Maintenance - Revision history

Kempscas: /* Applications Administrator */

2017-08-24T19:28:07Z

Applications Administrator

Kempscas: /* Database Administrator */

2017-08-24T19:27:25Z

Database Administrator

Kempscas: Created page with "There are two types of maintenance necessary with Prime. Which type you do depends on your role in managing Prime. The Database Administrator’s tasks are more technical. Her..."

2017-08-24T19:26:52Z

Created page with "There are two types of maintenance necessary with Prime. Which type you do depends on your role in managing Prime. The Database Administrator’s tasks are more technical. Her..."

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There are two types of maintenance necessary with Prime. Which type you do depends on your role in managing Prime. The Database Administrator’s tasks are more technical. Here are some suggestions that are not exclusive. You should develop your own list. If you have a version hosted on Venture, you don’t have to worry about the Database Administrator tasks.
==Database Administrator==
1) Be proactive rather than reactive
It is best that you affirmatively review how things are working and insure that they are functioning properly. Don’t wait until things break.

2) Document setup and changes
This is as important for you as it is for anyone who follows you in the job. Don’t wait until it’s too late to realize you don’t remember the passwords to the hub or the SQL Management Studio.

3) Insure that SQL is installed correctly
This is difficult to do properly. If you don’t know how to do it, you should get a checklist off the internet and follow it point by point.

4) Networking and Ports and Protocols and Hubs and Permissions
This is part of insuring that SQL is installed correctly. If you don’t have these things configured correctly, you can have errors or performance problems. You might be tempted to look at CPU speed, software or user errors, when in fact the problem lies in setup.

5) Insure SQL has sufficient memory and storage space
Remember this can change as your staff and network changes. Determine the CPU, hard disk and memory needs of your server before a bottleneck occurs. There are no hard and fast rules here but articles on the internet and using the performance monitor in SQL can help.

6) Insure that full text searches are turned on for Case Notes
The search screen for case notes will not work if the full text search feature is not turned on for the cnnote field in the ClientsWCaseNotes table.

7) Setup a Maintenance Plan
Maintenance plans inside of SQL Server can automatically insure that the database is maintained and backups occur on a regular basis.

8) Backup
This is so important that it almost doesn’t need to be mentioned. However, someone always forgets. SQL Server can be backed up while in use. Does your backup software support this? Periodically check to make sure your backups work by doing a test restore. Do you have a rotation plan so that you can go back two weeks, two months or two years to restore data?

9) Pushing Out the Master Copy
Do changes to the master copy front end get pushed out smoothly and when needed? Should you change the way it is done?

10) Making sure the transaction log file is not too big
This can be taken care of through a maintenance plan. However, we still periodically have people call us with this problem. We have seen situations where the database is 150 MB big and the transaction log is 150 GB big.

11) Updates to Software
Be sure to maintain your software to eliminate both bugs and security concerns. Just remember, updates sometimes cause their own problems.

12) Checking Logs
Have you checked the network and SQL server logs recently for errors? Do you know what to look for and where they are?

==Applications Administrator==
1) Be proactive rather than reactive
Don’t sit and wait for problems. Periodically revisit what is going on and look to improve things. Remember that you don’t wait until the engine burns out in your car to change the oil.
2) Error Alert
Run the Error Alert from the Admin choice. Look at the bottom of the page and run the error check for all employees. Now use the two buttons that run queries that tell you:
i) What errors are being made
ii) Which users are making these errors
3) Training of New Employees
Do you have a plan for training new employees or do they just get thrown in? Do you have an office manual on using Prime? Do you periodically do refresher trainings for existing employees?
4) Managing Passwords
Remember you manage the employees’ passwords to get into Prime. Normally it is their staff number and their initials. However, if you put a value in the password field in the Smember table, it will no longer accept the initials and will require this new value.
5) Log in problems
Often this is caused by reversing the staff number and password. Make sure everything is running smoothly.
6) Setup and Office Codes
Are all the staff members in? What about new law students? Are the funding codes up to date? You need to insure that the settings are not only good when you first installed Prime, but that they reflect any changes in the office.
7) Adding New Employees
Be sure new employees get added and are given training on how to use Prime.
8) Inactivate former Employees
Although they shouldn’t be removed, did you uncheck the current employee box on the staff member intake sheet? Did you change their password so they can’t get in?
9) Master Copy is compiled and compacted
After making changes do you compile and compact the front end?
10) Make sure that custom additions are:
i) Named correctly
Begin all query names with Q, all forms with F and all Reports with R. Then follow with your program name. For example: QKCW_SeniorClientsWFSProbs
ii) Removed when no longer needed
Be sure to remove any special reports, queries, tables, etc. in the front end when finished with them. Otherwise you will never remember to and your program will begin to get sluggish as it gets bigger.
11) Periodically Check the Fifteen _Deleted Tables
Prime automatically backs up records from fifteen tables before it allows them to be removed from the main table. This is discussed under Advanced Features above. These tables should be reviewed every few months to insure that records aren’t being deleted by mistake.
12) Periodically delete duplicate or records entered in error. Time records entered by mistake and eligibility records added twice are examples of records that might need to be deleted.
13) Remove Temporary Tables from your Front End
Your front end is no place to store data. If you do it will grow large and sluggish. Also data in the front end can’t be shared with others. Remove any tables that exist there.
14) Monitor reporting needs and either build them or contact KCW for them
Are staff getting the reports and information they need and want? If not, you can build the reports they need or contact KCW to do it for you.
15) If Audit Log is turned on be sure that the table tblLog isn’t too big
We’ve come into programs and found that people had the Audit Log turned on and there were millions of records in it. Be sure if you use it, you periodically empty it if it has more than 30,000 records. Remember, it can be saved to a separate table in a different database.
16) Deal with Employee’s Basic Questions
Is there a forum for employee’s to get their questions answered? This could be emails, staff meetings, trainings, etc. Make sure that if someone has a question they know how to get it answered.
17) Document changes, customizations and new reports
Don’t wait until tomorrow to do this. My experience is that if you don’t document within a half hour of making changes, it will never get done.
18) Plan and implement features in the software

