SAMIS -A Collaboration ofFlorida Special Taxing DistrictsPresenter –Patricia K. Gehant, MADirector of SAMIS               ...
Project Summary The Children’s Services Councils in Florida have been collaborating on the use of a grants management SaaS...
3 SAMIS is ……...  A grants management suite that tracks howcommunity programs use public or charitable funds  distributed ...
Partners                                                                           4  Children’s   Services Councils of  ...
5     SAMIS By the Numbers8  Partners 18 production databases Over 800,000 client records 2,800 users 785 program sit...
6SAMIS Operations   The SAMIS network operates from               in Tampa and    provides 24/7 access to users with a gu...
7Delivered to users………  SAMIS       can be accessed using any computer with a  connection to the Internet using IE ver 6 ...
8Cloud/SaaS Model                               Gartner definitions:   The Cloud is a business function accessed    throu...
9Cloud/SaaS Model  Gehant addendum……   A Private Cloud solution provides the    customer with the ability to make softwar...
10[1]      SAMIS Model        Attributes that support the definition:        1. Services based – Consumer concerns are abs...
11SAMIS Management………   SAMIS is managed as a Data Collaboration under Florida State    Statute, Section 163.62, which pr...
12Decision Making    Approves                       CSC Boards    Contract                                     SAMIS    Ap...
13Fees  Implementation                 Annual Fees                                 • Operating  • Enhancements            ...
14 ROI is High$600,000$500,000                                                                                  Collaborat...
15CollaborativeLeadership   SAMIS was not based on a model used by others   Standard for operating a SaaS by a governmen...
16Role of OperationalLeadership…..   Leadership is key in the early stages of design and development   Need to maintain ...
17Change…..   “without   learning new ways – changing    attitudes, values, and behaviors – people    cannot make the ada...
Collaboration                                                         18   SAMIS - Government Accountability through the C...
19Fiscal Modules   Workflow                                                  Workflow   Position Management   Budgets  ...
20Program and                                                    CDG                                                      ...
21More Features……. Regular    Review and Enhancement Process Help   Desk Webinars/Online    Training Training   Manual...
22Why is SAMIS CollaborativeSuccessful?     Shared   mission – all partners need the      services and cannot afford to c...
23Why is SAMIS CollaborativeSuccessful?       All partners are equal regardless of tax        revenues or fees paid.    ...
24The Future                   generates ideas;             generate opportunity;                generates innovation;    ...
25The Future    “To the more strategic CIO, (business)    alignment can well mean taking the    lead to help redesign the ...
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SAMIS, A Collaborative Software Solution

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How to successfully collaborate using innovative Cloud technology solutions. Identiefies leadership skills.Software manages approx. 2 billion in public funds.

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SAMIS, A Collaborative Software Solution

  1. 1. SAMIS -A Collaboration ofFlorida Special Taxing DistrictsPresenter –Patricia K. Gehant, MADirector of SAMIS Capstone Presentation 1 July 12, 2011 SAMIS - Government Accountability through the Cloud
  2. 2. Project Summary 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
  3. 3. 3 SAMIS is ……... A grants management suite that tracks howcommunity programs use public or charitable funds distributed by governmental and local entities. Services & Activities Management Information System SAMIS - Government Accountability through the Cloud
  4. 4. Partners 4  Children’s Services Councils of  Broward  Martin  Palm Beach  Hillsborough – The Children’s Board  Miami - The Children’s Trust  Pinellas – Juvenile Welfare Board  Jacksonville - Childrens Commission  Palm Beach Community Services Department SAMIS - Government Accountability through the Cloud
  5. 5. 5 SAMIS By the Numbers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 SAMIS - Government Accountability through the Cloud
  6. 6. 6SAMIS Operations 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. SAMIS - Government Accountability through the Cloud
  7. 7. 7Delivered to users………  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 SAMIS - Government Accountability through the Cloud
  8. 8. 8Cloud/SaaS Model 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
  9. 9. 9Cloud/SaaS Model 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.SAMIS - Government Accountability through the Cloud
  10. 10. 10[1] SAMIS Model 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) SAMIS - Government Accountability through the Cloud
  11. 11. 11SAMIS 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 - Childrens Services Councils (CSCs) form the SAMIS Management Group JWB of Pinellas County is the Operating Manager Palm Beach CSC is the Fiscal Agent SAMIS - Government Accountability through the Cloud
  12. 12. 12Decision Making Approves CSC Boards Contract SAMIS Approves Management Budget Committee (SMC) Recommends SAMIS Management Budget Group (SMG) Enhancement Infrastructure County Level Teams Team Partner SAMIS - Government Accountability through the Cloud
  13. 13. 13Fees Implementation Annual Fees • Operating • Enhancements • Enhancement • Set up activities • Hardware/Software Replacement Metered Rate •Funds Distributed in SAMIS Lapsed funds •# Program Budgets •# Program entering client data Reserve Fund SAMIS - Government Accountability through the Cloud
  14. 14. 14 ROI is High$600,000$500,000 Collaborative$400,000 Pinellas$300,000 JWB $409,278$200,000 JWB $450.568$100,000 $- 98 99 00 01 02 03 04 05 06 07 08 09 10 Total Enhancement Investment = $3,852,360 78% JWB Enhancement Investment = $859,846SAMIS - Government Accountability through the Cloud
  15. 15. 15CollaborativeLeadership 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 SAMIS - Government Accountability through the Cloud
  16. 16. 16Role of OperationalLeadership….. 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 SAMIS - Government Accountability through the Cloud
  17. 17. 17Change…..  “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) SAMIS - Government Accountability through the Cloud
  18. 18. Collaboration 18 SAMIS - Government Accountability through the Cloud
  19. 19. 19Fiscal Modules Workflow Workflow Position Management Budgets Amendments Position Management Document Repository Reimbursements Document Repository Document Repository Budget Funder Amendments Reporting Reimbursements Document Repository SAMIS - Government Accountability through the Cloud
  20. 20. 20Program and CDG Case DataOutcome Modules Waiting Gatherer Outcomes Lists• CDG• Outcomes Group Group Activities• Group Outcomes Outcomes• Analysis of Outcomes• EDI Import• Volunteer Activities Data Analysis of• Attendance Cleaning Outcomes• Program Units of Srvs.• Group Units of Service• Data Cleansing• Group Activities Group UOS EDI Import• Waiting lists • And more……. Volunteer Program UOS Activities Attendance SAMIS - Government Accountability through the Cloud
  21. 21. 21More Features……. Regular Review and Enhancement Process Help Desk Webinars/Online Training Training Manuals Online SAMIS - Government Accountability through the Cloud
  22. 22. 22Why is SAMIS CollaborativeSuccessful?  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 SAMIS - Government Accountability through the Cloud
  23. 23. 23Why is SAMIS CollaborativeSuccessful?  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 SAMIS - Government Accountability through the Cloud
  24. 24. 24The Future generates ideas; generate opportunity; generates innovation; generates success! PKG SAMIS - Government Accountability through the Cloud
  25. 25. 25The Future “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 SAMIS - Government Accountability through the Cloud

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