SAM V1

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Database Icon  Student Accommodation Manager Version 1 (SAM V1)

The Student Accommodations Manager Version 1 (SAM V1) is a secure, web-based database application designed to help postsecondary Disability Service Providers manage student data, disabilities, accommodations, case notes, and much more. SAM V1 is developed and hosted using Intuit's QuickBase and follows a software-as-a-service model where there is no software to install or server to manage or own. Essential functions such as system availability and backups are provided for you. Predefined reports as well as a powerful report writer allow you to quickly and easily find, filter, and transform data. SAM V1 can also serve as a forms repository and auto-generate accommodation notification letters. For institutions lacking strong IT support, SAM V1 offers a viable multi-user, web-based solution.


Help Icon Learn More:

 

Features

SAM V1 was developed using Intuit's QuickBase and utilizes standard QuickBase features and security, including:

  • Totally web-based
  • 24-hour, 365-day availability
  • No special software or installations required
  • Accessible / VPAT Voluntary Product Accessibility Template
  • Custom, printable reporting
  • Email integration
  • Searchable on-line help
  • Advanced access control via logins, users and roles
  • Data encryption
  • Daily backups
  • Redundant data storage

Terminology

SAM V1 is a relational database application. An understanding of the following terms and concepts is essential to understanding the SAM V1 design:

Tables

SAM V1 organizes data into different tables that allow you to instantly access, sort, and find information for an individual student or related data sets.

At the core is the Student table, however, SAM V1 allows users to manage data for and report on:

Access

Access to SAM V1 requires a login and password. Each user is provided with their own login and password. A user’s login is their email address. Passwords are case sensitive.

Login to SAM V1

Security

Users of SAM V1 benefit from the following security measures provided for all QuickBase applications:

  • An industry-standard, 128-bit Secure Socket Layers (SSL) protocol is employed to ensure information is neither intercepted nor corrupted during transmission over the Internet.
  • Encryption technology is used to help protect data stored on disk.
  • A state-of-the-art data center provides intrusion detection software and hardware, advanced firewall software, daily back-ups to prevent data loss, video surveillance, and uninterruptible power supplies.

Permissions

SAM V1 users can access the same data simultaneously. However, using roles and permissions, you can determine what data users can see and what actions users can perform.

Reporting

With SAM V1, you can quickly and easily find and view your data the way you want. Reporting is simple, with:

  • A host of pre-defined reports to help you get started quickly.
  • An easy to use report writer that allows you to create tabular reports, summary reports, and even graphs and charts.
  • A powerful Find feature that allows you to filter data by multiple fields.

Implementation

The SAM V1 customer application is created by copying the master SAM QuickBase application. SAM con NEON is used as the source master when the customer will also be an AMAC Member and have students in NEON. SAM sin NEON is used as the source master when the customer will not have related students in NEON.

Prior to creating the SAM V1 application for the customer, the customer should complete the SAMV1 Implementation Guide with instructions. This Microsoft Word document helps the customer identify:

  • How many users will have access
  • The name and email address of all users (this information will be used to create the QuickBase logins for users)
  • If any new roles and permissions are required in addition to the service provider and administrator roles
  • What role to assign to each user
  • The multiple-choice field values
  • The list of available accommodations

Completed documents and questions can be emailed to Joe Davis davisj@uga.edu.

When the SAM V1 customer application is created, AMAC will use the information provided in the implementation guide to provision users, create any new roles and permissions, and customize the values for multiple-choice fields.

Importing and Synching Data

Licensing Agreement

Pricing

Required Costs

Initial Application Fee and Training

One Payment of $950, AMAC Members $750 (Reduced)

  • Access to the SAM V1 application.
  • Access to the SAM V1 online application documentation.
  • One phone training and one follow-up phone training within 14 days of the purchase. Training may be conducted via web conferencing based on the user(s) needs.

Hosting/User Fees

$180/month ($2,160/annually)

  • Maximum database size of 5MB
  • Maximum file attachment storage of 100MB
  • Maximum 10 users
  • Users can optionally pay QuickBase for an account and not pay hosting/user fees. QuickBase lowest plan of 5MB database, 100MB file attachment, and 10 users priced at $249/month. See www.quickbase.com for an overview and additional features of having a QuickBase account.
  • Covers application hosting, server maintenance, application backup and security, and user maintenance.

Support Fee

$250/year

  • Required the first year of purchase.
  • Estimated six hours of support per month.
  • Covers application questions and assistance with report creation.

Optional Costs

Support Fee

$250/year

  • Optional after the first year of purchase.
  • Estimated six hours of support per month.
  • Covers application questions and assistance with report creation.

Customization Fee

$125/hour

  • Covers application customization, import of legacy data, and integration with external systems (i.e. Banner, PeopleSoft).