Be sure that your office uses all the features in the software that can increase the quality and quantity of your representation. If you don’t, set up a plan for using these new features and stick to it. Use the calendar built into Prime to remind yourself to follow this schedule.

Insure the front end is compiled and compacted

← Older revision		Revision as of 19:28, 24 August 2017
Line 38:		Line 38:

	==Applications Administrator==		==Applications Administrator==
	1) Be proactive rather than reactive		:1) Be proactive rather than reactive
	Don’t sit and wait for problems. Periodically revisit what is going on and look to improve things. Remember that you don’t wait until the engine burns out in your car to change the oil.		Don’t sit and wait for problems. Periodically revisit what is going on and look to improve things. Remember that you don’t wait until the engine burns out in your car to change the oil.
	2) Error Alert		:2) Error Alert
	Run the Error Alert from the Admin choice. Look at the bottom of the page and run the error check for all employees. Now use the two buttons that run queries that tell you:		Run the Error Alert from the Admin choice. Look at the bottom of the page and run the error check for all employees. Now use the two buttons that run queries that tell you:
	i) What errors are being made		::i) What errors are being made
	ii) Which users are making these errors		::ii) Which users are making these errors
	3) Training of New Employees		:3) Training of New Employees
	Do you have a plan for training new employees or do they just get thrown in? Do you have an office manual on using Prime? Do you periodically do refresher trainings for existing employees?		Do you have a plan for training new employees or do they just get thrown in? Do you have an office manual on using Prime? Do you periodically do refresher trainings for existing employees?
	4) Managing Passwords		:4) Managing Passwords
	Remember you manage the employees’ passwords to get into Prime. Normally it is their staff number and their initials. However, if you put a value in the password field in the Smember table, it will no longer accept the initials and will require this new value.		Remember you manage the employees’ passwords to get into Prime. Normally it is their staff number and their initials. However, if you put a value in the password field in the Smember table, it will no longer accept the initials and will require this new value.
	5) Log in problems		:5) Log in problems
	Often this is caused by reversing the staff number and password. Make sure everything is running smoothly.		Often this is caused by reversing the staff number and password. Make sure everything is running smoothly.
	6) Setup and Office Codes		:6) Setup and Office Codes
	Are all the staff members in? What about new law students? Are the funding codes up to date? You need to insure that the settings are not only good when you first installed Prime, but that they reflect any changes in the office.		Are all the staff members in? What about new law students? Are the funding codes up to date? You need to insure that the settings are not only good when you first installed Prime, but that they reflect any changes in the office.
	7) Adding New Employees		:7) Adding New Employees
	Be sure new employees get added and are given training on how to use Prime.		Be sure new employees get added and are given training on how to use Prime.
	8) Inactivate former Employees		:8) Inactivate former Employees
	Although they shouldn’t be removed, did you uncheck the current employee box on the staff member intake sheet? Did you change their password so they can’t get in?		Although they shouldn’t be removed, did you uncheck the current employee box on the staff member intake sheet? Did you change their password so they can’t get in?
	9) Master Copy is compiled and compacted		:9) Master Copy is compiled and compacted
	After making changes do you compile and compact the front end?		After making changes do you compile and compact the front end?
	10) Make sure that custom additions are:		:10) Make sure that custom additions are:
	i) Named correctly		::i) Named correctly
	Begin all query names with Q, all forms with F and all Reports with R. Then follow with your program name. For example: QKCW_SeniorClientsWFSProbs		Begin all query names with Q, all forms with F and all Reports with R. Then follow with your program name. For example: QKCW_SeniorClientsWFSProbs
	ii) Removed when no longer needed		::ii) Removed when no longer needed
