samis, a collaborative software solution
DESCRIPTION
How to successfully collaborate using innovative Cloud technology solutions. Identiefies leadership skills.Software manages approx. 2 billion in public funds.TRANSCRIPT
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SAMIS -
A Collaboration of
Florida Special Taxing Districts
Presenter –
Patricia K. Gehant, MA
Director of SAMIS
Capstone Presentation
July 12, 2011
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The Children’s Services Councils in Florida have been
collaborating on the use of a grants management
SaaS software solution since 2001.
Provides transparencies of operations and
accountably for $1.7 billion in public funds.
Describe the product, the successes, and the
leadership strategies employed over the 10 years of
operation.
SAMIS - Government Accountability through the
Cloud
Project Summary
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SAMIS is ……...
A grants management suite that tracks how
community programs use public or charitable funds
distributed by governmental and local entities.
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Cloud
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Services & Activities Management Information System
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Children’s Services Councils of
Broward
Martin
Palm Beach
Hillsborough – The Children’s Board
Miami - The Children’s Trust
Pinellas – Juvenile Welfare Board
Jacksonville - Children's Commission
Palm Beach Community Services Department
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Partners
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8 Partners
18 production databases
Over 800,000 client records
2,800 users
785 program sites entering data
Manages $300 million in public funds annually
Manages over $1.7 billion in public funds
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SAMIS By the Numbers 5
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The SAMIS network operates from in Tampa and provides 24/7 access to users with a guaranteed uptime of 99%.
The network consists of three sites – Production, Training and Testing and contains 18 SQL 2008 R2 databases across the eight partners.
Single code base
Training and testing environments are virtualized using Hyper V Server 2008 R2 with physical servers for production SQL 2008 servers.
The web servers, testing and training environments are virtualized using VMware. The web application is written in .NET using IIS 6.
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SAMIS Operations 6
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SAMIS can be accessed using any computer with a
connection to the Internet using IE ver 6 or above
Role-based security
Data is protected from public records disclosure
Data is owned by the individual agency
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Delivered to users………
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Gartner definitions:
The Cloud is a business function accessed through the Internet (email, storage, etc.)
A SaaS is the delivery of a custom application that uses a single set of code
that is shared across many users
(SalesForce.com, Google Apps, etc.)
SAMIS - Government Accountability through the Cloud
Cloud/SaaS Model
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Gehant addendum……
A Private Cloud solution provides the
customer with the ability to make software
management, monitoring and upgrade
decisions.
SaaS allows the customer to be a
subscriber to a service but have no
hardware management responsibilities.
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Cloud/SaaS Model
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Attributes that support the definition:
1. Services based – Consumer concerns are abstracted from the provider concerns through a service interface.
2. Scalable and elastic – Services scale on demand to add or remove resources as needed.
3. Shared – Services share a pool of resources to build economies of scale
4. Metered by Use – Services are tracked with usage metrics to enable multiple payment models.
5. Internet technologies – Services are delivered through use of the Internet identifiers, formats and protocols (Plummer, 2011)
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SAMIS Model 10
[1]
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SAMIS Management……… SAMIS is managed as a Data Collaboration under Florida State
Statute, Section 163.62, which provides that agencies of local governments may establish a collaborative client information system in which state, local, and private agencies may share information
Information is protected from disclosure under the Public Records laws
Seven special taxing districts in Florida - Children's Services
Councils (CSCs) form the SAMIS Management Group
JWB of Pinellas County is the Operating Manager
Palm Beach CSC is the Fiscal Agent
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Decision Making
Recommends Budget
Approves Budget
Approves Contract
CSC Boards
SAMIS Management
Committee (SMC)
SAMIS Management Group (SMG)
Enhancement Teams
Infrastructure Team
County Level Partner
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Fees
Implementation
• Enhancements
• Set up activities
Annual Fees
• Operating
• Enhancement
• Hardware/Software Replacement
Reserve Fund
Metered Rate
•Funds Distributed in SAMIS
•# Program Budgets
•# Program entering client data
Lapsed funds
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$-
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
98 99 00 01 02 03 04 05 06 07 08 09 10
Collaborative
Pinellas
SAMIS - Government Accountability through the Cloud
Total Enhancement Investment = $3,852,360
JWB Enhancement Investment = $859,846
ROI is High
78%
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JWB
$409,278
JWB
$450.568
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SAMIS was not based on a model used by others
Standard for operating a SaaS by a governmental entity (JWB)
for other entities did not exist in 2001
SAMIS Collaborative development was an example of an
adaptive challenge (Heifetz, 2002).
SAMIS required
Experimenting
Developing new ways to standardize a business process across
multiple businesses
Designing an effective operation model from the ground up
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Collaborative Leadership
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Leadership is key in the early stages of design and development
Need to maintain consistent leadership in both the Operational
staff as well as the core thought leaders.
The original partners negotiated the processes in place today.
The original partners created the organizational structure recently
tested with the recent changes
The new partners join the Collaborative and view SAMIS as a
technical solution accepting the process as they do with other
vendor software purchases
The new partners are trained on how SAMIS is managed
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Cloud
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Role of Operational Leadership…..
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“without learning new ways – changing
attitudes, values, and behaviors – people
cannot make the adaptive leap necessary
to thrive in a new environment.”
(Heifetz, 2002, p. 13)
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Change…..
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Collaboration
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Workflow
Position Management
Budgets
Document Repository
Reimbursements
Document Repository
Funder Amendments
Reporting
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SAMIS - Government Accountability through the Cloud
Fiscal Modules
Workflow
Position Management
Budget
Document Repository
Reimbursements
Document Repository
Amendments
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Program and
Outcome Modules
• CDG
• Outcomes
• Group Outcomes
• Analysis of Outcomes
• EDI Import
• Volunteer Activities
• Attendance
• Program Units of Srvs.
• Group Units of Service
• Data Cleansing
• Group Activities
• Waiting lists
• And more…….
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CDG
Case Data Gatherer
Outcomes
Group Outcomes
Analysis of Outcomes
EDI Import
Volunteer Activities
Attendance
Program UOS
Group UOS
Data Cleaning
Group Activities
Waiting Lists
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Regular Review and Enhancement Process
Help Desk
Webinars/Online Training
Training Manuals Online
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More Features…….
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Shared mission – all partners need the
services and cannot afford to create or
purchase independently.
Long term stability in CSC membership,
management and development staff
Technology that is flexible and scalable
Infrastructure that supports the process
ROI - High Return of Investment
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Why is SAMIS Collaborative Successful?
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All partners are equal regardless of tax revenues or fees paid.
Creating a meeting that encourages input for all members and an environment where members are free to give an opinion without fear of reprisal.
Meetings designed to build relationships.
Inquiry is encouraged.
Open and respectful conversation is expected from all.
Shared learning improves the operations and functioning of the software
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Why is SAMIS Collaborative Successful?
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generates ideas;
generate opportunity;
generates innovation;
generates success! PKG
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The Future
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“To the more strategic CIO, (business) alignment can well mean taking the lead to help redesign the operations and policies of the departments so they can achieve maximum results from their investment in technology.”
“ Transformation of the Local Government CTO/CIO” Norman Jacknis, Ph.D., “CIO Leadership for Cities and Counties” Alan Shark. Executive Editor & Authors, Public Technology Institutes, Washington, DC, 2009
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The Future