On-Site Customer Training

$1,200/day plus travel costs

Additional Fees

  • $50/month per 5MB database storage (if database size exceeds 5MB)
  • $100/month per 100MB file attachment storage (if file attachment storage exceeds 100MB)
  • $3/month per user (if exceed 10 users)

Training

Frequently Asked Questions

Since SAM V1 is developed using Intuit's QuickBase, the application layout, navigation, and functions are controlled by QuickBase. To learn more about a particular topic, choose from the list below:

Database Icon  Student Accommodation Manager Version 2 (SAM V2)

The Student Accommodations Manager Version 2 (SAM V2) is a secure, web-based database application designed to help postsecondary Disability Service Providers manage student data, disabilities, accommodations, case notes, and much more. SAM V1 was developed using the leading open source solutions of PHP and MySQL. SAM V2 follows a traditional purchased software model where the SAM V2 software and database, along with PHP and MySQL, are installed on a server owned and managed by the institution. Essential functions such as installation, system availability and backups are the responsibility of the institution. Predefined reports as well as a report writer allow you to quickly find, filter, and transform data; however, knowledge of SQL is required. For institutions with solid IT support, SAM V2 offers an affordable multi-user, web-based solution.


Help Icon Learn More:

Features

  • Totally web-based
  • Accessible
  • Custom, printable reporting
  • Access control via logins and permissions
  • Hardware maintenance and availability are the responsibility of the institution
  • Software installation and configuration are the responsibility of the institution
  • Database backup and availability are the responsibility of the institution

Alert Icon For institutions considering SAM V2, it is important to remember:

  • The institution must have a web server with PHP and MySQL installed.
  • The Disability Service Provider needs to identify a campus Information Technology (IT) Professional who will perform the installation of SAM V2 and manage permissions and implementation.
  • The IT Professional should review the installation specifics as well as the architecture and features prior to purchasing SAM V2.

Terminology

SAM V2 is a relational database application. An understanding of the following terms and concepts is essential to understanding the SAM V1 design:

Tables

SAM V2 organizes data into different tables that allow you to instantly access, sort, and find information for an individual student or related data sets.

At the core is the Student table, however, SAM V2 allows users to manage data for and report on:

In addition, SAM V2 allows for easy application setup and customization by adding or editing records in the following tables:

Access

Access to SAM V2 requires a login and password. Each user is provided with their own login and password. It is up to the institution to manage user accounts.

Security

  • Internet transmission can be either unencrypted or employ 128-bit Secure Socket Layer (SSL) encryption. As the web server is owned and managed by the institution, it depends on the institution to determine the configuration.
  • The physical security of the web and database server(s) is the responsibility of the institution.

Permissions

SAM V2 users can access the same data simultaneously. However, using permissions, you can determine what data users can see and what functions users can perform.

Functions include adding, editing, viewing or deleting data. For example, a user can be setup so that they can view records in a table but not add records to the table.

Table level permissions can be configured for users. For example, a user can be setup to access student records but not disability records. SAM V2 does not support field level permissions. If a user can view student records, the user can view all fields on the student record.

Reporting

With SAM V2, you can quickly and easily find and view your data the way you want. Reporting is simple, with:

  • A host of pre-defined reports to help you get started quickly.
  • A built-in report writer that allows you to create, print, or export tabular and summary reports.
  • A powerful Find feature that allows you to filter data by multiple fields.

A good knowledge of SQL is required to create custom reports using the SAM V2 report interface.

Implementation

The institution is responsible for installing and configuring the SAM V2 software. Most setup customizations are easily performed by adding or modifying records in the database located under the administration menu.

To help with implementation, it is important to consider:

  • The users who will have access
  • The user permissions
  • The multiple-choice field values
  • The list of available accommodations

Importing and Synching Data

Licensing Agreement

Pricing

Required Costs

Initial Application Fee and Training

One Payment of $950, AMAC Members $750 (Reduced)

  • Source code for the SAM V2 application and database.
  • Access to the SAM V2 online application documentation.
  • One phone training and one follow-up phone training within 14 days of the purchase. Training may be conducted via web conferencing based on the user(s) needs.

Hosting/User Fees

None

  • PHP and SAM V2 PHP source code are installed on web server owned and managed by institution.
  • MySQL and SAM V2 MySQL database are installed by the institution on server owned and managed by institution.
  • PHP and MySQL are open source.

Support Fee

$500/year

  • Required the first year of purchase.
  • Estimated ten hours of support per month.
  • Covers application questions and assistance with report creation.

Optional Costs

Support Fee

$500/year

  • Optional after the first year of purchase.
  • Estimated ten hours of support per month.
  • Covers application questions and assistance with report creation.

Customization Fee

$125/hour

  • Covers application customization, import of legacy data, and integration with external systems (i.e. Banner).

On-Site Customer Training

$1,200/day plus travel costs