2409.14,30 Page 1 of 17 FOREST SERVICE HANDBOOK WASHINGTON FSH 2409.14 - TIMBER MANAGEMENT INFORMATION SYSTEM HANDBOOK Amendment No. 2409.14-94-5 Effective August 12, 1994 POSTING NOTICE. Amendments are numbered consecutively by Handbook number and calendar year. Post by document name. Remove entire document and replace with this amendment. Retain this transmittal as the first page of this document. The last amendment to this Handbook was Amendment 2409.14-94-4 to FSH 2409.14,30 Contents. This amendment supersedes Amendment 2409.14-92-7 to 2409.14,30. Superseded New Document Name (Number of Pages) 2409.14,30 13 14 Digest: 30 - Updates references and makes minor editorial changes for clarity throughout the chapter. Replaces references to sections 71-78 with references to the Sales Tracking and Reporting System (STARS) User Guide and the Standards for Data and Data Structures Handbook, FSH 6609.15. 35 - 35.1 - Adds direction for data transfer from STARS to the Timber Activity Control System Program Sale Statement (TRACS-PSS) and provides list of data that must be included in STARS. JACK WARD THOMAS Chief FSH 2409.14 - TIMBER MANAGEMENT INFORMATION SYSTEM HANDBOOK WO Amendment 2409.14-94-5 Effective 8/12/94 CHAPTER 30 - TIMBER SALE INFORMATION 32 - TIMBER SALE PREPARATION ACTIVITIES. When reporting timber sale preparation information, include all activities required by FSH 1309.16, National Activity Structure Handbook, section 23.14. 32.1 - Timber Sale Preparation (ET114). Categorize timber sale preparation in this encompassing activity. Include the entire process of preparing National Forest timber for sale. Timber sale preparation begins when an area of timber is identified and selected for consideration for future harvesting. Record this timber on a 3- to 5-year action plan. Consider sale preparation complete when the timber is offered for sale. Enter the information into the Sales Tracking and Reporting System (STARS) (FSM 2493.1). For sales measuring more than 1 million board feet (200,000 cubic feet), report six specific steps or milestones that are included in sale preparation. These steps are: 1. Position statement development. 2. Sale project design. 3. Sale implementation. 4. Final package preparation and offering. 5. Bid opening. 6. Sale award. Each of these steps is identified as a gate in Timber Management Information System. Report complete information regarding one gate before the next gate is reported as accomplished. Detailed information on the sale preparation process can be found in the Timber Sale Preparation Handbook, FSH 2409.18 For sales less than 1 million board feet (200,000 cubic feet) and $2000 or more in appraised value, report the required information listed in sections 33.3 through 33.52. For sales less than $2000, report the required information listed in sections 33.61 or 33.63, as appropriate. 32.11 - Gate 1 - Position Statement Development (ET114-1). Report information that represents the early stage in sale planning in STARS. At Gate 1, report the information for the sale as a whole. Include available information, as necessary, to verify that a timber sale identified in a forest plan or action plan is potentially feasible from an economic and environmental standpoint. Sources of information for this gate include the forest plan, brief field reconnaissance, existing stand data, resource inventories, reports, and existing maps. Complete and report the verification before making the environmental analysis and performing field work at Gate 2. This gate or step may be titled differently in the various regions, but is commonly referred to as the position statement. 