info directly via ESF• Allow users to view maps associated with Tenure applications• Create & maintain linkages to other Ministry systems• Create graphic interface that adheres to MoFR web standards• Support core business of Forest and Range Practices Act

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FTA & ESF User Groups Internal:

• MoFR Staff• BC Timber Sales

External:• MoAL Staff• Oil & Gas Commission• Clients (Licensees or delegates)

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Meeting the Business Need Using ESF ESF allows client data & information to be

submitted to MoFR over the internet ESF is application neutral ESF is a secure system

• Data in ESF system is secure

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ESF supports both attribute & spatial data

Each business area system using this framework has its own data schemas and specific business rule validations



ESF Key Objectives• Provide portal to make standardized Tenure

& regulatory data submissions • Provide capability to submit Tenure data

directly to FTA • Create standard data format – XML/GML• Create & maintain spatial & attribute data linkage• Capture data once at the source – eliminate need

for duplicate data entry• Reduce paper submissions • Provide Licensees capability to track submissions

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Topic #2

Accessing FTA


Topic #2: Accessing FTATopic #2: Accessing FTA

FTA is a web-based application

No special software required on your computer Edits & updates are centralized and seamless

for end user No specific computer configuration necessary

FTA Web site URL: http://gww7.for.gov.bc.ca/fta/

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FTA is a secure site Users prompted for:

• IDIR User Name• Password

Sign-in steps dependent on whether sign-in is from:

• within MoFR • outside MoFR (i.e., at home)

Topic 2 of Participant Guide provides detailed Sign-in steps

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Navigate Using Buttons

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Adjacent to a field. Populates page with data corresponding to entry in adjacent field.

Insert new record or save changes to existing one.

Display more specific information regarding record of interest.

Clear entered data to start new Search.

Execute a search based on selected parameters.

Navigate to a search specific to a field.

Takes you to previous page.

Back button must be used to navigate within FTA.

Internet browser back function will not work.

Buttons are icons that help users navigate in FTA


Topic #2: Accessing FTATopic #2: Accessing FTANavigate Using Fields

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Fields are areas where information may be entered or edited in FTA

Target field.

Manually enter data.

Drop-down field.

Click arrow to select valid field entries.

Target field with ellipse button.

Manually enter data or use ellipse button to search for valid input from FTA or another application.

Useful if unsure of data/format to enter in field.

Date field with calendar icon.

Click calendar icon to select dates.

Manual date format entry is YYYY-MM-DD.

Asterisk indicates information is mandatory.



Navigate Using File Tabs

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}File Tabs

File tabs provide navigation to Tenure information from the main Tenure page in FTA


Topic #2: Accessing FTATopic #2: Accessing FTAScreen Identification

Each screen identified with unique number & name • references your location in FTA • valuable when obtaining support or using On-Line Help

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Security Access FTA through User ID & password Users assigned specific Security Levels (Roles)

• Dependent on their business needs

Security Levels:• Restrict pages user can view in FTA• Restrict functions that can be performed in FTA

i.e.: select, insert, update, delete

Search functions can be accessed by majority of users Inbox functions granted to users with specific

authority/security

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Understanding Limited Access Users are assigned functional areas directly

related to work they perform Example:

• User has permission to view the FTA Inbox details• User does not have permissions required to Re-assign,

Clear, Approve or Adjudicate Tenure file

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FTA Security Levels are explained at:

http://gww.for.gov.bc.ca/his/fta/access.htm



“No Authority” error message appears if you do not have necessary permissions to navigate to a FTA screen

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Topic #3:

Searching in FTA


Topic #3: Searching in FTATopic #3: Searching in FTA

Search Function

Using a variety of methods, users can search FTA for: • A Tenure • Client information

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Search Function Defines a Tenure by 3 key items that

align with hierarchical information structure in FTA:• Organizational Unit • Tenure Type• File Type

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Organizational Unit FTA uses Region, District &

Headquarters organizational unit codes to subset Tenure data

Defines geographic location of the Tenure information

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Tenure Type Defines type of Tenure unique to a

business area Examples:

• Timber Tenures• Range Tenures• Recreation Tenures

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File Type Defines specific Tenure file type Examples:

• A01 – Forest Licence• E02 – Grazing Permit• F05 – Recreation

File types are specific to Tenures Selecting a specific Tenure type always

filters list of available file types for searching

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Search Methods & Features Search function allows quick & easy access to

