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MS SQL Server
In a major infrastructure revision, Eclipse-fm® is moving completely to MS SQL Server as the database. We tell you why.
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 Welcome to our Eclipse-fm® e-Newsletter.
Just before everyone goes on holiday, a look at some of the things we have in store for you in the second half of 2008.
Most importantly, because of both the change involved, and the long term implications for what we can do with Eclipse-fm® development, we are looking at the implications of our change of database to MS SQL Server as from the next release. "Proper" server databases are now standard across the board for any serious data managing applications, rendering the older generation shared file databases like Access, and our own DataFlex obsolete. The good news is that Visual DataFlex lets us make the switch very painlessly, and server databases are today not the hard to handle beasts of yore! In fact, they are better, easier, and potentially quicker, as we explain.
As well, we have news of a major new Document management facility, itself partly facilitated by the assumption of MS SQL Server, and catch up on why you have been invoiced by Asckey Data Services instead of the HFC!
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Eclipse-fm® and MS SQL Server
For several years now, the best foundation for computer applications that involve managing significant amounts of data and more than a handful of users has been the full server database. By this is implied an application functioning as a database manager, providing optimised and failure proof data storage, operating as a "database server", rather than application instances directly managing a shared file database from PCs connected over a LAN.
Typically, these are the server databases such as MS SQL Server, Oracle, Pervasive.SQL and others. A number of NHS Trusts, starting in the WIMS era have in fact been using server databases, commonly Pervasive.SQL (aka Btrieve in earlier days), and more latterly Microsoft SQL with both WIMS and, today, Eclipse-fm®
During this time, the management of server databases has become steadily easier, evolving from something that needed a full time data base administrator (DBA), to today’s very nearly "install and forget" ease of management.
Eclipse-fm® will now be entirely MS SQL Server based
Asckey Data Services Ltd now intends to complete this process of migration. The next release of Eclipse-fm® due in Autumn 2008 is developed entirely on the basis of MS SQL Server as the database.
This article is an initial "heads up" alerting users to what’s coming, what changes may found or needed as a result, and what you may need to do in preparation.
Why MS SQL Server?
Our experience is that MS SQL Server has become a very robust and easily managed server database. It has a free option in MS SQL Express, which apart from the database size limitation of 4Gig, has no other performance limitations. For the very largest NHS Trusts who may need to transcend that limit, migration to full MS SQL Server is seamless, and for most the "Blue Book" agreement between Government and Microsoft means no cost for the upgrade. If you are already running MS SQL Server in your Trust, then we will be able to add Eclipse-fm® into it (provided it is MS SQL Server 2005 or later).
Benefits
From the user point of view, benefits are mainly in matters of robustness, with the possibility of "corrupted" files and indexes being completely eliminated, and in varying measure, a better performance, though this will vary according to what you are doing. "Bulk access" processes, as in reporting or possibly in populating lists, show the most improvement. Some of that will also come later, as we continue to incorporate "SQL friendly" code constructions in future development.
From the development point of view, there are many things that can be done better, and a few that can be done "at all", when the facilities available in the database’s SQL language can be added to the native Visual DataFlex Application language, giving us the best of both styles to work with. So long as some users remain on the native Visual DataFlex database, we are not able to take these benefits, but with everyone migrated to a database that understands SQL as well, this constraint disappears.
Reporting
Reporting almost always involves accessing "Sets" of data, so this is one area that is most likely to show speed improvements, potentially down to taking seconds rather than minutes in some cases
Users who wish to develop their own reports will now have no constraints as to what reporting tools they will need, nor have to wait for connectivity kit catch up when Crystal bring out a new revision or service pack. SQL - Structured Query Language - was, after all, developed to make querying a database much easier and all current data reporting technology uses it. Record at a time databases need intermediate software to translate the "get me this bunch of records as defined by <whatever>" into getting the individual records that qualify, one by one. No more connectivity kits for Crystal Reports!
The implementation process
Starting from the release of Eclipse-fm® v4 in Autumn 2008, we will be talking to all users to establish how and when the update will take place.
We do not anticipate any significant problems, and our prime concerns will be
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Will your Trust be using MS SQL Server Express installed by us with the new Eclipse-fm® v4
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Will you need (because of database size), or will you simply prefer, to use the full MS SQL Server edition, perhaps already in use in your Trust? If so we will need to plan with you how to either install this or liaise with your IT Department who already run MS SQL Server.
Importantly, we are specifying MS SQL Server 2005 or later. If only earlier versions are available, then we will be installing MS SQL Express.
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If you will be using MS SQL Server within your own department resources, we will need the details of the available server hardware. MS SQL Express does need to run in a "server" PC, and not just a spare, superannuated and obsolete desktop PC!
Installation
If you are on support, and we have access to your current Eclipse-fm® system for support purposes, then we will be doing all the work for you, including installation of MS SQL Server, and database conversion.