32.12 - Gate 2 - Sale Area Design (ET114-2). Report information about the timber sale based on intensive field investigation by staff specialists, environmental analysis, and interdisciplinary recommendations needed for developing and preparing a commercial timber sale. This step is concluded with the signing of a decision document by the responsible line officer. Immediately following the decision at Gate 2, ensure that each proposed timber sale is reflected in the STARS data base by information that describes the specific details of the sale as proposed and that an actual Gate 2 date is entered. At Gate 2, the required level of resolution of the information is for sale as a whole. Field units may enter detail for area breakdowns within the sale, such as payment or cutting units at their option. 32.13 - Gate 3 - Sale Plan Implementation (ET114-3). Report information documenting the results of specific activities, such as sale layout and design, timber marking, volume determination, or road design. Include documentation of coordination with other resource staff specialists for determining the design of the layout and the type of logging systems for use in implementing the decision made at Gate 2. Sources of information are the timber cruise, timber sale report, road package, or other record of field work done during the implementation phase of timber sale preparation. At Gate 3, the required level of resolution for timber volume is the payment unit or cutting unit. Report the information when the field work is completed and the resulting information is processed. 32.14 - Gate 4 - Final Package Preparation and Offering (ET114- 4). Report the information that reflects the sale appraisal, advertisement, bid form, prospectus, and sample contract. Include documentation of the review of the proposed sale and the completed sale package. This gate includes advertising the sale for the required time period, notifying interested parties, and providing show-me trips to potential bidders. Update the STARS information immediately following the advertisement. 32.15 - Gate 5 - Bid Opening (ET114-5). Report the results of accepting bids, conducting a sale auction, and determining the successful high bidder. Include work needed to ensure compliance with antitrust laws. Update the STARS information immediately following the bid opening to reflect the bids of all bidders on a timber sale. 32.16 - Gate 6 - Sale Award (ET114-6). Report award of the timber sale after determining the apparent highbidder's qualifications and securing the actual sale award. Update the STARS information immediately following the contract award. 33 - REQUIRED INFORMATION. Different information is required at each gate to reflect specific accomplishments as each gate is passed. Enter the required information by means of the the Sales Tracking and Reporting System (STARS) (FSM 2493.1). 33.1 - Information Required at Gate 1. Planned gate dates for all six gates should be entered into STARS at the inception of this gate. Modify the next milestone (gate) planned gate, if necessary, when the actual date for Gate 1 is reported. The following information is required at Gate 1: 1. Forest Service Region (FSH 6609.15). 2. Administrative Unit (FSH 6609.15). 3. Subunit (FSH 6609.15). 4. State (FSH 6609.15). 5. County (FSH 6609.15). 6. Estimated Gate 1 Road Construction Miles (STARS User Guide, sec. 70.6). 7. Estimated Gate 1 Road Reconstruction Miles (STARS User Guide). 8. Milestone (STARS User Guide). 9. Milestone Actual Date (gate 1) (STARS User Guide). 10. Milestone Planned Dates (all gates planned) (STARS User Guide). 11. Project (sale name and STARS number) (STARS User Guide). 12. Timberland Suitability Class (STARS User Guide). 13. Timber Activity Method (STARS User Guide). 14. Total Gate Converted Thousand Board Feet (MBF) (STARS User Guide). 15. Total Gate Converted Thousand Cubic Feet (MCF) (STARS User Guide). 16. Total Sale Sawtimber Thousand Board Feet (MBF) (STARS User Guide). 17. Total Treated Acres (STARS User Guide). 33.2 - Information Required at Gates 2 and 3. For Gates 2 and 3, identical information is required. Upgrade the accuracy and improve the level of detail entered at Gate 2 as field work is completed in gate 3. Provide breakdown to a sale unit or subunit level when Gate 3 is accomplished. Modify the next milestone (gate) planned gate, if necessary, when the actual date is reported for Gates 2 and 3. The following components are required at both gates 2 and 3: 1. Forest Service Region (FSH 6609.15). 