FMS 6.91 Installation and Migration Guide

FMS 6.91 Installation and Migration Guide

Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Capita Business Services Ltd 2007. All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, translated or transmitted without the express written consent of the publisher. Capita Doc Ref: FMSSQLMIGRAT691/HBK/020807 Capita Children s Services, Franklin Court, Priory Business Park, Cardington, Bedford, MK44 3JZ Tel: 01234 838080 Fax: 01234 832082 http://sims.capitaes.co.uk Providing Feedback on Documentation We always welcome comments and feedback on the quality of our documentation including online help files and handbooks. If you have any comments, feedback or suggestions regarding the module help file, this handbook (PDF file) or any other aspect of our documentation, please email: Publications@capita.co.uk Please ensure that you include the module name, version and aspect of documentation on which you are commenting.

Table of Contents Chapter 1: Installing 6.91 and Migrating the FMS Database...1 Introduction...1 FMS 6.91 Installation and Migration Process Flowchart... 2 Pre-Installation Instructions...3 Upgrading to FMS 6.85... 3 Installing a SQL Express Instance (if required)... 3 Running the CCS SQL Express Installer... 3 Strong Password Criteria...6 Installing FMS 6.91... 7 Running the Installation Wizard for FMS 6.91... 7 Running DBAttach...12 Running FMS 6.91 to set up the FMSConnect.INI... 14 Reconcile FMS 6.85... 15 Applying the FMS Migration Licence... 15 How do I Run the SDBFIX Utility?... 15 Checking your FMS Data using DBValid... 16 What to do if Errors are Encountered... 17 Backup FMS 6.85... 17 Running the Migration Utility... 18 Accessing FMS 6.91... 20 Reconcile FMS 6.91... 21 Managing Users... 21 After the FMS SQL Server Migration... 23 Instructions for Users Receiving an Error Message When Running DBAttach... 23 Chapter 2: Finance Database Selector...25 Introduction...25 Flowchart of Activity for FDS Users... 26 Setting up FDS 6.91... 27 Defining Company Information... 28 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack...31 Introduction...31 1: Reconciliation of School Financial Position using Summary Trial Balance Reports33 2: Reconciliation of Balances and Reserves Report 3... 35 3: Reconciliation of Balance & Reserves Fund Balance Commitments... 37 Reconciliation... 37 4: Reconciliation of Outstanding Orders... 38 5: Reconciliation of Creditor Control with Aged Creditor Report... 38 6: Reconciliation of Debtor Control... 38 7: Reconciliation of VAT Input and Output... 39 8: Reconciliation of Petty Cash Account(s)... 39 9: Reconciliation of Other Balance Sheets Accts... 40 10: Reconciliation of Central Invoiced by Fund applicable to Central Schools ONLY... 40 11: Reconciliation of Balances and Reserves with Fund Review... 41 12: Reconciliation for Bank Account(s)... 41 FMS 6.91 Installation and Migration Guide

Chapter 1: Installing 6.91 and Migrating the FMS Database This chapter contains: Introduction...1 FMS 6.91 Installation and Migration Process Flowchart... 2 Pre-Installation Instructions...3 Installing a SQL Express Instance (if required)... 3 Installing FMS 6.91... 7 Reconcile FMS 6.85... 15 Applying the FMS Migration Licence... 15 Checking your FMS Data using DBValid... 16 Backup FMS 6.85... 17 Running the Migration Utility... 18 Reconcile FMS 6.91... 21 Managing Users... 21 After the FMS SQL Server Migration... 23 Instructions for Users Receiving an Error Message When Running DBAttach... 23 Introduction...25 Flowchart of Activity for FDS Users... 26 Setting up FDS 6.91... 27 Introduction The process outlined in this document will enable you to install FMS 6.91 and migrate your existing FMS SQL Anywhere 6.85 data to the new SQL Server 2005 database. Once completed, FMS will look and operate in the same way as before the migration, although there are some changes in how Finance Database Selector (FDS) operates. The instructions should be followed in the order in which they are presented. IMPORTANT NOTE: Prior to upgrading to FMS 6.91, ensure that a full backup of the SIMS.DB and SIMS.LOG is taken and tested to ensure that the database can be restored,. FMS 6.91 Installation and Migration Guide 1

FMS 6.91 Installation and Migration Process Flowchart Is FMS upgraded to the August Release (6.85)? No Upgrade to the FMS 6.85 Release and review cache size. Yes Is SQL 2005/SQL Express 2005 already installed? Yes No Is full SQL Server 2000 installed? Yes Install full SQL Server 2005. No Install SQL Express 2005. Install FMS 6.91 on the FMS server. Is FMS run over a network? No Yes Run the FMSApplicationSetup.exe on the FMS workstations. Attach a blank FMS database. FDS Users Only Set up FDS 6.91 (SQL Server). Launch FMS 6.91 to set up the FMSConnect.ini. Apply the FMS Migration Licence Patch Reconcile FMS 6.85 AFTER the last entries have been made. Retain reconciliation records. Run DB Valid on FMS 6.85. Select database in FDS SQL Anywhere (6.85) and FDS SQL Server (6.91) Backup the FMS 6.85 database. Undertake the FMS SQL Migration. Open FMS 6.91 and create FMS Usernames and Passwords. Reconcile FMS 6.91 BEFORE any entries have been made. Retain reconciliation records. FDS Users Only Backup the FMS 6.91 database. FMS 6.91 is now ready for use. 2 FMS 6.91 Installation and Migration Guide

