Overview Module
Spring 2006
Version 3.0
Introduction to the Session
Welcome to the
FTA/ESF Overview Training Session
FTA/ESF Overview Module 1.1
Introduction to the Session
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
FTA/ESF Overview Module 1.2
Introduction to the Session
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
FTA/ESF Overview Module 1.3
Introduction to the Session
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)
• davidhe@tmnewmedia.com
• 250-475-0808
FTA/ESF Overview Module 1.4
Introduction to the Session
Participant Guide = On the Job Resource
 Contains:
• Additional topic details
• Additional information
• Step by step summaries
 Downloadable from FTA Training Website
FTA/ESF Overview Module 1.5
Introduction to the Session
Purpose of Participant Guide
 Useful as a support tool when using:
Forest Tenure Administration
System (FTA)
Electronic Submission
Framework (ESF)
 Supports FTA/ESF Overview Training Session
 Assists participants during online session
FTA/ESF Overview Module 1.6
Introduction to the 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
FTA/ESF Overview Module 1.7
Introduction to the Session
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
FTA/ESF Overview Module 1.8
Topic #1:
Understanding the Business
FTA/ESF Overview Module
Topic #1: Understanding the Business
Topic Objectives
 Understand
business managed
by FTA & ESF
Applications
 Understand how
ESF & FTA meet
the business need
FTA/ESF Overview Module 1.9
Topic #1: Understanding the Business
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
FTA/ESF Overview Module 1.10
Topic #1: Understanding the Business
 Tenuring business has
become more complex
 FTA most recent system
deployed to meet MoFR
business needs
FTA/ESF Overview Module 1.11
Topic #1: Understanding the Business
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 Tenures
Recreation Tenures
Range Agreements
Private Marks
FTA/ESF Overview Module 1.12
Topic #1: Understanding the Business
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
FTA/ESF Overview Module 1.13
Topic #1: Understanding the Business
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
FTA/ESF Overview Module 1.14
Topic #1: Understanding the Business
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
FTA/ESF Overview Module 1.15
Topic #1: Understanding the Business
FTA & ESF User Groups
 Internal:
• MoFR Staff
• BC Timber Sales
 External:
• MoAL Staff
• Oil & Gas Commission
• Clients (Licensees or delegates)
FTA/ESF Overview Module 1.16
Topic #1: Understanding the Business
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
FTA/ESF Overview Module 1.17
Topic #1: Understanding the Business
ESF supports both attribute & spatial data
Each business area
system using this
framework has its
own data schemas
and specific business
rule validations
FTA/ESF Overview Module 1.18
Topic #1: Understanding the Business
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
FTA/ESF Overview Module 1.19
Topic #2
Accessing FTA
FTA/ESF Overview Module
Topic #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/
FTA/ESF Overview Module 1.20
Topic #2: Accessing FTA
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
FTA/ESF Overview Module 1.21
Topic #2: Accessing FTA
Navigate Using Buttons
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.
Buttons
are icons
that help
users
navigate
in FTA
Takes you to previous page.
Back button must be used to navigate within FTA.
Internet browser back function will not work.
FTA/ESF Overview Module 1.22
Topic #2: Accessing FTA
Navigate Using Fields
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.
Fields are
areas where
information
may be
entered or
edited in
FTA
Asterisk indicates information is mandatory.
