Accentis Enterprise Migration from V6 to V7

Accentis Enterprise architecture

Accentis Enterprise is a Windows application that communicates to an SQL relational database “back end”. The software has always been designed with the ability to use different SQL databases, leaving the majority of the program independent of the actual back-end database that is used.

Accentis Enterprise V6 is shipped with a Microsoft JET 4.0 SQL database interface. This database is compact, robust, fast, and suitable for most small to medium-sized businesses.

Accentis Enterprise V7 is shipped with a Microsoft SQL Server database interface. This database allows expansion for a greater number of users and a bigger database size without purging data. It is also more secure and scalable and is the database platform of choice for many Tier 1 systems.

Benefits of using a Microsoft SQL Server database engine

The benefits of using a large-enterprise database management engine such as SQL Server are as follows:

This is Microsoft’s flagship database engine, competing with database engines such as Oracle.
There are thousands of SQL Server database consultants and experts available who can structure, tune, and optimise the database’s performance independently from the Accentis Enterprise software.
SQL server has a user base in the many millions. This translates to fixes, patches, and a high level of attention from the Microsoft development teams.
SQL Server provides many built-in features that do not exist in a JET SQL database such as multi-site replication, more flexible backup regimes, load balancing and distribution, and other Tier 1 features.
The increase in capacity and scalability of SQL server allows Accentis Enterprise to create more customisations, tables, data sets, and features to suit your needs and take full advantage of the Accentis Enterprise software capabilities.
The risk of any future ERP system change is reduced.
The Accentis database interface code is written using Microsoft Visual Studio and natively understands connections to Microsoft SQL Server databases.

Upgrade from V6 to V7 and why data migration is needed

For customers who have installed and been using Version 6 (JET) Accentis Enterprise and would like to use an SQL Server database (Accentis Enterprise V7), both software and databases require upgrading.

The software upgrade from V6 to V7 is carried out by Accentis Support staff and is a simple process. The user interface looks and feels identical to V6: this is because all of the GUI (Graphical User Interface) code is identical to V6. There is no user interface change: all that has changed is the database interface layer. This ensures that there is no re-training or process changes required.

The database upgrade from JET SQL to SQL Server is also performed by Accentis Support staff, however, the SQL dialect used for JET databases is not identical to that used by SQL Server. Therefore, customisations that have been made to the database that involve SQL code will need to be checked, possibly modified, and tested against the SQL server database environment.

Which Accentis customisations involve SQL?

The customisations that can be made to your system that involve SQL code are:

Searches (Report menu, form report menu, hyperlinks)
Crystal Reports (formatted reports e.g., Purchase order, Sales Invoice)
Commands (executing SQL to modify data)
Modifications to form layout and new fields (e.g., the custom tab of forms)
Changes to SQL code that supports the above
- “After updates” that are executed when users click the Update button on a form,
- Hyperlinks on search that perform special functions,
- Scheduled commands that run nightly to perform certain tasks.
Any special customisations that import or export data

Any changes that have been made to customise your system as above will have involved the writing or changes to SQL code that requires checking and testing.

The Accentis Upgrade Plan and migration costs

For users subscribing to the Accentis Software Upgrade plan, the migration of the software, installation of the new version, upgrade of the databases, and setup of V7 is free of charge. The conversion of all of the 900+ standard Accentis searches, reports, and commands has all been done as part of the Software Upgrade Plan.

The cost of conversion of customised SQL code is not covered by the software upgrade plan and will be chargeable at the Accentis support rate. Upgrading to V7 is not mandatory and therefore no costs will be incurred if you choose to stay on the V6 JET version of Accentis Enterprise.

Scope of this document

Unless otherwise noted, this document outlines the migration process for one Accentis Server and its associated databases. The same process can be replicated across other sites, but concurrent conversion is not necessary or recommended. Where possible, conversion on a site-by-site basis is preferable so the benefit of shared reports and customisations can be transferred to other entities.

Overview

The migration from V6 to V7 will be planned and executed just like a new implementation so that:

Risk and downtime are both minimised,
Functional compatibility is ensured, and
User experience is maintained.

Risk mitigation and management

The migration plan will ensure that there is minimal downtime during the migration and conversion process throughout the conversion from V6 to V7.

Downtime during migration

There will be no significant downtime or loss of usage of the system while migration and conversion are taking place. We have ensured that both V6 and V7 can be installed side-by-side. This allows testing, trialling, training, or any other activity to be performed on the V7 platform (on test data only) at the same time as normal V6 operations.

The risk of downtime will only occur at the point of transition to V7 and could occur due to:

Unforeseen issues with the SQL Server platform or associated supporting programs.
Unanticipated loss of functionality on the V7 database and subsequent time needed to correct, due to:
- Incorrectly converted and inadequately tested SQL code
- Unforeseen V7 program database interface issues

Both of these risks can be well-managed by comprehensive testing prior to the change-over to V7.