Pre-Installation Instructions Upgrading to FMS 6.85 Before you begin the FMS 6.91 installation, upgrade your existing FMS system to FMS 6.85 in the normal way, using SOLUS. IMPORTANT NOTES: If you are running FDS, you must upgrade all FMS installations and databases to 6.85 prior to migrating to 6.91. On standalone machines, the cache is reset to 8MB after every upgrade. This should be manually reset to 110% of the FMS database size. Before attempting to undertake this action, we strongly recommend that you contact your SIMS Support team. TIP: It has been found that a bigger cache size setting is beneficial when running DBValid and the FMS Migration Utility. Therefore, it is recommended that this is increased, e.g. to 500%, for the duration of the process and then reset afterwards. Installing a SQL Express Instance (if required) NOTE: Users who have SQL Server 2005 already installed, or who have already installed a SQL Express Instance as part of the SIMS SQL 2005 migration, do not need to carry out this process as it will have already been carried out. In this case, please go to Installing FMS 6.91 on page 7. This process will install and configure a Microsoft SQL Express Database Server Instance to act as a host for FMS. NOTE: The SQL 2000 Database Server will remain available for all non- SIMS/FMS purposes during the entire process. Running the CCS SQL Express Installer The CCS SQL Express Installer can be downloaded from SOLUS. When this is downloaded, it will place a file named CCSSQLExpressInst.EXE in the SIMS\Setups folder. 1. On the machine that is intended to be used as the FMS Database Server, close down all Windows programs and double-click on CCSSQLExpressInst.EXE to open the utility. FMS 6.91 Installation and Migration Guide 3

2. Click the Next button to proceed. 3. The Instance Name will default to SIMS2005 but can be edited, if required. NOTE: This name must be unique across all SQL Instances (2000 and 2005) on the machine. 4. Click the Next button. 4 FMS 6.91 Installation and Migration Guide

5. The Destination Folder defaults to X:\Program Files\Microsoft SQL Server\ (where X:\ represents the drive containing the Program Files folder). This can be amended, if required, by clicking the Browse button and navigating to the correct location. 6. The Use same path for SQL Executable Files (Binn Directory) check box is selected by default. This can be deselected, if required. 7. Click the Next button. 8. Enter a password in the Enter System Administrator (SA) Password field. This password must reflect the strong password criteria outlined below. FMS 6.91 Installation and Migration Guide 5

Strong Password Criteria Passwords should be more than eight characters and must satisfy the following criteria:! Must contain uppercase letters! Must contain lowercase letters! Must contain numbers! Must contain non-alphanumeric characters, e.g. #.! Must not be:! Password! Admin! Administrator! sa! sysadmin! The name of the user currently logged onto the machine! The machine name! A blank or NULL condition. The text below the field will inform you if any of the criteria haven t been met. 9. Click the Next button. NOTE: This button only becomes available once a password meeting the criteria has been entered. 6 FMS 6.91 Installation and Migration Guide

10. On the Start Installation screen, click the Next button to start the installation. Alternatively, click the Back button to return to any of the previous screens in order to check or amend the information entered. 11. The final screen will list the updates carried out by the installer. Click the Finish button once the process has completed. Installing FMS 6.91 NOTE: You must have installed SQL Server 2005 or SQL Server Express in order to install FMS 6.91. Running the Installation Wizard for FMS 6.91 During the upgrade of FMS 6.85 using SOLUS, the installation file for FMS 6.91 will automatically be downloaded to X:\SIMS\Setups\FMS (where X:\ represents the drive containing the SIMS folder) NOTE: You may see another file called FMSApplicationSetup.exe within the SIMS\Setups folder, but only the file within the SIMS\Setups\FMS folder will launch the 6.91 installation. 1. Navigate to the SIMS\Setups\FMS folder. 2. Double-click on the FMSApplicationSetup.exe file to launch the installation wizard. 3. The Welcome screen will be displayed. FMS 6.91 Installation and Migration Guide 7

4. Click the Next button to continue. 5. On the FMS SQL Server Destination Location screen, you can select the installation folder for FMS 6.91. The default destination is displayed, but this can be changed if required, by clicking the Browse button. Select the appropriate folder from the Windows Find File dialog and click the OK button. 6. Click the Next button to continue. 8 FMS 6.91 Installation and Migration Guide

7. Select the appropriate radio button to indicate the type of machine you are installing on, i.e. Client or Server.! If you are installing on the machine acting as the FMS Server or a standalone machine, follow the instructions in Installing on the Server on page 9.! If you are installing on an FMS workstation on a networked system, follow the instructions in Installing on a Client Machine on page 11. Installing on the Server This routine deploys a blank FMS database to the SIMS\Setups\Database folder. In addition, the FMS 6.91 application will be installed and DBAttach and DBUpgrade (if these are not already present as part of a SIMS.net installation). 1. On the FMS SQL Server Installation Type screen, select the Server radio button and click the Next button. FMS 6.91 Installation and Migration Guide 9