If you are not on support, and particularly if we do not have on line access via your Connecting for Health Internet connection, then we will have to plan for, and cost, a site visit.
Should this be the case, and as you will not be able to update beyond the current version of Eclipse-fm® unless you do update, (really not a good idea given what is planned for the next version and beyond, more details in our re-HCF Conference newsletter), talk to us now so that we can anticipate this and arrive at the most economical and trouble free upgrade plan for you.
Looking after your MS SQL Database
Once updated, you will not find management greatly different. If you are on support, we will continue to provide regular database maintenance. If not, you still need to recognise a need for a regular maintenance check, but the differences will be that you will almost never find anything wrong, and you will not need to allow off-line time for a database re-index!
Summary
Moving Eclipse-fm® to MS SQL Server is an all round benefit, setting the scene for future development.
- We will look after the installation
- More robust database, easier to look after
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 The New Relationship between the HFC, Asckey and Eclipse -fm®
Following discussions between the HFC and Asckey towards the end of 2007, it was agreed that the HFC, as a membership organisation was not ideally suited to the full time sales and marketing role needed to develop and support future sales of Eclipse-fm®.
Accordingly, Asckey Data Services, ably supported by the HFC, have now taken on all front line responsibility for sales, marketing, development and support of the product as from 01/04/07. The first sign of this new arrangement was the fact that all renewal invoices for 2008/09 were sent out by Asckey rather than the HFC.
Going forward, Asckey, will use their extensive experience in software development to coordinate the future direction of the product. Where there is an existing product already in use by NHS Estates and Facilities staff, such as C4C or e-Financials, or where there is a truly exceptional, complimentary product available to us, such as Trix Organizer, we will seek to integrate their functionality into Eclipse-fm®. Alternatively, we will continue to develop additional modules using our own highly developed code-writing skills.
In short, we will adopt the most appropriate approach to ensure that we can continue to provide you with the most innovative and cost effective FM system on the market.
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 Trix Organizer Hard on the heels of Mobile Device capabilities, we have another major new capability that is raising lots of interest.
Trix Organizer is a system for managing and controlling documents and dawings, whether Autocad, Word, PDA, etc. If that sounds like something tailor made for the needs of just about anyone in an NHS Trust, let alone the Facilities Department, then you are right, and Trix Organiser has been in use in the Swedish Health service for managing very large document collections.
The system uses a robust, reliable, client-server architecture. The underlying database is Microsoft SQL Server, making seamless database integration very easy with Eclipse-fm® now moving to that same database.
The files themselves are stored inside the database so nothing is left vulnerable on regular file systems. Even backups don’t interfere with use.
Trix Organizer is proven scalable with document quantities stored ranging from a few thousand to hundreds of thousands.
We have teamed up with the developer to integrate Trix with Eclipse-fm®, allowing direct access to Trix managed documents from Eclipse-fm® records - Assets, etc- and later from within Trix managed documents to relevant Eclipse-fm® data. We have a Pilot system running at Milton Keynes NHS trust, and initial reports are that the system looks very good.
Trix Organizer was shown to the the Eclipse-fm® feedback group and from the reactions would seem to be a good answer to a requirement that is moving up the list of Trust needs. Trix is very suitable for general electronic archiving services, with the added bonus of integration to Eclipse-fm®.
If you have the problem of turning dusty old paper archives into on-line accessible documents, we can, in conjunction with the exprienced Trix staff, provide a complete service from initial scanning, through cataloguing, indexing and right on to tagging to your Eclipse-fm® data.
We shall be showing Trix Orgnizer integration at the HFC show in September - along with a lot more new Eclipse-fm® features in the up-coming Version 4.
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The Eclipse-fm® Web Module can help reduce time spent by helpdesk staff in recording tasks, and reduce frustration by Trust staff when creating or checking the status of Helpdesk tasks.
A simple web portal, available through the Trust Intranet, allows staff with access to no more than a web browser to report fault details without the sometimes time consuming need to depend on the immediate availability of helpdesk staff, leaving voice mail messages to be transcribed later, or, probably worse, overloading the emergency out of hours helpdesk operator with non-urgent tasks just to get them reported at the time they arise.
Once created the originator of the task automatically receives a task reference number which they can use to track the progress of task(s) using the same web browser based system.
As soon as created, the task becomes part of the main Eclipse-fm® system, and is available for Estates staff to control the actioning of the task as usual.
General trust staff originating tasks only have three or four fields to fill in - Description, Priority and Budget Code. If there is an Asset Number, that is also needed - but the system even knows what assets you have where you usually work, so that’s easy. There is room for a longer description, but this is optional, though very nice for the FM staff to have. None of these need specialist knowledge to enter.