Data loss

The migration plan has been designed so that there will be no data loss or re-keying needed at any point. There will be no more risk of data loss on the SQL Server platform than there would be with the V6 JET database, and this would only be due to catastrophic database file corruption with no backups in place.

Once migration to V7 has been completed, there will be no database downgrade path back to V6. Therefore, all live, production data that is entered into a V7 database will remain there and be managed in the V7 platform from that point onwards.

A worst-case scenario of reverting back to V6 is possible if there has been insufficient testing and trialling of your converted customisations and it is found to be too significantly lacking in operational functionality or data integrity to continue with that platform. In this case, there will be data re-entry required.

Loss of functionality in the new version

There will be no loss of functionality in V7 compared to V6 because the user interface code is identical.

Prolonged conversion time

A risk exists with the time required to convert from V6 to V7 and go-live. The risk does not involve data loss or risk to business operations, but an additional load on resourcing and user experience.

Training and familiarity with the new version

The user interface of V7 is identical to V6. This is a significant design decision and ensures that V7 will look and feel identical to V6. Therefore, no additional training will be required.

Risk mitigation actions

All of the risks identified above can be mitigated with comprehensive testing and trialling. All of this can happen while normal operations are taking place and will be unaffected by the migration process.

Accentis support and development staff will all be available and ready for action at the point of change-over.

Resourcing

Adequate resourcing is essential. The migration plan will indicate the areas where resourcing is required by Accentis or by the customer, and how much will be estimated.

You should have a migration project manager on-site, as well as the Accentis migration project manager that is assigned to you.

High-level migration plan and timing

Migration from an existing Accentis Enterprise v6 (Jet) installation to an Accentis Enterprise v7 (SQL) installation involves the following steps.

Prepare migration plan and assess scope (1-2 weeks)
Select custom searches and commands for conversion (1-2 weeks)
Identify/install SQL Server operating environment (1-2 weeks)
Install Accentis V7 software (1-2 weeks)
Migration of a copy of all databases to SQL Server (1-2 weeks)
Testing of V7 operation and environment (2-4 weeks)
SQL code conversion (3-9 months)
Crystal reports conversion and copy (included in step 7)
User Acceptance Testing (3-9 months)
Final migration of live database (overnight)
Testing and monitoring (3-6 months)
Signoff

Migration steps

Step 2: Select custom searches and commands for conversion

Using report SA4681, you will need to select which custom searches and commands you want converted, or not converted, for V7.

Some reports will already be marked to be converted or not converted, these are ones that have been reviewed by Accentis support and known to be needed or not needed.

Any reports marked to be not converted can be converted later if they are needed.
It is important that all custom searches and commands are marked to be converted or not converted and not left blank so that Accentis support knows which have been missed.
You can mark rows as Under assessment temporarily if you need to consider whether they are required.

Process

Run SA4681 – Search and Report listing (migrating status with V7 link) with the following filters:
1. Type of search: select Search and Command.
2. Standard / Custom: select Custom.
3. Usage over: 12 months.
Review each row and mark the Conv directive column as either Convert (C) or Don’t convert (C).
1. (C) denotes that it was marked by you, the customer. (A) indicates Accentis support.
2. CTRL or SHIFT can be used to select multiple rows at once. Updating the Conv directive for one row will also update the other selected rows.
3. You can use the Usage column to see how many times a specific search or command was run directly by users.
Contact support@accentis.com.au once completed so a quote for conversion can be generated.

Outcomes from this step

All customised searches and commands are marked as either CONVERT or DON’T CONVERT, so that Accentis support staff know which custom searches and commands to action.

Timing

Typically this is completed with 1 - 2 weeks, depending on the number of customisations in your databases and the time you have available to complete this.

Q & A

Isn’t SQL a standard? Why does any conversion have to be done?

SQL (Structured Query Language) has different “dialects” between different systems. It is largely the same, but there are some functions and features that one database supports that another might not. It is not unlike different versions of HTML.

Will all of the customisations need to be completely re-written?

No. Many of the customisations will run exactly as they are with no changes. Some may need structural adjustments, but none will require wholesale re-writing. The most significant amount of time will be spent on testing and ensuring that they operate the same way after any changes.

How long will it take?

This is very difficult to determine because of the unknowns around how long each customised report or search will take to convert. Importantly, you will be able to operate in a fully live capacity the entire time that conversion is happening.

Can customisation to my system continue while conversion is taking place?

Yes. The Accentis support team will maintain a register and revision identification of all changes to both the V6 and the V7 systems. It will be business as usual during the conversion process and none of your customisations will be lost.

What’s the purpose of testing?

To ensure everything is working as required in Accentis Version 7.
To identify if there are any reports, forms, or processes that have issues that need to be fixed.
So that you can confidently advise Accentis Support that everything is working as needed and you’re ready for the LIVE cutover to Version 7.

Who should be testing?