2. Select the Instance Name from the drop-down list. NOTE: You will be warned if you select a SQL 2000 instance and will be unable to continue until you select a SQL 2005 instance. 3. Click the Next button to continue. 4. A confirmation screen will be displayed detailing all the settings. Click the Next button to continue, or the Back button to go back to previous screens to change the settings. 10 FMS 6.91 Installation and Migration Guide

A message will be displayed when the Server installation is complete: 5. Click the Finish button. NOTE: Where FMS will be run on a network, the Client installation will need to be carried out on each workstation that will be used to access FMS. In a standalone environment, the client setup is not required and you should now refer to Running DBAttach on page 12. Installing on a Client Machine This process installs the SQL Native Client onto the workstation which is required to enable the workstation to communicate with SQL Server 2005/Express. In addition, it installs the FMS 6.91 application and DBUpgrade. NOTE: All workstations must have the Microsoft.NET 2 infrastructure installed. 1. Double-click on the FMSApplicationSetups.exe from the workstation and navigate to the FMS SQL Server Installation Type screen. 2. Select the Client radio button then click the Next button. A confirmation screen will be displayed. FMS 6.91 Installation and Migration Guide 11

3. Click the Next button to continue or the Back button if you need to change any of the settings. A message will be displayed when the Client installation is complete: 4. Click the Finish button to complete the installation. Running DBAttach This process will attach the blank FMS database, which will have been put in the Setups folder during the 6.91 installation. For more information on any of the panels, click the respective Details? button. 12 FMS 6.91 Installation and Migration Guide

NOTE: In cases where a version of SQL Express has been downloaded from Microsoft, an error can occur when attempting to attach a blank database. Please refer to Instructions for Users Receiving an Error Message When Running DBAttach on page 23 for details on how to resolve this issue. 1. Select Start All Programs SIMS Applications dbatach. The SIMS Database Management Utility will open. 2. In the SQL Server Instance panel, enter the name of the SQL server in the Server Name field, e.g. <computer_name>\sims2005. 3. Enter the System Administrator Username and Password in the respective fields. 4. Click the Connect button. A status message at the bottom of the dialog will be displayed when the connection to the SQL server has been made. 5. In the Attach a Detached Database panel, enter a name for the database that you wish to attach, in the Database Name field, e.g. ccsfms. IMPORTANT NOTE: The Database Name must be unique on the SQL Server, not just on the Instance. 6. Click the Browser button to display a standards Windows Open dialog. Browser button FMS 6.91 Installation and Migration Guide 13

7. Navigate to the database folder, which will have been placed in the \Setups folder, e.g. X:\Program Files\SIMS\Setups\Database (where X:\ represents the drive containing the SIMS\Setups folder). Highlight the CCSFMS.MDF file and click the Open button to return to the SIMS Database Management Utility. 8. Click the Attach button to start the attachment process. A dialog will be displayed when the database has been attached to the SQL Server. Click the OK button. Running FMS 6.91 to set up the FMSConnect.INI This action will create the FMSConnect.ini file. 1. Open FMS 6.91 by selecting Start All Programs SIMS Applications FMSSQL SIMS FMS Module. The dialog requesting the location of the FMSConnect.ini will be displayed: 2. Select the I cannot access an FMSConnect.ini file radio button. 3. Enter your Server Name, e.g. <machine_name>\sims2005, and ensure the database name is entered correctly. 4. Ensure that the SQL Server authentication radio button is selected. NOTE: Windows authentication is not currently supported. 5. Click the OK button. 6. Login to FMS 6.91 using sysman as the User Name and finance as the Password. 14 FMS 6.91 Installation and Migration Guide

7. Once FMS has opened, it can be closed down. The action of opening FMS ensures that the FMSConnect.ini file has been set up correctly. NOTE: A message will be displayed stating that a licence must be applied. Ignore this and close down FMS. Reconcile FMS 6.85 Capita Children s Services strongly recommends that a school determines and reconciles its financial data/position prior to the school migrating their FMS SQL Anywhere data to FMS SQL Server. Chapter 2: FMS SQL Server Reconciliation Pack on page 31 contains further details and suggestions of the reconciliations that should be performed. IMPORTANT NOTE: Before reconciling FMS 6.85 it is important that the value of the transactions remains static. Therefore, if you are generating Salary Projections from Personnel 5, do not run Finance Integrator during this period. If you are generating Salary Projections from Personnel 7, select Tools Star 7 Settings and deselect the User Star 7 check box. This action will ensure that no changes made in Personnel will be brought across to FMS 6.91 before you have reconciled the data again. Applying the FMS Migration Licence The FMS Migration Licence must be applied in order to run the FMS migration. It must be run before running DBValid, as DBValid must be the last action on the SQL Anywhere database before the Migration Utility will run. The licence will be provided by your normal SIMS Support Unit. How do I Run the SDBFIX Utility? The SDBFIX Utility is located in your SIMS folder, typically X:\SIMS (where X:\ represents the drive containing the SIMS folder). This utility may be used to fix some anomalies that may occur in your data. Two files will be made available to you - one with.esf and one with.pdf as the file extension. The.ESF file contains the specific data fix, while the.pdf file contains the instructions for running the file and the purpose of the fix. It is recommended that you define a specific folder on your system for storing any data fix files you may receive. Before Running the Utility Ensure that you have read the accompanying.pdf file, as this will contain the following information about the fix to be applied:! the number and title of the data fix! any necessary restrictions and other information. FMS 6.91 Installation and Migration Guide 15