	Be sure to remove any special reports, queries, tables, etc. in the front end when finished with them. Otherwise you will never remember to and your program will begin to get sluggish as it gets bigger.		Be sure to remove any special reports, queries, tables, etc. in the front end when finished with them. Otherwise you will never remember to and your program will begin to get sluggish as it gets bigger.
	11) Periodically Check the Fifteen _Deleted Tables		:11) Periodically Check the Fifteen _Deleted Tables
	Prime automatically backs up records from fifteen tables before it allows them to be removed from the main table. This is discussed under Advanced Features above. These tables should be reviewed every few months to insure that records aren’t being deleted by mistake.		Prime automatically backs up records from fifteen tables before it allows them to be removed from the main table. This is discussed under Advanced Features above. These tables should be reviewed every few months to insure that records aren’t being deleted by mistake.
	12) Periodically delete duplicate or records entered in error. Time records entered by mistake and eligibility records added twice are examples of records that might need to be deleted.		:12) Periodically delete duplicate or records entered in error. Time records entered by mistake and eligibility records added twice are examples of records that might need to be deleted.
	13) Remove Temporary Tables from your Front End		:13) Remove Temporary Tables from your Front End
	Your front end is no place to store data. If you do it will grow large and sluggish. Also data in the front end can’t be shared with others. Remove any tables that exist there.		Your front end is no place to store data. If you do it will grow large and sluggish. Also data in the front end can’t be shared with others. Remove any tables that exist there.
	14) Monitor reporting needs and either build them or contact KCW for them		:14) Monitor reporting needs and either build them or contact KCW for them
	Are staff getting the reports and information they need and want? If not, you can build the reports they need or contact KCW to do it for you.		Are staff getting the reports and information they need and want? If not, you can build the reports they need or contact KCW to do it for you.
	15) If Audit Log is turned on be sure that the table tblLog isn’t too big		:15) If Audit Log is turned on be sure that the table tblLog isn’t too big
	We’ve come into programs and found that people had the Audit Log turned on and there were millions of records in it. Be sure if you use it, you periodically empty it if it has more than 30,000 records. Remember, it can be saved to a separate table in a different database.		We’ve come into programs and found that people had the Audit Log turned on and there were millions of records in it. Be sure if you use it, you periodically empty it if it has more than 30,000 records. Remember, it can be saved to a separate table in a different database.
	16) Deal with Employee’s Basic Questions		:16) Deal with Employee’s Basic Questions
	Is there a forum for employee’s to get their questions answered? This could be emails, staff meetings, trainings, etc. Make sure that if someone has a question they know how to get it answered.		Is there a forum for employee’s to get their questions answered? This could be emails, staff meetings, trainings, etc. Make sure that if someone has a question they know how to get it answered.
	17) Document changes, customizations and new reports		:17) Document changes, customizations and new reports
	Don’t wait until tomorrow to do this. My experience is that if you don’t document within a half hour of making changes, it will never get done.		Don’t wait until tomorrow to do this. My experience is that if you don’t document within a half hour of making changes, it will never get done.
	18) Plan and implement features in the software		:18) Plan and implement features in the software

	Be sure that your office uses all the features in the software that can increase the quality and quantity of your representation. If you don’t, set up a plan for using these new features and stick to it. Use the calendar built into Prime to remind yourself to follow this schedule.		Be sure that your office uses all the features in the software that can increase the quality and quantity of your representation. If you don’t, set up a plan for using these new features and stick to it. Use the calendar built into Prime to remind yourself to follow this schedule.