2. Administrative Unit (FSH 6609.15). 3. Subunit (FSH 6609.15). 4. State (FSH 6609.15). 5. County (FSH 6609.15). 6 MBF Conversion Factor (STARS User Guide). 7 MCF Conversion Factor (STARS User Guide). 8. Milestone (gate) (STARS User Guide). 9. Milestone Actual Date (gate accomplishment date) (STARS User Guide). 10. Milestone Planned Date (STARS User Guide). 11. Product (STARS User Guide). 12. Project (sale name and STARS number) (STARS User Guide). 13. Regional Timber Species (STARS User Guide). 14. Road Code (STARS User Guide). 15. Sale Subunit (optional at Gate 2) (STARS User Guide). 16. Sale Subunit Acres (optional at Gate 2) (STARS User Guide). 17. Sale Unit (optional at Gate 2) (STARS User Guide). 18. Sale Cutting Unit (optional at Gate 2) (STARS User Guide). 19. Specified Road Const Miles (STARS User Guide). 20. Specified Road Reconst Miles (STARS User Guide). 21. TBR Appraisal Group (STARS User Guide). 22. TBR Appraisal Group Volume (STARS User Guide). 23. TBR Sale Status (STARS User Guide). 24. TBR Sale Status Date (STARS User Guide). 25. TBR Sale Status Reason (STARS User Guide). 26. Timber Activity (STARS User Guide). 27. Timber Activity Method (STARS User Guide). 28. Timber Quantity (STARS User Guide). 29. Timber Yield Component (STARS User Guide). 30. Timberland Suitability Class (STARS User Guide). 31. Total Gate Converted MBF (STARS User Guide). 32. Total Gate Converted MCF (STARS User Guide). 33. Total Preroad Miles (STARS User Guide). 9 34. Total Sale Sawtimber MBF (STARS User Guide). 35. Total Treated Acres (STARS User Guide). 36. Unit of Measure (STARS User Guide). 33.3 - Information Required at Gate 4. Update the information entered into the STARS data base for Gate 3 before entering information for Gates 4, 5 and 6. Use Form FS-2400-17, Report of Timber Sale-Convertible and Non-convertible Products, or a STARS generated equivalent, to report the timber sale Gates 4-6. Record all required additional Gate 4 information. This information varies by the type of appraisal used for the sale. The two types of appraisals are residual value and transaction evidence. Exhibit 01 shows the required components for residual value appraisals at Gate 4. Exhibit 02 shows the required components for transaction evidence appraisals at Gate 4. Common, optional data components for appraisals are also indicated in each exhibit, as well as the STARS component codes that indicate the alias for each named component. Check with the regional STARS coordinator for use of optional components. All Gate 4 data components are defined in the STARS User Guide (sec. 70.6). 33.3 - Exhibit 01 Format for Input of Required and Optional Residual Value Appraisal Data. 1/ TBR Appr Type: C1510 TBR Appr Appraised By: C2206 TBR Appr Checked By: C1506 TBR Appr Date: C1505 TBR Appr RV Basic Data Period: C1545 TBR Appr Point Name: C2411 TBR Appr Haul Dist Sawtimber: C1580 TBR Appr Base Period Adj To: C1550 TBR Appr Temp Road Const Length: C1575 TBR Appr Haul Dist Other: C1582 TBR Appr Total PC Limit: C1620 TBR Appr Temp Rd Total Cost: C1576 Product/Unit of Measure C1715-C1- C1511 UM 511 TBR Appr Group Name C1711 TOTAL or TBR Appr Group Code C1710 AVERAGE TBR Appr Group Volume C1728 C1528 TBR Appr SV Rate C1731 C1613 TBR Appr Byproduct Rate C1737 C1616 TBR Appr Adj SV LS Rate C1744 C1618 TBR Appr Fall Buck Rate C1745 C1621 TBR Appr Skid Load Rate C1746 C1622 * TBR Appr Stmp Trk Oth C1750 C1623 Rate* TBR Appr Stmp Trk Sub C1751 C1624 Rate TBR Appr Haul Rate * C1752 C1625 TBR Appr Road Maint C1753 C1626 Rate * TBR Appr Other Trans C1743 C1627 Rate * TBR Appr Trans Sub Rate C1754 C1632 TBR Appr Gen Log OH C1755 C1628 Rate * TBR Appr Gen Log Misc C1756 C1629 Rate * TBR Administrativ Sub C1775 C1640 Rate TBR Appr Slash Dispsl C1758 C1631 Rate * TBR