FMS Archive

[robjduk]

Morning all,

We are moving away from FMS shortly and although we are licensed with FMS for the best part of another year, I need to find a way to archive the data without keeping the server going. Migrating data to the new system appears to not be an option so can I assume I can create a report with literally every supplier and transaction ever made and export to excel? It wouldn't be a great experience but would allow us to look up old data if a query arises.

 

Is a giant report the best option, or is there a better way? I don't want to have to keep the server alive for years, in case (let alone the license issue this would raise).

 

Suggestions welcome!

[Homer]

I'd keep the box alive, but shut down ready for use on demand through RDP once you're past the early days post migration. Yes, you could export the GL/suppliers/etc but you may miss something and it's just not worth the agg if finance can't find something.

 

That's just what I'd do!

[Rob_D]

I'd keep the box alive, but shut down ready for use on demand through RDP once you're past the early days post migration.

 

This is what we've done. I've got a calendar note to check in with finance in 5 years time to check they're happy with the server being deleted.

[synaesthesia]

Not FMS but for another finance system, rather than having a server sat redundant I've moved it all onto a laptop for the relevant staff to use as it shouldn't be needed too often. Saves energy costs, hypervisor resources, and as it's read only there's no loss should something happen & a backup is easily retrievable.

[robjduk]

This is what we've done. I've got a calendar note to check in with finance in 5 years time to check they're happy with the server being deleted.

 

finance is never happy

[Aprice]

I presume it's the same as SIMS where you are 'supposed' to delete it at the end of your contract as you would be using their IP without licence.

I'm sure I remember threads on here about having to sign something to confirm that it has been deleted.

Would make me nervous having to delete a schools SIMS or FMS data.

 

Looking at this it looks like without an in date key it won't let you in anyway: https://www.schoolicts.co.uk/sims-license-campaign/

Edited August 5, 2024 by Aprice

[TwistedHelixis]

I just took a copy of the server VM and put that somewhere safe, then shutdown the VM. When I install a new host, ill copy the VM over but leave it turned off unless its needed.

[robjduk]

I presume it's the same as SIMS where you are 'supposed' to delete it at the end of your contract as you would be using their IP without licence.

I'm sure I remember threads on here about having to sign something to confirm that it has been deleted.

Would make me nervous having to delete a schools SIMS or FMS data.

 

Looking at this it looks like without an in date key it won't let you in anyway: https://www.schoolicts.co.uk/sims-license-campaign/

 

This.

 

Not only do I not want unlicensed software (even if it is SIMS/FMS) but I don't want the ballache of maintaining a server holding the data it does just because someone may want to look back and see if they bought a teapot 5 years ago.

 

I'll play about with the reports. I'm hoping either through FMS or SQL I can pull a huge CSV of every transaction. It won't be pretty but will work as an emergency archive.

 

Thanks all

[HarryMonkey]

Isn't there a legal requirement to keep all financial data for 6 years?

[Aprice]

Isn't there a legal requirement to keep all financial data for 6 years?

 

I guess it's a case of making sure that all the financial data has been exported prior to the end of contract.

 

or continue to pay for FMS and it's replacement for a further 6 years, which I'm sure nobody will do.

 

I'd be interested to know if FMS does need a valid key in order to actually launch, in which case holding onto the VM seems a bit pointless.

[Jawloms]

I'm sure in one of my chats with ESS when we came away from FMS that when you stop paying, you are no longer entitled to any upgrades. Ours certainly still works three years on. Just don't try and move it to a new server as you won't be able to install it the normal way.

[Rob_D]

I'm sure in one of my chats with ESS when we came away from FMS that when you stop paying, you are no longer entitled to any upgrades. Ours certainly still works three years on. Just don't try and move it to a new server as you won't be able to install it the normal way.

 

That's the same impression I got. If you've got on-site SIMS/FMS (and possibly a pre 2021 contract) then you have a perpetual license to use the software.

[HarryMonkey]

One of my schools has just moved to SIMS connected and is now using another provider for its financial package. However, when I spoke to the engineer who did the migration he said that the FMS data would stay on the existing server purely for historical archive purposes. Nothing was said about relicencing it.

[HarryMonkey]

I just checked and, no, it doesn't need a licence for archival use.