Tenure information Features & Methods include:

• Search independently for Forest, Range, or Recreation Tenures

• Search for Timber Marks• Search for Tenure Files using Cut Block criteria• Search related Client System for Client Codes without

leaving FTA• Drill down to view specific record details• Dedicated Back button maintains reference to current file

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Additional Tips

Use calendar icon to enter correct date

Click to re-start a search

Use Sort By option

• Displays search results in alternate or more convenient arrangement

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Topic #4

Using the FTA Inbox


Topic #4: Using the FTA InboxTopic #4: Using the FTA Inbox

FTA Inbox All electronic submissions transmitted to FTA (via

ESF) are displayed in the Inbox A submission is always for a specific feature type Example:

• Cut Block or Cutting Permit Inbox functions as an electronic filing cabinet for

all types of submissions Provides easy access to spatial & attribute

information required for submission approval • Provides access to details, status & history of a

submission

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FTA Inbox

Think of the Inbox as the central repository of electronic submissions awaiting processing

Both applications and amendments follow the same path through the Inbox

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Inbox Workflow Inbox is the FTA workflow tool Applications are made to FTA via ESF

Each submission is queued in the Inbox & initially assigned to MoFR

• Spatial conflicts requiring an official decision are assigned to MoAL

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Inbox Workflow Inbox is first step in Tenure management MoFR clerks & Tenure specialists must

monitor Inbox contents daily:• For arrival of new submissions• For status of submissions in process • To keep submissions moving through system

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Monitoring the FTA Inbox

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MoAL Registry staff monitor the assignment of applications & adjudicate applications that have been assigned to them


Topic #4: Using the FTA InboxTopic #4: Using the FTA InboxAdditional FTA Inbox Functions

Map Reporting• is the process of identifying, qualifying & resolving

conflicts that may exist between submitted map & existing Tenures, or rights, assigned to area of interest

Map Feature List• provides summary of application & list of features within

application Map Report Conflicts

• page provides a summary of the application & list of identified conflicts for the feature

Participant Guide provides details on FTA Inbox Functions

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Approving/Rejecting Applications

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Tenure File Status Every Tenure File managed by Ministry is

bound by legal & business status Movement of a Tenure file through FTA is

tracked by Status Codes • Status Codes correspond to legal & business

status of file at any point in Tenure lifecycle

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Most FTA statuscodes have beencarried over fromprevious ForestTenureAdministrationSystem (FTAS) withthe same meaning

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Pending Pending PendingElectronic Application Proposed

Pending Issued LoggingIssuance Approved

Logging Closed CancelledComplete

Common FTA Status Codes

Entered SilvicultureIn Error



Status Progression FTA is a status driven system Status progression defines how a Tenure file moves

forward in the administrative & business cycle • Certain processes will not be performed until the Tenure

File & its components have reached the required status points to move forward in the workflow

Status codes are used to track progression• statuses will change, as an application progresses through

the Inbox to an issued state, through a combination of manual & automated businesses processes

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Topic #4: Using the FTA InboxTopic #4: Using the FTA InboxHigh Level Status Progression Example

Harvest with Cutting Permit Application rec’d by FTA via ESF.Tenure file status HI set manually.Cutting Permit & Block initial PE Status set automatically.

Harvest with CP Application reviewed, Conflicts resolved & Exhibit A cleared.

Cutting Permit status moves to PI automatically with Exhibit A clearance.

Harvest application approved by District Manager/Designate; CP issued.When approved, status changes to HI-Issued.

When CP status is HI, all blocks automatically change to HB-Logging Approved.

Harvesting Activities completed.Automated status change on block.

Cutting Permit completed.

Cut Block status change to S. Once status on all blocks set to S, Cutting Permit manually changed to HC.