Appr Erosion Ctrl C1760 C1633 Rate * TBR Appr Snag Dispsl C1761 C1634 Rate * TBR Appr Env Protect C1770 C1635 Rate * TBR Appr Env Sub Rate C1771 C1636 TBR Appr Temp Road Rate C1772 C1637 * TBR Appr Oth Temp Dev C1773 C1638 Rate* TBR Appr Temp Dev Sub C1774 C1639 Rate TBR Appr Sub Logging C1775 C1640 Rate TBR Appr Spec Road Rate C1776 C1641 TBR Appr Total Logging C1777 C1642 Rate TBR Appr State Tax Rate C1834 C1644 TBR Appr Mfg LS Rate C1780 C1645 TBR Appr Total Prod C1783 C1646 Rate TBR Appr Conversion C1784 C1647 Rate TBR Appr Normal PR C1785 C1648 Percent TBR Appr Normal PR Rate C1787 C1650 TBR Appr Ind Net Stmp C1791 C1652 Rate TBR Appr Ind Adver Rate C1793 C1653 TBR Appr Base Rate C1795 C1654 TBR Appr Base Rate C1796 C1655 Adjust TBR Appr Advertised C1797 C1656 Rate TBR Appr Ind Stat Net C1799 C1657 Rate TBR Appr Net Rate C1801 C1658 TBR Appr Base Index C1820 C1660 Rate TBR Appr Property Rate C1821 C1659 TBR Appr Adver PR C1786 C1649 Percent TBR Appr Adver PR Rate C1789 C1651 1/ Optional components are asterisked (*) and STARS aliases are bold text. 33.3 - Exhibit 02 Format for Input of Required and Optional Transaction Evidence AppraisalData 1/ TBR Appr Type: C1510 TBR Appr Appraised By: C2206 TBR Appr Checked By: C1506 TBR Appr Date: C1505 TBR Appr TE Basic Data Period: C1545 TBR Appr Point Name: C2411 TBR Appr Haul Dist Sawtimber: C1580 TBR Appr Base Period Adj To: C1550 TBR Appr Temp Road Const Length: C1575 TBR Appr Haul Dist Other: C1582 TBR Appr Total PC Limit: C1620 TBR Appr Temp Road Total Cost: C1576 Product/Unit of Measure C1715-C1511 C1511 UM TBR Appr Group Name C1711 TOTAL or TBR Appr Group Code C1710 AVERAGE TBR Appr Group C1728 C1528 Volume TEA Base Prc Rate C1901 C2301 TEA Mrkt Adjmt Rate C1902 C2302 TEA Qlty Adjmt Rate C1903 C2303 TEA Risk Adjmt Rate C1904 C2304 TEA Rlbk Adjmt Rate C1905 C2305 TEA Adj Base Prc C1906 C2306 Rate TEA Contractual C1920 C2320 Adjmt Rate* TEA Contractual Base C1918 C2318 Rate* TEA Contractual Sale C1919 C2319 Rate* TEA Haul Adjmt Rate* C1912 C2312 TEA Haul Base Rate* C1910 C2310 TEA Haul Sale Rate* C1911 C2311 TEA Other Adjmt C1917 C2317 Rate* TEA Other Base Rate* C1925 C2325 TEA Other Sale Rate* C1926 C2326 TEA Road Maint Adjmt C1915 C2315 Rate* TEA Road Maint Base C1913 C2313 Rate* TEA Road Maint Sale C1914 C2314 Rate* TEA Stmp Trk Adjmt C1909 C2309 Rate* TEA Stmp Trk Base C1907 C2307 Rate* TEA Stmp Trk Sale C1908 C2308 Rate* TEA Temp Road Adjmt C1923 C2323 Rate* TEA Temp Road Base C1921 C2321 Rate* TEA Temp Road Sale C1922 C2322 Rate* TEA Unusual Adjmt C1916 C2316 Rate* TBR Appr Spec Road C1776 C1641 Rate TEA Total Adjmt Rate C1924 C2324 TBR Appr Ind Net C1791 C1652 Stmp Rate TBR Appr Ind Adver C1793 C1653 Rate TBR Appr Base Rate C1795 C1654 TBR Appr Base Rate C1796 C1655 Adjust TBR Appr Advertised C1797 C1656 Rate TBR Appr Ind Stat C1799 C1657 Net Rate TBR Appr Net Rate C1801 C1658 TBR Appr Base Index C1820 C1660 Rate TBR Appr Property C1821 C1659 Rate 1/ Optional components are asterisked (*) and STARS aliases are bold text. 33.4 - Information Required at Gate 5. Record the information necessary to document the highest bids of each bidder for the advertised timber sale contract. Planned date is very important. For example, the planned Gate 5 date establishes the fiscal year targeted for a timber sale. The target fiscal year is used as an extract criteria when generating reports from STARS for a specified timeframe. 33.41 - Information About Sale. The following information about each sale is required and must be recorded immediately after the bid opening. 1. Bid Method (STARS User Guide). 2. Contract Bid Status (STARS User Guide). 3. Contract Form Number (STARS User Guide). 4. Contract Form Revision Date (STARS User Guide). 5. Fiscal Quarter (STARS User Guide). 6. Latest Gate Accomplished (STARS User Guide). 7. Milestone Actual Date (the bid opening date) (STARS User Guide). 8. Number of Bidders (STARS User Guide). 9. Sale Area Improvement (SAI) Plan Amount (STARS User Guide). 