Municipal Reporting

1
Municipal Reporting Invoicing MHSW Program

• Webinar for Ontario MunicipalitiesOctober 2, 2008

2
Welcome

• All webinar audience
• Expand view to full screen
• 2 arrows to open close webinar control panel
• Audience lines muted until Question Answer
• Use control panel for questions
• Slides to be sent to participants posted on
  Stewardship Ontario website

3
Agenda

• Introductory Comments
• Waste Diversion Ontarios Municipal MHSW Report
• Stewardship Ontarios Material Tracking System
• Questions Answers

4
Purpose of Webinar

• Help municipalities use
• Waste Diversion Ontarios (WDO) MHSW Report
• Stewardship Ontarios Material Tracking System
  (MTS)
• Goals
• ensure data entered correctly
• invoices completed submitted accurately
• payment flow as rapid as possible

5
Presenters

• Glenda Gies
• Executive Director
• Waste Diversion Ontario
• Paul Flegg
• Manager, Customer Service
• Stewardship Ontario

6
WDOs Municipal MHSW Report

• Glenda Gies

7
MHSW Report Development

• Stewardship Ontario identified data needed to
• satisfy requirement to implement tracking
  auditing mechanisms
• support reimbursement of municipal costs
• WDO incorporated data requirements into online
  Datacall format by
• revising existing MHSW screens
• adding new screens

8
Logging into MHSW Report

• Website www.wdo.ca
• Usernames passwords distributed October 1
• if not received, email MHSWReport_at_wdo.ca

9
MHSW Report Table of Contents

• Same format as Datacall
• Sections not relevant greyed-out
• Certification Document greyed-out until report
  submitted (Section 9)

10
Completing MHSW Report

• Section 1- Primary Contact information
• unchanged from Datacall
• Section 3.1 - Population Households Served
• customized for MHSW
• other materials removed
• section titled Events added

11
Completing Section 4

• MHSW contracts included from 2007 Datacall
• Add/delete buttons to change list of contracts
• New tabs
• Revised contract questions

12
Recycled/Disposed Tab (1)
Section 4

• Expanded list of MHSW materials
• corresponding with Reg 347 classifications
• Options for different handling, e.g. batteries
• Updated default conversion factors from labpack
  study

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Recycled/Disposed Tab (2)
Section 4

• Select management method(s) from drop-down
• Describe Other in comment box at bottom
• Insert managed by management method

14
Recycled/Disposed Tab (3)
Section 4

• If Phase 1 materials mixed with non-Phase 1
  materials when shipped, select yes under Apply
  Phase 1 Labpack Factor column

Phase 1 Materials will auto-calculate
15
Empty Containers Managed (1)
Section 4

• Enter quantity in kg or cubic metres
• conversion factors supplied (except Other)
• Bill of Lading (BOL) s required click on cell

16
Empty Containers Managed (2)
Section 4

• BOL information box appears
• Enter BOL s shipment dates
• Click Save Close

17
Post-Collection Cost Tab (1)
Section 4

• Rows greyed-out if no quantity entered for
  material in Recycled/Disposed tab
• Answers to Phase 1 Labpack Factor questions on
  Recycled/Disposed screen repeated

18
Post-Collection Cost Tab (2)
Section 4

• If available, enter contractor cost for shipping
  containers, packaging materials transport on
  per unit basis
• Unit unit of measurement in left column

19
Post-Collection Cost Tab (3)
Section 4

• Depending on selection of Management Method on
  Recycled/Disposed tab, Contractor Cost cells will
  be white to allow data entry or greyed-out

When cost is entered, Phase 1 Post Collection
Cost will auto- calculate
When cost is entered, Phase 1 Post Collection
Cost will auto-calculate
20
Completing Section 5

• Showing my municipality contract, i.e. name of
  program
• Some new tabs
• Revised contract questions

21
Depot/Events Tab
Section 5

• 3 mini-tabs
• Depot/Events similar to Datacall new questions
• Depot Changes Events Planned to populate
  Stewardship Ontarios interactive website