Run the SDBFIX Utility 1. Ensure that no other users are currently logged into the SIMS Database Server or Engine. 2. Make sure that the.esf and.pdf file have been copied into the folder designated for containing fixes. 3. In Windows Explorer navigate to SDBFIX.EXE, typically found in X:\SIMS\ (where X:\ is an example of the drive containing the SIMS folder). 4. Double-click on SDBFIX.EXE to open the SIMS Database Fix Utility v. 6.nn login dialog. 5. Enter the User ID and Password for the person who has Level 5 access rights for FMS and click the Next button. This will initiate the Select SIMS fix data file dialog. 6. If you need to, navigate to the folder containing the.esf files. Select the required file and click the OK button. The SIMS SQL Database Fix Utility v. 6.nn confirmation dialog is now displayed. 7. If you have not already done so, read the accompanying.pdf file carefully. If you are happy with the information, click the Next button. If not, or you are still in doubt, contact your support desk. 8. In the next dialog, click the Next button to begin the fix process. 9. The next dialog will contain the message: The SIMS SQL Database fix has now successfully been applied. 10. Click the Finish button to exit. If the licence patch executes successfully, a line may be added to the audit records held within the database itself. Error Messages If at any time while working through these instructions, any error messages are displayed which cannot be resolved by referring to the instructions, please record the exact message and report it to your support desk, through the usual channels. Without the error message, the support staff will have no guidance as to locating the problem. Please, therefore, be specific and thorough. Once you have done this, you should restore your system using the backup taken before you attempted to run the fix. Checking your FMS Data using DBValid IMPORTANT NOTE: The FMS Migration Utility will only run if DBValid has been run immediately beforehand. 1. Close all FMS applications. 16 FMS 6.91 Installation and Migration Guide

2. Select Start All Programs SIMS Applications SIMS FMS DBValid to open the utility. 3. To start checking your FMS database for errors, click the Check Database button. 4. As the checks take place, you will be able to see which tables are being checked and whether any errors have been discovered. 5. Once the validation process has been completed a message will be displayed stating whether the database has passed or not. 6. If no errors have been discovered, click the Exit button to finish checking. You should then backup your FMS 6.85 data. What to do if Errors are Encountered If errors are reported on screen, or the DBValid utility appears to hang, you will need to carry out the following procedure. 1. Close down and restart the machine. 2. If your server is set up as a client server also running FMS, then stop the server. 3. Restore your finance database and log file using the last backup taken and restart the server. 4. Run DBValid once again on the restored database. If it runs successfully, you can continue to work. 5. Report errors that have been raised on any checked database to Capita Children s Services by contacting your SIMS Support team. NOTE: No files should be deleted that are stored in the same folder as the SIMS.DB, as you may be asked to provide these files to check errors that may have occurred when running DBValid. Backup FMS 6.85 If you have not already done so, carry out a full backup of both the SIMS.DB and SIMS.LOG and ensure that this can be restored before continuing onto the FMS SQL Migration. FMS 6.91 Installation and Migration Guide 17

Running the Migration Utility IMPORTANT NOTE: The Migration Licence must have been applied and DBValid run before the Migration Utility will open. It is recommended that you have at least 2GB of memory available on the machine carrying out the FMS migration. 1. Select Start All Programs SIMS Applications FMSSQL FMSSQL Migration Utility. 2. Read the information on the Caution screen and click the Continue button. 3. In the Sybase Data Source area on the left, enter your FMS SQL Anywhere Level 5 User Name and Password. Click the Connect button. 18 FMS 6.91 Installation and Migration Guide

NOTE: If the SQL Anywhere database has already been migrated, the following error message will be displayed when you log on: The SQL Anywhere data was already converted on " << Date Time>>". This utility will now close. 4. In the MS SQL Server area, enter sysman as the User Name and finance as the Password and click the Connect button. NOTE: When you connect to the SQL Server database, if the system finds any VAT Codes in the database, the migration process will close with the following error message: The SQLServer Database already contains data which cannot be overwritten. This utility will now close. 5. Click the Migrate button. 6. The Terms and conditions page will be displayed. Read all the terms and conditions by clicking the >> button to view the second page. Then select the I confirm I have read, complied with, and agree to, the above radio button. 7. Click the Next button to start the data migration. FMS 6.91 Installation and Migration Guide 19

The length of the migration process depends on:! the amount of memory available (it is recommended that there is at least 2GB)! the amount of free disk space available! the processor speed! the amount of data held in FMS 6.85. IMPORTANT NOTE: If you click the Quit button before the migration completes, or if there are any errors, you will need to restore from your most recent backup of your SQL Anywhere database, detach the FMS 6.91 database (you MUST select the Drop SQL Server Logins check box) and attach a new empty FMS 6.91 database using DBAttach. 8. When the migration has completed, click the OK button. Accessing FMS 6.91 To login to FMS SQL Server, select Start All Programs SIMS Applications FMSSQL SIMS FMS Module. The SQL Anywhere Username and Password of the user who carried out the migration can now be used to access FMS 6.91. NOTE: Once the migration has been run, Level 5 users will have read-write access to FMS 6.85. All other users will only be able to access FMS 6.85 in read-only mode. 20 FMS 6.91 Installation and Migration Guide