FTA/ESF Overview Module 1.23
Topic #2: Accessing FTA
Navigate Using File Tabs
}File Tabs
File tabs
provide
navigation
to Tenure
information
from the
main Tenure
page in FTA
FTA/ESF Overview Module 1.24
Topic #2: Accessing FTA
Screen Identification
 Each screen identified with unique number & name
• references your location in FTA
• valuable when obtaining support or using On-Line Help
FTA/ESF Overview Module 1.25
Topic #2: Accessing FTA
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
FTA/ESF Overview Module 1.26
Topic #2: Accessing FTA
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
FTA Security Levels are explained at:
http://gww.for.gov.bc.ca/his/fta/access.htm
FTA/ESF Overview Module 1.27
Topic #2: Accessing FTA
 “No Authority” error message appears if
you do not have necessary permissions
to navigate to a FTA screen
FTA/ESF Overview Module 1.28
Topic #3:
Searching in FTA
FTA/ESF Overview Module
Topic #3: Searching in FTA
Search Function
 Using a variety of methods, users can
search FTA for:
• A Tenure
• Client information
FTA/ESF Overview Module 1.29
Topic #3: Searching in FTA
Search Function
 Defines a Tenure by 3 key items that
align with hierarchical information
structure in FTA:
• Organizational Unit
• Tenure Type
• File Type
FTA/ESF Overview Module 1.30
Topic #3: Searching in FTA
Organizational Unit
 FTA uses Region, District &
Headquarters organizational unit codes
to subset Tenure data
 Defines geographic location of the
Tenure information
FTA/ESF Overview Module 1.31
Topic #3: Searching in FTA
Tenure Type
 Defines type of Tenure unique to a
business area
 Examples:
• Timber Tenures
• Range Tenures
• Recreation Tenures
FTA/ESF Overview Module 1.32
Topic #3: Searching in FTA
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
FTA/ESF Overview Module 1.33
Topic #3: Searching in FTA
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
FTA/ESF Overview Module 1.34
Topic #3: Searching in FTA
Additional Tips
 Use calendar icon
 Click
to enter correct date
to re-start a search
 Use Sort By option
• Displays search results in alternate or more
convenient arrangement
FTA/ESF Overview Module 1.35
Topic #4
Using the FTA Inbox
FTA/ESF Overview Module
Topic #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
FTA/ESF Overview Module 1.36
Topic #4: Using the FTA Inbox
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
FTA/ESF Overview Module 1.37
Topic #4: Using the FTA Inbox
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
FTA/ESF Overview Module 1.38
Topic #4: Using the FTA Inbox
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
FTA/ESF Overview Module 1.39
Topic #4: Using the FTA Inbox
Monitoring the FTA Inbox
MoAL Registry
staff monitor
the assignment
of applications
& adjudicate
applications
that have been
assigned to
them
FTA/ESF Overview Module 1.40
Topic #4: Using the FTA Inbox
Additional 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
FTA/ESF Overview Module 1.41
Topic #4: Using the FTA Inbox
Approving/Rejecting Applications
FTA/ESF Overview Module 1.42
Topic #4: Using the FTA Inbox
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
FTA/ESF Overview Module 1.43
Topic #4: Using the FTA Inbox
Common FTA Status Codes
Most FTA status
codes have been
carried over from
previous Forest
Tenure
Administration
System (FTAS) with
the same meaning
Entered
In Error
Silviculture
Pending
Electronic
Pending
Application
Pending
Proposed
Pending
Issuance
Issued
Logging
Approved
Logging
Complete
Closed
Cancelled
FTA/ESF Overview Module 1.44
Topic #4: Using the FTA Inbox
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
FTA/ESF Overview Module 1.45
Topic #4: Using the FTA Inbox
High 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.
