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ICT Briefing Sheet Development of SIMS to MS SQL Server 7 Introduction The software provided by Capita SIMS is changing. The structure of its underlying data storage is moving to an SQL Source. The reason for this is that this type of Data Source is more robust and secure than the current Data Base File (DBF) structure. The implications of this will affect every school during the next few years. Capita‟s current aim is to complete the move to a SQL structure by the end of the 2002 calendar year. development and testing. Subsequently other modules will be rewritten so that their underlying data structures are compatible. Where existing Windows modules are to be rewritten there will be very little difference in the look and functionality. Of course, any developments to functionality required by DfEE or a consensus of user requirements will be made at the same time. Whilst the transition from older modules to new version is being undertaken an “Integrator” function will be available to manage compatibility between data file structures. Timescale How quickly will I need to react to this change? The first of the new SIMS SQL modules will be available in May 2001. However, the decision to migrate to these new products will be for individual schools since the existing DOS Modules will continue to be available and supported at least until September 2002. Schools will appreciate that existing DOS Modules will not be supported forever and all schools will need to migrate at some stage. It is anticipated that schools using SIMS Examinations and Attendance will be the first to choose to make the migration. ScoMIS will keep schools informed of progress and implications both in PASSWORD and via the ScoMIS website. You need to consider the implications of this change on your school systems and include your proposals for the transition within your updated ICT Development Plan which you are required to review and present to the Authority during the summer term. Why are Capita making this change? Capita have been using data base file structures since the first SIMS STAR module was released in 1985. Since then there has been an enormous change in the capabilities and complexities of the ever increasing range of modules. To preserve a secure environment for the transfer of data between multiple modules used in a networked and therefore multi user environments, the system needs to be much more robust. Microsoft SQL Server 7 (MSDE) has been chosen by Capita because it is an industry standard product, offering a robust environment alongside an appropriate level of database security. Hardware What are the considerations? computer hardware How will the change be implemented by Capita? The first SIMS SQL Modules will be released when the current remaining DOS Modules (Attendance, Exams, System Manager and Profiles) are upgraded to Windows. These new Modules are targeted to be released in May 2001 although this deadline may shift due to external forces and the speed of software The new MS SQL products require a powerful computer. At least one machine will need to be operating either Microsoft Windows NT4 Workstation or Windows 2000 Professional. As these products do not support the use of backup to floppy disk it will necessary for any school still doing backup to floppy disk to purchase a tape streamer and tapes when 1 they are ready to make the transition. There are few schools still doing backup to floppy disk who do not already have the upgrade to tape backup system high on their development agenda. The minimum specifications for an existing stand alone computer to run Windows 2000 Professional is a processor speed of 400 MHz with 128 MB of RAM. There are a large number of computers with this specification of processor in schools although many will need an upgrade to 128MB RAM and Windows 2000 Professional. Schools are advised that the costs of these items need to be included in their transition plans. Those schools purchasing a new computer should purchase one of the following minimum specifications:        Intel PIII 800Mhz Processor, 128MB RAM, 20.0 GB Hard Disk 15” or 17” SVGA Monitor 48 speed IDE CD-ROM 10/100 Ethernet Network Card 15/30GB Internal Tape drive and tapes MS Windows 2000 Professional Microsoft Office 2000 Standard Edition Is there any “hardware” help available from ScoMIS? Assistance from the ScoMIS helpdesk is available to all schools that have purchased the technical SLA. ScoMIS staff are available to talk through with you the issues that are relevant to this discussion. In addition details of computer specifications and hardware prices are available and kept up to date on the ScoMIS website. ScoMIS are also making available a computer utility that can be downloaded from the website and used to test existing computers to identify what specification they are. ScoMIS are also able to offer a half day visit to school from a technician to undertake a computer hardware audit, talk through the issues affecting hardware and present a proposed way forward including specification and cost of individual hardware items. This is a chargeable service. However, schools that have subscribed to the „Windows NT dedicated file server‟ or „network health check‟ support service will not be charged. What are the software criteria that will dictate how quickly I need to migrate? There will be two System Manager Modules, one for all the current Modules and one for the new SQL Modules. MIDAS will lose the ability to see Attendance information. Capita are trying to resolve this problem. There will be an Integrator Module that overnight copies data, such as new students and new staff etc, from the current Modules into the new SQL Modules. It is anticipated that secondary schools using the SIMS Examination module will be the first to make the migration and that SIMS Attendance users will follow them. Whilst it is NOT necessary to upgrade to MS SQL modules at the same time as SIMS FMS6 it is important to note that the hardware issues of both upgrades are similar and both should be considered as part of your revised ICT Development Plan. Schools planning to move to SIMS FMS6 in advance of the other new SIMS modules will be able to use the lower computer specification that FMS6 requires in the short term but should be planning on the need to upgrade. Will we need to do the upgrade ourselves? The upgrade will fall into two parts. Firstly, schools computer hardware needs to be of the Schools operating a small computer network will not require all of their workstations to be of such a high specification. However, if one of the new modules was to be used on a particular workstation then it may require upgrading. It is likely to require a 400 MHz processor with 128 MB of RAM. Microsoft Windows 95 or 98 will still be a suitable network workstation operating system. Schools using a dedicated file server may need to consider additional RAM for their file server and their main admin workstation(s) will need to match the specifications described above. Schools as part of this evaluation process may wish to consider again the advantages of a small admin network, or a computer network serving the whole school, and whether this would be beneficial. For many years ScoMIS have been advising that there is a need to upgrade computers every three years. This advice is as relevant today as it ever was! Advice and Support 2 correct specification to use the new SIMS modules. ScoMIS are able to supply and install new computers and carry out upgrades to existing systems. There are additional charges for these services. Alternatively schools may wish to make their own arrangements to undertake the work themselves or employ other contractors. We have not got copies of the software upgrades yet but the process, as described and demonstrated by Capita appears relatively complicated. As a result ScoMIS are planning on the basis that the migration will need to be undertaken by a ScoMIS technician on site. There will be a charge for this service. Those schools that have purchased the On-site SIMS upgrade installation service will not be charged an additional cost. available to every school. This will need to be spent in accordance with tight guidelines defined within the notification. Schools are asked to draw attention to any shortfall in their admin systems in their ICT development plans. Action Required Can you summarise what action I should be taking? 1. Check specification of admin PCs using ScoMIS computer utility or arrange for ScoMIS to come in and do so 2. Make decisions about when the school needs to migrate based upon usage of SIMS modules 3. Work out what new PCs or upgrades are required and when they need to be implemented by. 4. Review other admin ICT developments such as upgrading to a network. 5. Include proposals for migration in your ICT Development Plan – last date for submission 30 June 2001. Training Will there be any training available for the new SIMS Windows modules? The new Attendance in Windows Module looks very different but does the same job. Training courses for this new Module have already been published. The new Examinations Module looks and works in a very different way and training will be required for all users. These courses will available from the Autumn Term 2001 It is not anticipated that the migration to MS SQL products will have its own specific training need. However, when the new modules arrive this decision will be subject to review. Financial Assistance Are there any funds available to assist with the migration? Devon has been allocated £400k to bring forward the implementation of the DfEE‟s Information Management Strategy (IMS) to October 2001. One of the IMS requirements is that all schools hold a full database of up to date pupil information that can produce, and forward electronically to their LEA, the DfEE Pupil Level Annual School Census (PLASC) return in January 2002. Further information on how these funds can be used to support development of individual schools admin computer systems is being distributed to schools. It is likely that a grant of £900 will be 3