The Web module is available 24/7 and can be a big contributor to help desk efficiency, and to the perception of the FM Service by its "customers". Phone calls, post it notes, emails can all get lost or overlooked in the rush of daily routine - by Trust staff reporting problems and by FM staff! Web Eclipse, which requires minimal training to use, enables you to reduce the time pressure on the Help Desk staff, eliminate missing or "lost" messages, and it automatically communicates with your customers so that they can be confident that action is being taken. Web Eclipse does not replace your helpdesk staff, but it will help them work much better, with less unnecessary interruption, and with more time to give to those who really need the benefits of personal contact for more complex or truly urgent problems.
Trades staff can also use web Eclipse-fm® . The web module also includes task feedback entry, with the potential to eliminate transcription (and its costs!) from handwritten notes to Task feedback.
Best of all - none of these users increase you Eclipse-fm® licence count! Web-Eclipse works alongside your Eclipse-fm® licence, and comes with just two options, a low cost licence for smaller trusts - up to 20 reporting staff or locations (e.g. Wards), scalable to an unlimited license (still not expensive!) on demand.
Web Eclipse - a big step in the direction of making your helpdesk work easier to handle, less stressful, and much better for all concerned, including your customers!
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Eclipse-fm® Feedback Group Meeting - Highlights
The regular Eclipse- fm® Meeting took place on July 10th.
Eclipse-fm® v4
One of the most important elements of this meeting was the first look at the work in progress on the next version, V4, of Eclipse-fm®. Task Management, Asset Management and Purchase orders are all seeing changes, with useful feedback from the group, but Purchase orders is probably going to see the biggest changes.
The current Purchase Orders system is very much a direct derivation of the system that was present in the earlier WIMS product, and needs to be brought up to date with current needs and working practices. This early preview of the revised module confirmed that some common needs had already been incorporated in the design specifications and generated a number of constructive comments which, coming at this stage may well influence the final development.
Similar useful and encouraging detailed feedback emerged from looking through the other modules that are receiving attention, and from the various agenda items submitted prior to the meeting.
Those attending appear to have found the time and travel needed very worth while, with a feeling that their input is really guiding Eclipse-fm® development. Alan Stemson (Milton Keynes) says "Asckey seem to be really listening to us these days", which is very rewarding, as that is definitely what we are trying to do! Another comment is that the discussion process itself is very good, with a considerable element of "helping each other" in understanding how the system works now, and why things work they way they do.
Document Management - Trix Organizer
In addition to the regular round of detailed problem solving and dealing with details of operation, the new Trix Organizer Document management system integration to Eclipse-fm® was previewed. Mentioned above, the interest shown in the Feedback group was very encouraging - "the system looks great" was one comment, and indicates that there is indeed a need for a "heavy duty" system for document management that is both integrated with Eclipse-fm® and usable in a wider context within the overall Trust needs for archiving paper records.
For those using the current Document management system, this will not be withdrawn, and could continue in use even if Trix Organizer came into use.
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 What happens in the Regular Routine Maintenance Checks?
Over the last few months we have been asked by a number of Trusts why it takes so long to carry out a Routine Maintenance Check and what do we actually do. As Trusts are using more and more modules within the Eclipse-fm ® system, it becomes more critical that your system is checked to ensure that there are no problems within the database. Unfortunately, some of the corrections that may need to be made require us to have exclusive access to your database and this is why we ask for a period of time whereby the system is ’off-line’.
We normally arrange for your system to be offline for two hours to allow us to carry out the following process which normally highlights any potential problems with your database. Depending on various factors, we sometimes have to increase this time period to allow us to carry out this maintenance effectively.
The standard stages we go through are as follows:
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Make a backup of the database - this is done prior to any major change to your database.
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Locate any rogue files in either the data area or the programs area of the installation - such as any temporary files that are no longer needed. These are then removed having first checked with you if the files appear to be documents you have created deliberately.
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If you are running a non SQL database, we then re-index your database and check the file sizes of the tables and extend them as necessary. This can represent a significant amount of time on a big database, and the need for doing this will disappear as everyone moves up to MS SQL usage with the next Eclipse-fm® revision.
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For Eclipse-fm® databases we will then check the tickets in the system to see if there are any obvious issues with tickets being at the wrong status or with invalid dates for example.
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We then check for any orphan records in the database - sometimes users have removed codes which have resulted in related records no longer having a parent which can cause problems later on in the life cycle of the system.
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We then check to ensure that there is going to be sufficient disk space on the server to allow you to continue running the system.
During the maintenance session, once the above standard procedure is complete, if we have arranged with you prior to the event, we will then upgrade your system to the latest version of the software if necessary.
The benefit of doing this is to ensure that your database continues to run at its optimum performance and as we have found in the past, it identify potential problems before they have time to affect your way of working.
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That’s all for now
Lots of new Eclipse-fm® features in the pipeline, come to the HFC Conference 18 - 19 September 2008, Oxford, to see for yourself!
 e-News from Eclipse- fm® is provided by Asckey Data Services Ltd  |
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