10. Pricing Method (STARS User Guide). 11. Primary Sale Purpose (STARS User Guide). 12. Project Fiscal Year Offered (STARS User Guide). 13. Remarks (STARS User Guide). 14. Sale Authority (STARS User Guide). 15. Sale Regulation (STARS User Guide). 16. Salvage Sale Status (STARS User Guide). 17. Sale Size Class (STARS User Guide). 18. Sale Status (STARS User Guide). 19. Sale Type (STARS User Guide). 20. Small Business Administration (SBA) Set Aside (STARS User Guide). 33.42 - Information About Bids. Record the following for each bid received on the sale immediately after the bid opening. 1. Bids Certified By (name of person documenting the bids) (STARS User Guide). 2. Bidder Rank (STARS User Guide). 3. Bidder Size Description (STARS User Guide). 4. Purchaser ID (of each bidder) (STARS User Guide). 5. SBA Bidder Classification (STARS User Guide). 6. SBA Self Certification (STARS User Guide). 7. Value of Bid (total) (STARS User Guide). 33.5 - Information Required at Gate 6. Record information necessary to document the award of the contract to the successful bidder. 33.51 - Information About Contract. Record the following about the sale and contract immediately after awarding the contract. 1. Contract Number (STARS User Guide). 2. Certified By (name of person documenting the award) (STARS User Guide). 3. Latest Gate Accomplished (STARS User Guide). 4. Milestone Actual Date (the award date) (STARS User Guide). 5. Purchaser ID (successful bidder) (STARS User Guide). 33.52 - Information About Purchaser's Bid. Record the following information about the successful bid for the sale. Do this immediately following the award. 1. Product (STARS User Guide). 2. Bid Value (of the successful bid for each appraisal group) (STARS User Guide). 3. Percent to Small Business (STARS User Guide). 4. TBR Appr Group (name and code) (STARS User Guide). 5. Statistical High Bid Rate (STARS User Guide). 6. Unit of Measure (STARS User Guide). Transfer information from the STARS data base (sec. 42.1) to the Timber Sale Accounting System (TSA), as necessary, to initiate the timber sale in that system (FSH 6509.17). Do this immediately following award of the timber sale contract. Ensure that the information is correct and all edits have been successfully performed. 33.6 - Other Sale Preparation. 33.61 - Personal Use Fuelwood (ET114-7). Report monthly through the TSA system information on sale of personal use fuelwood (FSH 6509.17). The activity (ET114-7) includes work needed to prepare and issue the permits or sales. The information from a number of permits may be combined for reporting purposes in the same way as commercial non-convertable product and timber sales less than $2000 in value (sec. 33.63). The following components are required for personal use fuelwood sales less than $2000 in value: 1. Forest Service Region (FSH 6609.15). 2. Administrative Unit (FSH 6609.15). 3. Subunit (FSH 6609.15). 4. State (FSH 6609.15). 5. County (FSH 6609.15). 6. Fiscal Year (STARS User Guide). 7. Fiscal Quarter (STARS User Guide). 8. MBF Conversion Factor (STARS User Guide). 9. Number of Permits (STARS User Guide). 10. Primary Sale Purpose (STARS User Guide). 11. Product (STARS User Guide). 12. Project (sale name and STARS number) (STARS User Guide). 13. Regional Timber Species (STARS User Guide). 14. Amount Collected (STARS User Guide). 15. Timber Yield Component (STARS User Guide). 16. Timber Quantity (STARS User Guide). 17. Timberland Suitability Class (STARS User Guide). 18. Total Gate Converted MBF (STARS User Guide). 19. Total Gate Converted MCF (STARS User Guide). 20. Total Treated Acres (STARS User Guide). 21. Unit of Measure (STARS User Guide). 33.62 - Free Use Permits (ET114-8). Do not report free use information in STARS or TSA. However, regions must maintain information on free use of forest products. The activity (ET114- 8) includes work needed to prepare and issue free use permits. Report the information annually on Form FS-2400-47, Annual Free Use Report, (FSM 2494.2 and FSH 1309.14). Combine information from all free use permits for reporting purposes. The following components are required: 1. Forest Service Region (FSH 6609.15). 