Reconcile FMS 6.91 Capita Children s Services strongly recommends that a school determines and reconciles its financial data/position immediately after migrating its FMS SQL Anywhere data to FMS SQL Server and before any new transactions are added. Check that this reconciliation exactly matches with the one carried out on FMS 6.85. This will ensure that the migration has performed as expected and the data exactly mirrors the SQL Anywhere database before FMS 6.91 is used live. Chapter 2: FMS SQL Server Reconciliation Pack on page 31 contains further details and suggestions of the reconciliations that should be performed. IMPORTANT NOTE: After reconciling FMS 6.91 and when you are satisfied that the system is ready to use, select Tools Star 7 Settings and select the User Star 7 check box. This action will ensure that changes made in Personnel 7 will be brought across to FMS 6.91. Managing Users Before you begin using FMS 6.91, you will need to set up User IDs and passwords for your users. 1. Open FMS 6.91 by selecting Start All Programs SIMS Applications FMSSQL SIMS FMS Module. 2. Login using the user name and password of the user who ran the migration. 3. Select Tools Manage Users to open the Manage Users dialog. 4. Double-click a user name to display the Edit dialog. FMS 6.91 Installation and Migration Guide 21

5. Enter a User ID and click the Save button. 6. A confirmation dialog will be displayed, click the Yes button. 7. In the Set Password For dialog, enter the new temporary password in the two fields. NOTE: This must be at least six characters in length. 8. Click the Save button. If you are setting up a Level 5 user, a dialog is displayed asking if you want this user to be able to add users and reset other users passwords. Because of the way that SQL Server works, this will result in them having these permissions for all SQL Server databases. 9. Click the Yes button if this user requires this level of access, otherwise click the No button. 10. Repeat this process for all your users. 11. Click the Close button on the Manage Users dialog. 22 FMS 6.91 Installation and Migration Guide

The new temporary passwords should be given to each FMS 6.91 user. It is imperative that when these users first log into 6.91 that they change this default password to a personal password which should not be given or known by any other user. After the FMS SQL Server Migration Once the migration has been completed and the usernames and passwords have been setup, FMS 6.91 is now available to be used. The application will be located in Start All Programs SIMS Applications FMSSQL SIMS FMS Module. Existing desktop shortcuts will need to be amended to point to the 6.91 application. IMPORTANT NOTE: If you have not already, select Tools Star 7 Settings and select the User Star 7 check box, if required. This action will ensure that changes made in Personnel 7 will be transferred to FMS 6.91. All users below Level 5 will have read-only access to FMS 6.85. A warning message will be displayed when 6.85 is opened, stating that the data has been migrated. The 6.85 screens will be red and the Name in Tools Establishment Details will be read-only and have Migrated inserted before the school name. Also, Ordering is no longer available. Instructions for Users Receiving an Error Message When Running DBAttach NOTE: These instructions are designed for users who have downloaded a copy of SQL Express from Microsoft and receive an error message when trying to attach a blank FMS database. 1. Select Start Control Panel. 2. Double-click on Administrative Tools and then on Services to open the Services screen. 3. Double click on the SQL Server (<InstanceName>). 4. Select the Log On tab. 5. Select the Local System Account radio button. 6. Click the Apply button and then the OK button. FMS 6.91 Installation and Migration Guide 23

24 FMS 6.91 Installation and Migration Guide

Chapter 2: Finance Database Selector Chapter 2: Finance Database Selector This chapter contains: Introduction...25 Flowchart of Activity for FDS Users... 26 Setting up FDS 6.91... 27 Introduction FMS 6.91 installs a new version of Finance Database Selector (FDS) to operate with SQL Server. This functions in a similar manner to the previous version. However, the initial set up of FDS will need to be performed again. This chapter contains the additional activities that must be carried out by FDS users in order to set up their system. FMS 6.91 Installation and Migration Guide 25

Chapter 2: Finance Database Selector Flowchart of Activity for FDS Users Install SQL Server 2005/SQL Express and FMS 6.91. Attach a blank database for each database required and give it a unique Database Name. Set up FDS 6.91. Select the required database in FDS 6.85 and the equivalent blank database in FDS 6.91. Reconcile FMS 6.85. Apply the FMS Migration Licence. Run DBValid. Backup the FMS 6.85 database. Repeat for all FMS databases. Carry out the FMS Database Migration. Reconcile FMS 6.91. Create FMS 6.91 Usernames and Passwords. Backup the FMS 6.91 database. NOTE: Full instructions for all the processes in this flowchart are provided in Chapter 1, except for setting up FDS, which follows. 26 FMS 6.91 Installation and Migration Guide