22
Depot/Events Mini-Tab (1)
Section 5

• Depots
• residential small business vehicle count
• BOL s required same information box described
  earlier

23
Depot/Events Mini-Tab (2)
Section 5

• Events
• vehicle count BOLs also required
• enter total mobilization/demobilization time in
  hours

Phase 1 share of cost will auto-calculate
24
Value-Added Services Tab (1)
Section 5

• Enter of Containers Reused

Reuse reimbursement will auto-calculate
25
Value-Added Services Tab (2)
Section 5

• If you bulked antifreeze, select yes from menu
• of litres from Recycled/Disposed tab provided
• Enter bulked

of litres bulked reimbursement will
auto-calculate
26
Program Information Tab
Section 5

• 9 questions
• some from Datacall
• some new
• household collection
• fees charged

27
Section 6 Summary

• Summarizes Phase 1 materials
• kilograms recycled, disposed, total
• recycled
• Date submitted added when report submitted

28
Reimbursements
Section 6

• Summarizes reimbursements
• for value-added services

29
Contractor Costs
Section 6

• Summarizes Phase 1 contractor costs
• event mobilization/demobilization costs
• transportation management costs
• shipping container packaging costs

30
Preparing to Submit Report (1)

• Each tab must be marked as completed with ?
• Use tab completed buttons in upper right
• When all tabs completed,? will show in TOC

31
Preparing to Submit Report (2)

• When all sections completed, click Submit
• Section 9 will become active
• Submit Certification Form within 5 business days

32
Stewardship Ontarios Material Tracking System
(MTS)

• Paul Flegg

33
Process OverviewLogging-in Verifying Data

• Required Municipal data transfers automatically
  from WDOs Datacall to Stewardship Ontarios MTS
• Municipalities required to log-in to MTS
• verify
• contact name coordinates
• Bills of Lading (BOL)
• value-added services
• submit report to Stewardship Ontario

34
Process OverviewAfter Submitting Invoice (1)

• Stewardship Ontario verifies data
• Upon successful verification, email sent to
  municipal contact with
• purchase order number
• invoice amount
• BOLs in dispute

35
Process OverviewAfter Submitting Invoice (2)

• Only invoices with Purchase Order number will be
  processed paid
• Stewardship Ontario will contact municipality to
  discuss any BOL in dispute

36
MTS SystemStep-by-step

• Log-in
• Review your organizations contact information
• Review BOLs value-added services information
• Submit your report
• Review the summary report

This system goes live on October 21
37
Log-in Screen
38
Log-in Information

• Website address https//mtsreport.stewardshipdatas
  ystem.ca/login.aspx
• access from Transporter Processor section of
  website
• Login IDs passwords emailed to main contact
  identified in MHSW Datacall
• if not received within 4 business days of
  submitting your MTS Report please email Bryan
  Badali at BBadali_at_stewardshipontario.ca

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Company Information Screen
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Contact Screen
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BOLs Value-added Services Screen
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Reviewing BOLs Value-added Services

• Upload from MHSW Datacall identifies BOL s
  entered in MHSW Datacall each quarter
• Incomplete flag displayed if transporter or
  processor has not yet submitted data for a BOL
• All relevant BOL information (transporter,
  processor) appears in BOL section
• Column automatically populated by system
• Any applicable value-added services will be
  populated on this screen

43
Submitting Report Screen
44
Submitting Report Information

• Submit report as final
• check box terms box at bottom click submit
• System Tips
• Use continue back buttons to navigate
• dont use back/forward buttons on browser page
• Produce PDF of report
• click PDF icon at bottom

45
Contact Information
Municipal

• Barry Friesen
• phone [phone]
• bfriesen_at_stewardshipontario.ca

• Joe Hall (Eastern Ontario)
• 416-594-3456, ext. 2265
• jhall_at_stewardshipontario.ca

• Waste Diversion Ontario
• Glenda Gies
• 416-226-5113
• glendagies_at_wdo.ca

46
Questions Answers
47
Thank You!