2. Administrative Unit (FSH 6609.15). 3. Subunit (FSH 6609.15). 4. State (FSH 6609.15). 5. County (FSH 6609.15). 6. Fiscal Year (STARS User Guide). 7. MBF Conversion Factor (STARS User Guide). 8. Number of Permits (STARS User Guide). 9. Primary Sale Purpose (STARS User Guide). 10. Product (STARS User Guide). 11. Regional Timber Species (STARS User Guide). 12. Timber Yield Component (STARS User Guide). 13. Timber Quantity (STARS User Guide). 14. Timberland Suitability Class (STARS User Guide). 15. Total Gate Converted MBF (STARS User Guide). 16. Total Gate Converted MCF (STARS User Guide). 17. Unit of Measure (STARS User Guide). 33.63 - Non-convertible Products (ET114-9). Non-convertible products are those that do not have a measurable timber content; for example, bark, cones, foliage, or non-woody plants. See FSH 2409.18, chapter 60 for other examples. The activity (ET114-9) includes work needed to prepare and issue the permits or sales. Report applicable sale information for each sale greater than $2000 in value (sec. 33.3 - 33.52). Report combined information (product sold during a month) from all permits and contracts valued at less than $2000 each. Report the information monthly through the Timber Sale Accounting System (TSA) (FSH 6509.17). Transfer data from TSA to STARS quarterly (sec. 42.2). The following components are required: 1. Forest Service Region (FSH 6609.15). 2. Administrative Unit (FSH 6609.15). 3. Subunit (FSH 6609.15). 4. State (FSH 6609.15). 5. County (FSH 6609.15). 6. Fiscal Year (STARS User Guide). 7. Fiscal Quarter (STARS User Guide). 8. Number of Permits (STARS User Guide). 9. Primary Sale Purpose (STARS User Guide). 10. Product (STARS User Guide). 11. Project (sale name and STARS number) (STARS User Guide). 12. Amount Collected (STARS User Guide). 13. Timber Yield Component (STARS User Guide). 14. Timber Quantity (STARS User Guide). 15. Timberland Suitability Class (STARS User Guide). 16. Total Treated Acres (STARS User Guide). 17. Unit of Measure (STARS User Guide). 34 - OPTIONAL INFORMATION. Regions may supplement this section with additional components for timber sale information processes. 34.1 - Optional Information, Gates 1-6. A user may select optional information to include in the data base. Examples of optional timber appraisal attributes are shown in section 33.3, exhibits 01 and 02. Coordinate with the regional STARS coordinator and the data base administrator if the components do not already exist in the regional data base. The component must have a STARS alias to be valid. Generally, common optional components relate to location, for example: 1. X-Y Coordinate System (sec. 74). 2. X Coordinate (sec. 74). 3. Y Coordinate (sec. 74). 4. Compartment (sec. 74). 5. Stand Number (sec. 74). 6. Township (PLSS) (FHS 6609.15). 7. Range (PLSS) (FHS 6609.15). 8. Section (PLSS) (FHS 6609.15). 35 - TIMBER SALE VOLUME SOLD ACCOMPLISHMENT. Use the Timber Activity Control System Program Sale Statement (TRACS-PSS) data base to maintain information on annual timber sale program volume sold (FSM 2492.13). To reduce error and redundant reporting, transfer required TRACS-PSS data (sec. 24.3 - 24.4) from STARS for all sales that have passed Gate 6. 35.1 - Program Sale Statement Data From STARS. The following information must be in the Sales Tracking and Reporting System (STARS) to enable an extract of required TRACS-PSS data. 1. Sale Subunit (STARS User Guide). 2. Sale Subunit Acres (STARS User Guide). 3. Timberland Suitability Class (TRACS Data Dictionary and User Guide). 4. Harvest Activity (TRACS Data Dictionary and User Guide). 5. Plant Species (FSH 6609.15). 6. Product (STARS User Guide). 7. Unit of Measure (STARS User Guide). 8. Timber Yield Component (TRACS Data Dictionary and User Guide). 9. Timber Quantity (STARS User Guide).