FTA/ESF Overview Module 1.46
Topic #5
Understanding Admin Functions
FTA/ESF Overview Module
Topic #5: Understanding Admin Functions
FTA Administrative Functions
 FTA Admin tab contains:
• general administrative functions
• business area specific administrative
functions
FTA/ESF Overview Module 1.47
Topic #5: Understanding Admin Functions
Audit Reports
 FTA675 – Audit Report page contains two
audit reports for Tenure Files:
District Override
Audit Report
Delete EE Audit
Report
FTA/ESF Overview Module 1.48
Topic #5: Understanding Admin Functions
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
FTA/ESF Overview Module 1.49
Topic #5: Understanding Admin Functions
District EE Audit Report
 Lets you view files, entered in error, that
should be removed from FTA database
Tenure files with a status of EE
are not required to remain in FTA
FTA/ESF Overview Module 1.50
Topic #6:
Understanding ESF Submissions
FTA/ESF Overview Module
Topic #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
FTA/ESF Overview Module 1.51
Topic #6: Understanding ESF Submissions
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 formats
Attribute data = XML format
Spatial data = GML format
FTA/ESF Overview Module 1.52
Topic #6: Understanding ESF Submissions
The ESF Process
Clients log on to
ESF & upload file
containing spatial
& attribute data
ESF validates file
Validations on data
directed to
destination
business
application &
related processes
FTA/ESF Overview Module 1.53
Topic #6: Understanding ESF Submissions
ESF is a Secure Site
Users require an
IDIR User Name
and Password
Access ESF at:
http://extranet7.for.gov.bc.ca/esf/submissionWelcome.do
FTA/ESF Overview Module 1.54
Topic #6: Understanding ESF Submissions
ESF Upload Submission Page
 Allows users to submit formatted XML/GML
attribute & spatial data submissions to supported
business areas
FTA/ESF Overview Module 1.55
Topic #7:
Understanding ESF Error Messages
FTA/ESF Overview Module
Topic #7: Understanding ESF Error Messages
ESF Error Messages
 ESF will generate errors messages for:
• Schema Validation
• Spatial Validation
• Business Rule Validation
FTA/ESF Overview Module 1.56
Topic #7: Understanding ESF Error Messages
Schema Validation Errors
 Occur when XML/GML submission is not
formed to schema requirement
Typical schema
validation error
message
FTA/ESF Overview Module 1.57
Topic #7: Understanding ESF Error Messages
Spatial Validation Errors
 Occur when spatial component violates
a topology rule
Typical
spatial
validation
error
message
FTA/ESF Overview Module 1.58
Topic #7: Understanding ESF Error Messages
Business Rule Validation Errors
 Occur when attribute data content of
submission violates a business rule
Typical business rule validation error message
Forest File ID for the Timber Licence Application is mandatory
FTA/ESF Overview Module 1.59
Topic #7: Understanding ESF Error Messages
MoFR Error Message Cross Reference Site
http://www.for.gov.bc.ca/pscripts/pab/fordisc/view_discus
sion.asp?TopicID=63
Content of site is
generated on an as
needed basis
FTA/ESF Overview Module 1.60
Topic #8:
FTA and ESF On-Line Help
FTA/ESF Overview Module
Topic #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
FTA/ESF Overview Module 1.61
Topic #8: FTA and ESF On-Line Help
FTA Help Icon
 Located in upper right corner on each
FTA Web page
Click to
access
On-Line
Help
Guide
FTA/ESF Overview Module 1.62
Topic #8: FTA and ESF On-Line Help
ESF Help Icon
 Located in upper right corner on each
ESF Web page
Click to
access
On-Line
Help
Guide
FTA/ESF Overview Module 1.63
Topic #8: FTA and ESF On-Line Help
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
FTA/ESF Overview Module 1.64
Topic #8: FTA and ESF On-Line Help
Full Content Help
1st select Help icon on any
FTA or ESF application page
Then, select Show hyperlink
Navigation tree displays to
allow access to On-Line
Help for entire application
button provides alphabetical lists of topics
button allows user to type in keyword
FTA/ESF Overview Module 1.65
Topic #8: FTA and ESF On-Line Help
Business Application Support Centre
 Email: FORHISP.APPHELP@gov.bc.ca
 Phone: 250-387-8888
FTA/ESF Overview Module 1.66
Topic #9:
Wrap-Up
FTA/ESF Overview Module
Topic #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
FTA/ESF Overview Module 1.67
Topic #9: Wrap-Up
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
FTA/ESF Overview Module 1.68
Topic #9: Wrap-Up
Additional Resources
 Quick Reference Card
 FTA Search Simulation
 ESF Submission Framework Website
 District champion
FTA/ESF Overview Module 1.69
Topic #9: Wrap-Up
Acrobat Preferences
FTA/ESF Overview Module 1.70
Topic #9: Wrap-Up
Thank you for attending the
FTA/ESF Overview Training Session
FTA/ESF Overview Module 1.71