	Insure the front end is compiled and compacted		Insure the front end is compiled and compacted

← Older revision		Revision as of 19:27, 24 August 2017
Line 1:		Line 1:
	There are two types of maintenance necessary with Prime. Which type you do depends on your role in managing Prime. The Database Administrator’s tasks are more technical. Here are some suggestions that are not exclusive. You should develop your own list. If you have a version hosted on Venture, you don’t have to worry about the Database Administrator tasks.		There are two types of maintenance necessary with Prime. Which type you do depends on your role in managing Prime. The Database Administrator’s tasks are more technical. Here are some suggestions that are not exclusive. You should develop your own list. If you have a version hosted on Venture, you don’t have to worry about the Database Administrator tasks.
	==Database Administrator==		==Database Administrator==
	1) Be proactive rather than reactive		:1) Be proactive rather than reactive
	It is best that you affirmatively review how things are working and insure that they are functioning properly. Don’t wait until things break.		It is best that you affirmatively review how things are working and insure that they are functioning properly. Don’t wait until things break.

	2) Document setup and changes		:2) Document setup and changes
	This is as important for you as it is for anyone who follows you in the job. Don’t wait until it’s too late to realize you don’t remember the passwords to the hub or the SQL Management Studio.		This is as important for you as it is for anyone who follows you in the job. Don’t wait until it’s too late to realize you don’t remember the passwords to the hub or the SQL Management Studio.

	3) Insure that SQL is installed correctly		:3) Insure that SQL is installed correctly
	This is difficult to do properly. If you don’t know how to do it, you should get a checklist off the internet and follow it point by point.		This is difficult to do properly. If you don’t know how to do it, you should get a checklist off the internet and follow it point by point.

	4) Networking and Ports and Protocols and Hubs and Permissions		:4) Networking and Ports and Protocols and Hubs and Permissions
	This is part of insuring that SQL is installed correctly. If you don’t have these things configured correctly, you can have errors or performance problems. You might be tempted to look at CPU speed, software or user errors, when in fact the problem lies in setup.		This is part of insuring that SQL is installed correctly. If you don’t have these things configured correctly, you can have errors or performance problems. You might be tempted to look at CPU speed, software or user errors, when in fact the problem lies in setup.

	5) Insure SQL has sufficient memory and storage space		:5) Insure SQL has sufficient memory and storage space
	Remember this can change as your staff and network changes. Determine the CPU, hard disk and memory needs of your server before a bottleneck occurs. There are no hard and fast rules here but articles on the internet and using the performance monitor in SQL can help.		Remember this can change as your staff and network changes. Determine the CPU, hard disk and memory needs of your server before a bottleneck occurs. There are no hard and fast rules here but articles on the internet and using the performance monitor in SQL can help.

	6) Insure that full text searches are turned on for Case Notes		:6) Insure that full text searches are turned on for Case Notes
	The search screen for case notes will not work if the full text search feature is not turned on for the cnnote field in the ClientsWCaseNotes table.		The search screen for case notes will not work if the full text search feature is not turned on for the cnnote field in the ClientsWCaseNotes table.

	7) Setup a Maintenance Plan		:7) Setup a Maintenance Plan
	Maintenance plans inside of SQL Server can automatically insure that the database is maintained and backups occur on a regular basis.		Maintenance plans inside of SQL Server can automatically insure that the database is maintained and backups occur on a regular basis.

	8) Backup		:8) Backup
	This is so important that it almost doesn’t need to be mentioned. However, someone always forgets. SQL Server can be backed up while in use. Does your backup software support this? Periodically check to make sure your backups work by doing a test restore. Do you have a rotation plan so that you can go back two weeks, two months or two years to restore data?		This is so important that it almost doesn’t need to be mentioned. However, someone always forgets. SQL Server can be backed up while in use. Does your backup software support this? Periodically check to make sure your backups work by doing a test restore. Do you have a rotation plan so that you can go back two weeks, two months or two years to restore data?

	9) Pushing Out the Master Copy		:9) Pushing Out the Master Copy
	Do changes to the master copy front end get pushed out smoothly and when needed? Should you change the way it is done?		Do changes to the master copy front end get pushed out smoothly and when needed? Should you change the way it is done?

	10) Making sure the transaction log file is not too big		:10) Making sure the transaction log file is not too big
	This can be taken care of through a maintenance plan. However, we still periodically have people call us with this problem. We have seen situations where the database is 150 MB big and the transaction log is 150 GB big.		This can be taken care of through a maintenance plan. However, we still periodically have people call us with this problem. We have seen situations where the database is 150 MB big and the transaction log is 150 GB big.

	11) Updates to Software		:11) Updates to Software
	Be sure to maintain your software to eliminate both bugs and security concerns. Just remember, updates sometimes cause their own problems.		Be sure to maintain your software to eliminate both bugs and security concerns. Just remember, updates sometimes cause their own problems.

	12) Checking Logs		:12) Checking Logs
	Have you checked the network and SQL server logs recently for errors? Do you know what to look for and where they are?		Have you checked the network and SQL server logs recently for errors? Do you know what to look for and where they are?