During the initial testing phase, it might be limited to a few users, but it is up to you how you’d like to manage the testing. Ultimately, all users will need to be involved to replicate your processes and scenarios.

You will also want to ensure a range of computers are used during testing, rather than having all users test on one or two PCs. This will ensure that most (if not all) environmental issues can be addressed prior to the LIVE cutover.

What happens if some staff are away during testing?

That’s fine – just have a system administrator log in from the absent employee’s PC and ensure that the user’s login and computer both work correctly with V7. You can assign that employee’s normal work processes to other employees for testing.

What should be tested?

Everything! Here’s a guide, but not a comprehensive list. You should ensure you perform all functions during testing; no processes or reports should be performed for the first time after Go Live.

User logins
All forms used
Action menus
Timesheet
Timeclock
Scanning
Accessing and saving files to records
All reports/searches used
The speed of reports opening
All commands
All Crystal reports (PDFs)
Managed documents
Emailing from Accentis
Email signatures
All documents printed
Payroll processes
All processes
Imports

All integrations where data comes into or goes out of Accentis
- May be regular manual imports, integrations via web portals, data pushed out to update another system, or other functions where data is brought into Accentis Enterprise.

Replicate everything that you do now. Try to break V7! We’d much prefer you tell us there is an issue now, during testing, rather than the morning after the LIVE cutover. The purpose of testing is to check that absolutely everything is working as you need.

What if we find any issues?

Email Accentis Support to let us know (specify that there is an issue testing V7, as opposed to an issue with your LIVE V6 database). We have dedicated staff ready to address any issues as soon as possible so you can continue.

We should be able to fix things easily and the change will be applied live to the database you’re on. Some things might require us to perform another cutover process to apply a change.

What about V6?

Keep using V6 as your LIVE system. All transactions still need to be recorded in V6, until we perform a LIVE cutover.

The V6 database and data will not be impacted by any testing done in the V7 databases.

Which database should I be testing on?

The database used prior to “Going Live” with V7 is for testing purposes. You can and should test in V7. The database will include the phrase (“Copy of V6”); it’s safe to test on.

This database acts like a “static” database, which means that whatever you record in V7 will remain during testing and will not be overwritten each night. Occasionally, we may need to refresh the database during testing via performing a trial cutover. When that is performed, the V7 database will be refreshed, wiping out all testing and updating with more recent V6 data.

Should I start recording new customers items or order etc in V7?

Nothing recorded in V7 during testing will be saved for ongoing use. Certainly, test anything and everything in V7, including adding new items and customers. However, any new real records should still be recorded in V6. All V6 data will be copied to V7 when we perform the LIVE cutover.

What do I have to be careful about when testing?

Know which database version you are in.
1. You don’t want to accidentally create dummy orders in V6 Live.
2. You don’t want to record real orders in V7 when they should be put in V6.
Be aware you can email out from V7.
1. Emailing should work in V7 while testing. We NEED you to test emailing.
2. However, it is very easy to accidentally email real customers or suppliers with dummy orders while testing in V7.
3. When testing emailing in V7:
  CHANGE THE “TO” EMAIL ADDRESS TO AN INTERNAL EMAIL ADDRESS.

Does the V7 database get updated with live data from V6 during testing?

No. There are no automatic updates. If you need us to refresh the V7 database with current data from V6 during testing, email Accentis Support and we can do this for you.

How old is the data in V7 in testing?

When we perform the initial trial cutover, the data copied from V6 into V7 is recent. However, it still might not be the latest. The currency of the data in V7 doesn’t need to be tested; it’s always going to be out of date as it is not automatically updated from V6. When the LIVE cutover is performed, the latest copy of V6 is used to ensure no data or transactions are lost.

If at some point through your UAT testing you want Accentis support to refresh the V7 data from the V6 data, let us know. This can be helpful to have recent real data, especially for timesheets and order dates.

When do we move to V7 for real?

When you’re ready. Test V7 first, and when you are happy things are working as needed, let us know you’re ready for the LIVE cutover. There is no rush from our perspective.

Will we lose any data when we do the LIVE cutover?

No. There will be a period where V6 is deactivated before V7 goes LIVE for Accentis Support to perform necessary work. This is generally scheduled after hours, and no data will be lost.

Do we need to log out of Accentis for the LIVE cutover?

Yes. We need everybody logged off for 2 to 3 hours to perform the LIVE cutover. We will liaise with your inhouse Accentis contact to determine the best time to perform the cutover – this may be a weekend if necessary.

Who has access to the V7 database?

All users in the V6 database at the date Accentis Support cutover the database will be in the V7 database. Any new users will need to be set up in V7 or wait for next cutover.

Users will have the same permissions, login name and password as they had in V6 on the date of the most recent cutover. Password or permission changes made later in V6 will NOT change the user in V7.

Accentis Enterprise Migration from V6 to V7

Contents

Overview and scope

Migration planning