Chapter 2: Finance Database Selector Setting up FDS 6.91 To define each company, it is recommended that you run FDS from the server. 1. Select Start Programs SIMS Applications FMSSQL Finance Database Selector. The Default Settings dialog will be displayed. 2. Enter the numeric LEA code assigned by the DCFS (formerly the DfES), which must contain three digits, in the LEA Code field. A message will be displayed if the code contains less than the three digits required. 3. Enter the assigned numeric area/school code which must contain four digits in the School Code field. Again a message will be displayed if the code contains less than the four digits required. NOTE: These codes should be unique to the network running FDS and FMS. 4. If you wish the LEA Code and School/Area Code to be included on a Desktop shortcut for each company, select the Include in Shortcut check-box. NOTE: It is important that the next two fields contain the correct information before setting up your companies. 5. Click the Field Browser button to locate the folder containing the SS_FMS_Companies.ini file. It is recommended that you create this file in the same location as the previous FMS_Companies.ini file. Field Browser button 6. Click the Field Browser button adjacent to the Select FMS Application Folder field and find the location of the SIMS folder containing the Finance.exe necessary to run FMS 6.91. 7. Click the Save button to continue. All fields will be validated at this point. If any have been left blank, a message will be given and you will not be permitted to continue until the relevant information has been entered. FMS 6.91 Installation and Migration Guide 27

Chapter 2: Finance Database Selector Defining Company Information Once the default settings have been entered, you will be in the position to create the companies to use FMS, each with its own database. It is vital that the parameters are entered correctly. If a mistake is noticed after the Save button has been clicked, you will have to delete the company and create it again as it cannot be edited. NOTE: This action deletes the company name from the SS_FMS_Companies.ini file, but does not actually delete the company database. 1. To add a new company, click the Add Item button to open the Add Details form. Add Item button 28 FMS 6.91 Installation and Migration Guide

Chapter 2: Finance Database Selector 2. There can be a maximum of two characters for the Company Code, which must be unique. If a duplicate code is found on the system, you will not be allowed to continue until an acceptable alternative has been entered. 3. Enter a suitable Company Name for the company being defined, which must be unique and different from the LEA/School/Area Code entered for the Default Settings. A message will be displayed if a duplicate name is found on the system and you will not be permitted to continue until an acceptable name has been entered. NOTE: It is recommended that you provide a different Company Name from that used in FDS 6.85 so that the desktop shortcuts are easily identified. 4. Enter the Server Name and instance where the database is held, e.g. XP4544\SIMS2005. 5. Enter the Database Name for the company database, e.g. FMS_LOWER. 6. If you intend to use Finance Integrator and are still using Personnel 5.10, you will also need to enter the path to the STAR Database Folder. Click the Field Browser button and navigate to the location of your STAR database. NOTE: If you receive the message, The STAR folder does not appear to contain valid STAR data, check that the local.mem file can be found where your STAR folder is located. You may need to locate this file and copy it to the STAR folder. 7. Click the Save button to record the information for the company being defined. NOTE: The Trusted Connection check box is not yet in use and should be ignored. FMS 6.91 Installation and Migration Guide 29

Chapter 2: Finance Database Selector 30 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack Chapter 3: FMS SQL Server Reconciliation Pack This chapter contains: Introduction...31 1: Reconciliation of School Financial Position using Summary Trial Balance Reports33 2: Reconciliation of Balances and Reserves Report 3... 35 3: Reconciliation of Balance & Reserves Fund Balance Commitments... 37 4: Reconciliation of Outstanding Orders... 38 5: Reconciliation of Creditor Control with Aged Creditor Report... 38 6: Reconciliation of Debtor Control... 38 7: Reconciliation of VAT Input and Output... 39 8: Reconciliation of Petty Cash Account(s)... 39 9: Reconciliation of Other Balance Sheets Accts... 40 10: Reconciliation of Central Invoiced by Fund applicable to Central Schools ONLY... 40 11: Reconciliation of Balances and Reserves with Fund Review... 41 12: Reconciliation for Bank Account(s)... 41 Introduction Capita Children s Services strongly recommends that a school determines and reconciles its financial data/position prior to the school migrating its FMS SQL Anywhere data to FMS SQL Server. The reasons for undertaking the reconciliation are that it:! ensures that the school establishes its financial position according to the data held within FMS! allows any financial transactions to be completed/added prior to migration! provides a reconciliation that can be used immediately after migration to ensure that the data has been migrated in a consistent manner. Capita recognises that schools will undertake routine housekeeping and reconciliations on a periodic basis for their Local Authority, normally at month end. We also expect that Local Authorities will suggest additional reconciliations that will be undertaken prior to the migration. FMS 6.91 Installation and Migration Guide 31

