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

Rural Municipal Administrator Association Presentation - April, 2019

MySAMA – Agenda  Thanks  History  Demo  Timelines and support 2

History  Part of the agency’s Technology Infrastructure rogram  Request for proposal May, 2018  Started development in September 2018  Three objectives 3

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. 4

MySAMA – changes interaction Report Package Purchasers SAMA • Sales Verification • Sends Maintenance forms are mailed • Send Callbacks lists and returned • Flag properties • Authorizes Callbacks • Enter sales, file forms Municipality 5

Municipal Process Create Add Review Submit Download Open List Request properties callbacks Request Package 6

MySAMA – what you need  Internet access  Username and password  Optional - maintenance import template  User guide 7

Selecting your municipality • Select your municipality. • If it says You are representing - not selected, click on change 8

Accessing Your MySAMA Account • Enter you user name and password • Need Help Logging In? • Call regional office or use link to display contact information 9

MySAMA – Terms  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 10

MySAMA - Opening a Maintenance List 11

MySAMA - Opening a Maintenance List 12

MySAMA – Creating a Maintenance Request 13

MySAMA – Creating a Maintenance Request 14

MySAMA - Adding Properties 15

MySAMA - Adding Properties Note: For subdivisions the original parcel must be identified with details about the subdivision added in Inspection Notes 16

MySAMA – Add Property Form 17

MySAMA – Add Property Form 18

MySAMA – Add Property Form 19

MySAMA - Searching for a property • 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 on Second Street begin typing 2 st 20

MySAMA - Search Tips • For rural legal land descriptions start with qtr or sec (space) • Unsure if civic address is in SAMA's system, check a property report 21

MySAMA - Property Information 22

MySAMA - Special Cases – new crown land • 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 23

MySAMA - Special Cases – new industrial lease • 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. 24

MySAMA - Owner Information • 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 25

MySAMA - Additional Information • Permit information may also be added 26

MySAMA - Attaching Files (after initial save) • Provide a name that describes what the file is • Choose the file then press upload 27

MySAMA - Comments • 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. 28

MySAMA – Adding Properties by import  Within the request screen select the import icon.  Follow the onscreen directions to select the file to import 29

MySAMA - Maintenance Template 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 30

MySAMA – After the import  Properties will be added as part of the request  You can then select the property and add attachments or review information 31

MySAMA - Viewing Request Details • 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 32

MySAMA - Submitting your Request • 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 33

MySAMA - What is a Call Back? • A review of a property identified by SAMA – under construction from a previous year, a sale where changes may have occurred or owner 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 34

MySAMA - Call Backs  Outstanding Call Backs must be answered before your maintenance request can be submitted 35

MySAMA - List of Call Backs 36

MySAMA - Authorizing 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 37

MySAMA - Viewing Maintenance List Details • 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 – only comments can be added 38

MySAMA - Viewing Maintenance List Details • Once request has been reviewed and accepted by SAMA, properties will appear under the In Progress/Completed tab 39

New Maintenance Roll Submitted Confirmed List Status Ready for Roll Closed Review Roll Open In Progress 40 Complete Finalization

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 41

MySAMA – My Documents  E-mail notification will be received when your Report Package is ready for downloading 42

MySAMA - Dashboard 43

MySAMA - Timelines & Support • 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 office 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 45

Thank you!