Modernization of Approvals Presentation to Air Practitioners February 11, 2015.

Modernization of Approvals Presentation to Air Practitioners

February 11, 2015

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Purpose

• Update on the testing of the electronic Environmental Compliance Approval System (eECAS)

• Provide an overview of ministry initiatives to support clients for the transition to the online ECA Application process:o Modernized Help Desk (Customer Service and Outreach Unit);o Updated Guide to Applying for an Environmental Compliance

Approval;o Development of Sample ECA Application Packages; ando Online tutorial development.

• Provide updates on the Modernization of Approvals Initiative

electronic Environmental Compliance Approval System (eECAS)

• The Ministry is launching the electronic Environmental Compliance Approval System (eECAS) in the Spring 2015o Supports the move from paper-based to

electronic applications system.

o Enables clients to submit ECA applications and supporting documents electronically.

o The Ministry will be screening and reviewing applications electronically. This is a significant change for the ministry that will support efficiency and simplify interactions between staff and clients.

o Clients will have access to their MOECC account through the Internet, where they will be able to manage their account and receive MOECC notifications.

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eECAS Testing Update

Internal User Acceptance Testing•Since June 2014 ministry staff have been testing the electronic ECA submission and working with technology service delivery partners to refine the application so that it meets client and ministry needs.•Staff have tested a range of ECA application types with varying levels of complexity using real world data and client/consultant roles to ensure that the system is fully tested.•Customer Service and Engineering staff have recently tested the final version of the eECA application form and provided critical feedback about their experience.

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eECAS Testing Update [cont’d]

External User Acceptance Testing•External client testing of eECAS is planned for February 2015 before the system is released online to provide critical feedback that may inform communications and change management activities.•Opportunity for clients and consultants to:

o complete online ECA applications using canned data; ando provide feedback on user experienceo identify opportunities for focussed engagement with their

industry and sector

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eECAS Launch Plan

eECAS to be released in two stages:1.Controlled Launch Spring 2015

o Focus group of industry clients and consultants to submit ECA applications using the electronic system rather than the paper application

o Applications will cover a range of media types with varying complexity and will be evaluated against system and service delivery performance criteria

o Applications will be processed and issued electronically by ministry staff

2.Public Launcho Launch eECAS using a broad communications and engagement

plan

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Supporting Clients

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• Supporting clients has been a key objective in our approach to the transition to electronic service delivery of Environmental Compliance Approvals (ECA) to ensure a successful implementation and adoption of eECAS

Client Engagement

• Ministry has been engaging with external stakeholders to raise awareness, promote adoption and obtain feedback on the upcoming online submissions process.

• The ministry is using a variety of methods including:o e-blastso Presentation and demonstrations at existing forums and conferences o Client have been invited to participate in testing of eECAS

submissions before the system is released online to provide critical feedback that may inform communications and change management activities.

Opportunity for clients and consultants to complete online ECA application submissions using test data and provide feedback on online ECA submission user experience.

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Help Desk

• The Customer Service and Outreach Unit (the Help Desk) is being modernized to improve the customer experience and better support clients by providing Customer Service Representatives (CSRs) with the knowledge and tools to:o Respond to client’s issueso Provide consistent and timely serviceo Determine the best course of action for resolution

• Development of necessary tools, training and knowledge database for CSRs to respond clearly and quickly to all inquiries:o Updated Q&As and training sessions related to all environmental

approvalso Enhanced process for resolving IT issueso Training on:

– Setting up ONe-Source and MOECC Accounts– EASR registration process– Completing an Online ECA application

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Guide to Applying for an ECA

• The ministry is updating the Guide to Applying for an Environmental Compliance Approval.

• Updates to reflect changes made to the environmental approvals process:

• Section by section guidance on the new online ECA application;• Best practices for online submissions;• Enhanced clarity and consistency;• Tips on where to search for documents (Ontario.ca or Archive.org); and • Compliant with Accessibility for Ontarians with Disabilities Act (AODA).

• The updated guide will be posted on the ministry website prior to the launch of eECAS.

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Sample ECA Application Packages

• The Ministry is developing new and update existing sample applications

• Sample Environmental Compliance Approval (ECA) Application Packages (also known as “ACMEs”) are public documents that provide an example of a high quality and complete ECA application

• Includes:o the ECA application form; ando all supporting documents.

• Sample applications help proponents understand how different requirements can be organized to efficiently demonstrate compliance through practical examples and help illustrate the level of detail required in a submission

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New Sample Applications Packages

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Title Description

Multi-media ECA with Limited Operational Flexibility

(New)

General Manufacturing w/ Industrial Stormwater Management Create a new ‘combined’ Sample ECA Application (from two existing

ACMEs) Project types: air, noise and sewage

Small Municipal Landfill(Updated)

Update the existing ACME for a Small Municipal Landfill Expansion Project type: waste

Subsurface Disposal Facility(New)

New Sample ECA Application for on-site subsurface sewage disposal system

Project type: sewage

Waste Transfer Facility(Updated)

Create a new Sample ECA Application based on Update the existing ACME for a Waste Transfer Facility

Project types: waste, air, noise and sewage

Mining(Updated)

Create a new Sample ECA Application based on an existing ACME for metal mining operations

Project types: air, noise and sewage

Ready Mix Concrete(New)

New Sample ECA Application for a mobile Ready Mix Concrete Facility Project types: air and noise

Online Tutorials

• Ministry has developed two online tutorials to assist clients:1. ONe-Source and MOECC Accounts for Clients and

Representatives; and2. Completing an Online ECA Application.

• Tutorials will assist clients in: o Creating a ONe-Source account;o Creating an MOECC account;o Set permissions for Representatives;o Create Sites to be used in registration and ECA applications;o Completing an EASR registration form;o Completing an online ECA application; and o Submitting payment.

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Online Tutorial: ONe-Source and MOECC Accounts for Clients and

Representatives

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Accessing Guidance Resources

• ECA resources are available on Ontario.ca:

Ontario.ca/environmentalapprovalsor

http://www.ontario.ca/environment-and-energy/environmental-approvals

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Accessing Guidance Resources [Cont’d]

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Getting Ready for eECAS

Clients can prepare for the launch of eECAS by completing the following:

1.Create a ONe-Source Account;

2.Create an MOECC Account;

3.Set permissions for company representatives (e.g. company employees and/or hired consultants); and

4.Create online site profiles that will be used for future registrations and application submissions.

5.Watch for ministry communications regarding the launch of eECAS

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EASR - Progress to Date and Under Consideration

EASR•To date over 3,400 facilities have self-registered for 6 sectors/activities:   

o Heating systems; standby power systems; automotive refinishing facilities; small ground-mounted solar facilities; commercial printing facilities; and, non-hazardous waste transportation systems

o Reduced approval times from months to minuteso Increased administrative compliance: ~50% of all new registrations are “new

clients”o Saved businesses an est. $24M to date (on average up to $25K per registration and

as high as $100K)

EASR Expansion•Evaluating additional candidates for self-registration on the EASR:

o Auto recycling facilities (e.g. end-of-life vehicles)o Commercial/institutional facilities (e.g. standard systems and equipment)o Land development activities (e.g. permits for short-term water takings associated

with construction)o Agri-business operationso Manufacturing operations

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For More Information

• Visit our website at: o www.ontario.ca/environmentalapprovals

• Contact us at:o [email protected]

• Visit Access Environment:o www.accessenvironment.ene.gov.on.ca

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