Chapter 3: FMS SQL Server Reconciliation Pack A prerequisite for the FMS SQL Server migration is that schools must upgrade to version 6.85 which will be the version from which the FMS SQL Server migration can be undertaken. The following reconciliations are based upon data that can be obtained from generating standard reports from FMS 6.85. Schools should seek guidance from their LA on how to reconcile their data. The following reports will be used together with information held in some FMS screens: No. Menu Route Financial Year Period Select option / Comment 1 Reports General Ledger Trial Balance Summary Trial Balance By Ledger Code 2 Reports General Ledger Trial Balance Summary Trial Balance By Ledger Code Current Highest ALL Funds Current First ALL Funds 3 Reports General Ledger Balances/Reserves Current N/A 4 Reports General Ledger Fund Review Current N/A 5 Reports Accounts Payable Purchase Order Reports Purchase Orders 6 Reports Accounts Payable Purchase Order Reports Cost Centre Commitments Summary Report 7 Reports Accounts Payable Supplier Analysis Aged Creditor Detailed Report Current N/A Outstanding Orders Current N/A Unauthorise d Orders Current N/A Ensure all AP transactions have been authorised 8 Focus Accounts Receivable Report Aged Debtor Report All Debtors Current N/A 9 Reports General Ledger VAT Reports. Select the months where submitted VAT Reports have been made to the LA but not yet reimbursed Current N/A Print the VAT Short Summary Report(s) 10 Reports General Ledger VAT Reports. Generate VAT Full Report for the current periods that have not yet been submitted to LA Current Selected Periods Print the VAT Full Report(s) 11 Reports General Ledger Bank Bank Statement Summary 12 Reports General Ledger Bank Unreconciled Transaction Listing N/A N/A Select Bank Account N/A N/A Select Bank Account The reconciliations outlined in this table are described in the following sections. 32 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack 1: Reconciliation of School Financial Position using Summary Trial Balance Reports The Summary Trial Balance by Ledger Code (Report No s. 1 and 2), is required for this reconciliation. Summary values will need to be entered into the table below. Ledger Code Type Report Comment Fund Allocations FD Highest Period Closing value Fund Allocations FD First Period Opening value Less Value A Fund Allocations for Year Value B Enter values from Report 1 (Highest Period closing values into the tables below). Ledger Code Type Report 1 Comments Fund Allocation FD Enter Value B from above rather than highest period closing value Income IN Add Salaries ES Less Expenditure EX Less Net Income for Year Assets Assets AO Add Central FC Add Debtors DC Add VAT Input VI Add Bank BK Add Petty Cash PC Add Total Assets Liabilities Balance B/Fwd FD Add Enter Value A from above rather than highest period closing value Retained Earnings RE Add FMS 6.91 Installation and Migration Guide 33

Chapter 3: FMS SQL Server Reconciliation Pack Liabilities LS Add Capital CP Add Payroll PY Add Creditors CC Add VAT Output VO Add Total Liabilities Comments Total Assets Enter value for Total Assets from above Total Liabilities Less Enter value for Total Liabilities from above Net Assets Nett Assets Enter value for Nett Assets from above Nett Expenditure Less Enter value for Nett Income from above Should be Zero 34 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack 2: Reconciliation of Balances and Reserves Report 3 Individual values within this report can be agreed / reconciled from other reports: Source Fund Balances Bank Account Creditor Control Debtor Control Input VAT Output VAT Petty Cash Other Balance Sheet Accts Current Balance Report 1 closing value for each Fund (FC) ledger code Report 1 closing value for each Bank (BK) ledger code Report 1 closing value for (CC) ledger code Report 1 closing value for (DC) ledger code Report 1 closing value for (VI) ledger codes cumulatively Report 1 closing value for (VO) ledger codes cumulatively Report 1 closing value for each Petty Cash (PC) ledger code Report 1 closing value for (AO, CP & LS) ledger codes cumulatively Commitment Fund Balances Outstanding Salary Projections and Orders associated with each Fund Reconciliation 3 will give further guidance Bank Account Outstanding Authorised Orders associated with the Bank Account Reconciliation 3 will give further guidance Creditor Control Outstanding AP Invoices & Credit Notes Reconciliation 5 will give further guidance Debtor Control Outstanding AR Invoices & Credit Notes Reconciliation 6 will give further guidance Input VAT VAT entered in FMS but not yet recovered from Local Authority Reconciliation 7 will give further guidance Output VAT VAT entered in FMS but not yet paid to Local Authority Reconciliation 7 will give further guidance Petty Cash Unposted Petty Cash Folios Reconciliation 8 will give further guidance Other Balance Sheet Accts Transactions posted against AO, CP & LS ledger codes Reconciliation 9 will give further guidance FMS 6.91 Installation and Migration Guide 35

Chapter 3: FMS SQL Server Reconciliation Pack Central Invoiced Fund Balances AP Invoices & Credit Notes entered to be paid centrally Reconciliation 10 will give further guidance Bank Account Creditor Control Debtor Control Input VAT Output VAT Petty Cash Other Balance Sheet Accts Not Applicable Not Applicable Not Applicable Not Applicable Not Applicable Not Applicable Not Applicable Projected Balance Fund Balances Bank Account Creditor Control Debtor Control Input VAT Output VAT Petty Cash Other Balance Sheet Accts Available uncommitted funds for the Fund Available uncommitted funds for the Bank Account Outstanding AP Invoices & Credit Notes Outstanding AR Invoices & Credit Notes VAT entered in FMS but not yet recovered from Local Authority VAT entered in FMS but not yet paid to Local Authority Available uncommitted funds for the Petty Cash Account Balance posted against AO, CP & LS ledger codes 36 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack 3: Reconciliation of Balance & Reserves Fund Balance Commitments This value represents the value of commitments outstanding and will be the accumulation of:! Unpaid Salary Commitments (if Salary Projections are generated)! Outstanding Orders! Unposted Petty Cash Folios. Unfortunately there is not a standard report that analyses outstanding Orders between Funds. It is advised that this reconciliation is undertaken in total. Reconciliation Outstanding Salary Commitments Focus Personnel Links Salary Projections Annual Cost Focus Personnel Links Salary Projections Pay to date Focus Personnel Links Salary Projections Variation (Positive value) Focus Personnel Links Salary Projections Variation (Negative value) Less Add Less Total Outstanding Salary Commitments to nearest whole Outstanding Orders Report 5 - Reports Accounts Payable Purchase Order Reports Purchase Orders - select Outstanding Orders Add Unposted Petty Cash Folios Focus General Ledger Petty Cash select each Petty Cash Account. Click on the Unposted Expenditure record and note the value in the Exc. VAT field Add Total Outstanding Commitments Outstanding Commitments from Balances & Reserves Report Less Should be Zero or ~ within one FMS 6.91 Installation and Migration Guide 37