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Topic #5

Understanding Admin Functions


Topic #5: Understanding Admin FunctionsTopic #5: Understanding Admin Functions

FTA Administrative Functions

FTA Admin tab contains:

• general administrative functions

• business area specific administrative functions

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Audit Reports FTA675 – Audit Report page contains two

audit reports for Tenure Files:

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District Override Audit Report

Delete EE Audit Report



District Override Audit Report Lists district overrides made to Tenure status Provides audit trail, in report form, for every

change made It reports:

• Before & after change• Date stamp• User ID of person who made change • Identifies status rollbacks to Tenure Files

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District EE Audit Report Lets you view files, entered in error, that

should be removed from FTA database

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Tenure files with a status of EE are not required to remain in FTA


Topic #6:

Understanding ESF Submissions


Topic #6: Understanding ESF SubmissionsTopic #6: Understanding ESF Submissions

Electronic Submission Framework (ESF) Secure extranet web portal for data exchange

• Accepts standardized attribute & spatial data submissions

• Provides data consistency

Provides benefits to Ministry & Forest Clients• Captures data at source • Improves data accuracy

All ESF clients require authorized government client user ID to submit & view ESF data

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How ESF and FTA are Linked FTA is one of the destination applications

for data submitted through ESF ESF has a defined schema for FTA

business data• A schema is an electronic document containing data

structure defined in industry standard formatsAttribute data = XML format Spatial data = GML format

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Topic #6: Understanding ESF SubmissionsTopic #6: Understanding ESF SubmissionsThe ESF Process

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Clients log on to ESF & upload file containing spatial & attribute data

ESF validates file

Validations on data directed to destination business application & related processes



ESF is a Secure Site

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Users require an

IDIR User Name

and Password

Access ESF at:

http://extranet7.for.gov.bc.ca/esf/submissionWelcome.do



ESF Upload Submission Page

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Allows users to submit formatted XML/GML attribute & spatial data submissions to supported business areas


Topic #7:

Understanding ESF Error Messages


Topic #7: Understanding ESF Error MessagesTopic #7: Understanding ESF Error Messages

ESF Error Messages

ESF will generate errors messages for:• Schema Validation• Spatial Validation• Business Rule Validation

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Schema Validation Errors Occur when XML/GML submission is not

formed to schema requirement

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Typical schema validation error message



Spatial Validation Errors Occur when spatial component violates

a topology rule

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Typical spatial validation error message



Business Rule Validation Errors Occur when attribute data content of

submission violates a business rule

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Forest File ID for the Timber Licence Application is mandatory

Typical business rule validation error message


Topic #7: Understanding ESF Error MessagesTopic #7: Understanding ESF Error MessagesMoFR Error Message Cross Reference Sitehttp://www.for.gov.bc.ca/pscripts/pab/fordisc/view_discussion.asp?TopicID

=63

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Content of site is generated on an as needed basis


Topic #8:

FTA and ESF On-Line Help


Topic #8: FTA and ESF On-Line HelpTopic #8: FTA and ESF On-Line Help

FTA & ESF On-Line Help Share a common On-Line Help framework Look, feel & operation are consistent

across both applications

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FTA Help Icon Located in upper right corner on each

FTA Web page

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Click to access On-Line Help Guide



ESF Help Icon Located in upper right corner on each

ESF Web page

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Click to access On-Line Help Guide



Context Sensitive Help Select Help in upper right corner of any page in

FTA or ESF• Pop-up window will appear with On-Line Help

information for corresponding FTA or ESF page

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Topic #8: FTA and ESF On-Line HelpTopic #8: FTA and ESF On-Line HelpFull Content Help

Navigation tree displays to allow access to On-Line Help for entire application

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button provides alphabetical lists of topics

button allows user to type in keyword

1st select Help icon on any FTA or ESF application page

Then, select Show hyperlink



Business Application Support Centre

Email: [email protected]

Phone: 250-387-8888

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Topic #9:

Wrap-Up


Topic #9: Wrap-UpTopic #9: Wrap-Up

Learning Objectives Achieved Understand FTA & the Tenure business

processes it’s designed to manage Understand Electronic Submission

Framework (ESF) & role it plays in Tenure business process

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Tasks Achieved• Log into FTA• Search FTA • Navigate FTA Inbox• Perform FTA Inbox functions • Log on to ESF• Search ESF & download an ESF submission• Upload a submission to ESF• View file types & download XML/GML Schemas

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Additional Resources Quick Reference Card FTA Search Simulation ESF Submission Framework Website District champion

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Topic #9: Wrap-UpTopic #9: Wrap-UpAcrobat Preferences

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Thank you for attending theFTA/ESF Overview Training Session

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Documents

Spring 2006 Version 3.0 Overview Module. FTA/ESF Overview Module Introduction to the Session Welcome to the FTA/ESF Overview Training Session 1.1