Rural Municipal Administrator Association Presentation - April, 2019 - - PowerPoint PPT Presentation

Rural Municipal Administrator Association Presentation - April, 2019

Thanks History Demo Timelines and support

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MySAMA – Agenda

History

Part of the agency’s Technology Infrastructure rogram Request for proposal May, 2018 Started development in September 2018 Three objectives

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MySAMA objectives

Easy exchange of annual maintenance information. Reduce the amount of manual work completed by SAMA

when managing maintenance lists to allow us to get to the reviews sooner.

Increase the return rate of sales verification forms.

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MySAMA – changes interaction

• Sends Maintenance

lists

• Authorizes Callbacks

Municipality

• Send Callbacks
• Flag properties
• Enter sales, file forms

SAMA

Report Package

• Sales Verification

forms are mailed and returned

Purchasers

Municipal Process

Download Package Submit Request Review callbacks Add properties Create Request Open List

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Internet access Username and password Optional - maintenance import template User guide

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MySAMA – what you need

Selecting your municipality

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• Select your

municipality.

• If it says You are

representing - not selected, click on change

Accessing Your MySAMA Account

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• Enter you user name and

password

• Need Help Logging In?
• Call regional office or use

link to display contact information

Maintenance List – combination of all your request for

changes to a property plus any changes identified from past years that require additional work

Request – may contain a single property or multiple

properties and may be sent each month or as one list

List Status - Allows you to track the progress of your

maintenance from a New list to Roll Confirmed

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MySAMA – Terms

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MySAMA - Opening a Maintenance List

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MySAMA - Opening a Maintenance List

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MySAMA – Creating a Maintenance Request

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MySAMA – Creating a Maintenance Request

MySAMA - Adding Properties

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Note: For subdivisions the original parcel must be identified with details about the subdivision added in Inspection Notes

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MySAMA - Adding Properties

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MySAMA –Add Property Form

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MySAMA –Add Property Form

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MySAMA –Add Property Form

• There are multiple ways to

search for a property - street name, civic address, assessment ID

• Only 4 characters are needed

to start the search

• Eg.: To search a property
• n Second Street begin

typing 2 st

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MySAMA - Searching for a property

• For rural legal land descriptions start

with qtr or sec (space)

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MySAMA - Search Tips

• Unsure if civic address is in

SAMA's system, check a property report

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MySAMA - Property Information

• Not for subdivision of existing parcel
• If you have a parcel that is coming

from the crown and has never been assessed before – select new crown land

• Once it is selected you will have to

supply a legal land location and the search becomes disabled

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MySAMA - Special Cases – new crown land

• We are made aware of new well leases by the Ministry of

Energy and Resources

• If you want us to check out a new battery, satellite or

headers that are not assessed, use the new industrial lease

• Like the new crown land, selecting this disables the search.

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MySAMA - Special Cases –new industrial lease

• If we have an owner name on file it will be displayed
• If it is incorrect you can modify it.
• If the Owner Name is missing it must be added
• Owner phone number and e-mail may be added
• helps us contact the owners

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MySAMA - Owner Information

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MySAMA - Additional Information

• Permit information may also be added

• Provide a name that describes what the file is

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MySAMA - Attaching Files(after initial save)

• Choose the file then press upload

• If you have additional information after

you have submitted a request you can still go in and put comments on a property.

• If we have questions we can also put a

comment on a property.

• When we put a comment on the property

you will receive an email with a link to the comment so you can respond.

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MySAMA - Comments

Within the request screen select the import icon. Follow the onscreen directions to select the file to

import

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MySAMA – Adding Properties by import

MySAMA - Maintenance Template

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This is a new template created for MySAMA and will be sent with the e-mail requesting maintenance It will be stored on SAMA Website and Munisoft has developed an export to work with this template

Properties will be added as

part of the request

You can then select the

property and add attachments or review information

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MySAMA – After the import

• Properties appear on the Add

tab prior to being submitted to SAMA

• You can edit everything on the

property except the assessment id.

• A property added by

mistake can be deleted

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MySAMA - Viewing Request Details

• Once you are comfortable with

sending in your request, press Submit

• Note: you will not be able

to submit your request if there are outstanding callbacks

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MySAMA - Submitting your Request

• A review of a property identified by SAMA – under construction

from a previous year, a sale where changes may have occurred or

• wner has reported a change directly to us
• Each call back will have a reason for inspection. If it is unclear

you can contact the regional office

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MySAMA - What is a Call Back?

Outstanding Call Backs must be answered before your

maintenance request can be submitted

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MySAMA - Call Backs

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MySAMA - List of Call Backs

• Some we just inform you of the

review – select “I am aware of it!”

• If we look at it now – Authorize
• Some time in the future –

Unauthorize and select Return Year from drop down and add comments

• Or never – select Do not Inspect

and add comments

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MySAMA - Authorizing Call Backs

• When your request is submitted

you will receive a confirmation e-mail with an attachment listing details of your request

• Properties move to the

Submitted tab and can be viewed but no longer changed –

• nly comments can be added

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MySAMA - Viewing Maintenance List Details

• Once request has been reviewed

and accepted by SAMA, properties will appear under the In Progress/Completed tab

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MySAMA - Viewing Maintenance List Details

Maintenance List Status

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New Submitted Ready for Review In Progress Finalization Complete Roll Open Roll Closed Roll Confirmed

MySAMA – What is a Report Package?

This is a group of files that you would have previously

received from SAMA through e-mail, CD or USB

Your maintenance package will be stored in MySAMA Remember to download your files as they will be

removed each year before we begin work

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MySAMA – My Documents

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E-mail notification will be received when

your Report Package is ready for downloading

MySAMA - Dashboard

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• We have started to send user id to attendees of the

initial training session.

• If you want a user id, you can contact your regional
• ffice and they will gather the information needed.
• Once you have your id you can start entering 2020

information right away

• Remember when to first select your delivery date and

not pick the default date of July 1, 2019

• Run into a problem please contact your regional office

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MySAMA - Timelines & Support

Thank you!