Chapter 3: FMS SQL Server Reconciliation Pack 4: Reconciliation of Outstanding Orders Report 5 - Reports Accounts Payable Purchase Order Reports Purchase Orders - select Outstanding Orders Commitment total Report 6 - Reports Accounts Payable Purchase Order Reports Cost Centre Commitments select Summary Report Commitment total Less Should be Zero 5: Reconciliation of Creditor Control with Aged Creditor Report NOTE: Before this reconciliation can be undertaken, all Accounts Payable transactions must be Authorised. Report 7 - Reports Accounts Payable Supplier Analysis Aged Creditor Detailed Report Outstanding Column Identify and calculate the value of ALL the Accounts Payable transactions to be paid centrally. The transactions will have the Status of Authorised rather than Fully Authorised Less Report 3 - Balances & Reserves Report - value of Creditor Control. ( Note - the Creditor Control value does not include any Accounts Payable transactions to be paid centrally Less Should be Zero 6: Reconciliation of Debtor Control Report 8 - Focus Accounts Receivable Report Aged Debtor Report All Debtors - Total Outstanding Column Report 3 - Balances & Reserves Report - value of Debtor Control Less Should be Zero 38 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack 7: Reconciliation of VAT Input and Output This reconciliation should be undertaken in total. Report 9 - Reports General Ledger VAT Reports Select submitted VAT Reports not yet reimbursed by LA and print the VAT Short Summary Report(s). Calculate the Net cumulative total for these reports Report 10 - Reports General Ledger VAT Reports Generate VAT Full Report for current periods that have not yet been submitted to LA Add VAT entered not yet reimbursed Report 3 - Balances & Reserves Report Input VAT Report 3 - Balances & Reserves Report Output Vat Less Should be Zero 8: Reconciliation of Petty Cash Account(s) The value of Petty Cash Commitment can be obtained entering Focus General Ledger Petty Cash. Select the Petty Cash Account and the Unposted value will be displayed. FMS 6.91 Installation and Migration Guide 39

Chapter 3: FMS SQL Server Reconciliation Pack 9: Reconciliation of Other Balance Sheets Accts This reconciliation should be undertaken in total. Report 1 - Reports General Ledger Trial Balance Ledger Code Balances Summary Trial Balance By Ledger Code Cumulative value for AO ledger codes Report 1 - Reports General Ledger Trial Balance Ledger Code Balances Summary Trial Balance By Ledger Code Cumulative value for CP ledger codes Report 1 - Reports General Ledger Trial Balance Ledger Code Balances Summary Trial Balance By Ledger Code Cumulative value for LS ledger codes Report 1 - Reports General Ledger Trial Balance Ledger Code Balances Summary Trial Balance By Ledger Code Add Add Add Cumulative value for PY ledger codes Cumulative value for AO, CP, LS and PY ledger codes Report 3 - Balances & Reserves Report Other Balance Sheet Accts Less Should be Zero 10: Reconciliation of Central Invoiced by Fund applicable to Central Schools ONLY This reconciliation should be undertaken in total. Report 3 - Balances & Reserves Report Enter value for Cent. Inv d Focus Central Authorisation. Calculate the value of the transactions displayed Focus Central Manual Reconciliation. Click the Print button or calculate the value of the transactions displayed Less Less Should be Zero 40 FMS 6.91 Installation and Migration Guide

Chapter 3: FMS SQL Server Reconciliation Pack 11: Reconciliation of Balances and Reserves with Fund Review Report 3 - Balances & Reserves Report Enter value for Projected Balance Total Report 4 - Reports General Ledger Fund Review Enter value for Balance Total Less Should be Zero 12: Reconciliation for Bank Account(s) Schools who have their own bank account(s) will undertake a periodic reconciliation with the printed bank statement provided by their bank. The reconciliation will need to be undertaken for each bank account. Prior to undertaking this reconciliation, it is critical that the closing bank statement balance is the opening balance on the subsequent bank statement. Comment Report 11 - Reports General Ledger Bank Bank Statement Summary. Review this report ensuring that the closing bank statement balance is the opening bank balance on the subsequent bank statement. If this is not the case, select Focus General Ledger Bank Reconciliation. Press F7 to verify the bank statement held on statements in FMS. Note this may take a few minutes. Once the process has completed, review the report again ensuring that the bank statement balances are carried correctly onto subsequent bank statements. Report 3 - Balances & Reserves Report. Enter value for Bank Account Report 12 - Reports General Ledger Bank Unreconciled Transaction Listing. Enter value of Payments Report 12 - Reports General Ledger Bank Unreconciled Transaction Listing. Enter value of Receipts Add Less Balance of last reconciled bank statement FMS 6.91 Installation and Migration Guide 41