Access Migration Strategies Jeff Dumas Technical Specialist – SQL Server Microsoft Corporation [email protected] Tim Langrave President 2 nd Genesis

Access Migration Access Migration StrategiesStrategies

Jeff DumasJeff DumasTechnical Specialist – SQL ServerTechnical Specialist – SQL ServerMicrosoft CorporationMicrosoft [email protected]@Microsoft.com

Tim LangraveTim LangravePresidentPresident22ndnd Genesis Software Genesis Software

AgendaAgendaProblem OverviewProblem Overview

Migration Options and ConsiderationsMigration Options and ConsiderationsAccess ConversionAccess Conversion

Data MigrationData Migration

Application MigrationApplication Migration

ToolsToolsAccess Conversion ToolkitAccess Conversion Toolkit

SQL UpsizingSQL Upsizing

22ndnd Genesis .Net Migration Tools Genesis .Net Migration Tools

Q&AQ&A

Problem OverviewProblem OverviewKey Business ConcernsKey Business Concerns

Access 97 files are a primary obstacle to organizational upgrades of Access 97 files are a primary obstacle to organizational upgrades of Microsoft OfficeMicrosoft OfficeAccess databases created by business units that are not in Access databases created by business units that are not in compliance with company and regulatory security guidelinescompliance with company and regulatory security guidelinesAccess databases have limited security optionsAccess databases have limited security optionsAccess applications have grown beyond expectations and are Access applications have grown beyond expectations and are pushing Jet capacity limitspushing Jet capacity limitsDesire to leverage web technologies and new technology (.Net)Desire to leverage web technologies and new technology (.Net)Need to prioritize resources and improve business performance and Need to prioritize resources and improve business performance and agilityagilityNeed greater employee productivityNeed greater employee productivity

Information is disconnected, requiring rudimentary analysis time-after-Information is disconnected, requiring rudimentary analysis time-after-timetime

Greater alignment organizational strategic and operational goalsGreater alignment organizational strategic and operational goalsAs of Dec. 31st 2003, Access 97 will no longer be supported by As of Dec. 31st 2003, Access 97 will no longer be supported by Microsoft Product Support ServicesMicrosoft Product Support Services

Problem OverviewProblem OverviewWhat we’ve heard from What we’ve heard from customers…customers…Need a clear path to upsize Access Need a clear path to upsize Access

databases to .Net when necessarydatabases to .Net when necessary

Converting Access 9X databases to 200X Converting Access 9X databases to 200X can can be difficultbe difficult

Best practices for migrating and converting Best practices for migrating and converting databases need to be documenteddatabases need to be documented

Customers need to operate in mixed mode Customers need to operate in mixed mode with both Access 9X and 200X versionswith both Access 9X and 200X versions

Sharing Access Databases across a Sharing Access Databases across a network network can result in bandwidth issues unless can result in bandwidth issues unless properly designedproperly designed

Problem Overview Problem Overview Drivers and ObjectivesDrivers and Objectives

DriversDrivers• Unknown number and Unknown number and

configuration of Access configuration of Access databasesdatabases

• No enforceable No enforceable database security database security policypolicy

• Business critical Business critical systems are managed systems are managed by business unitsby business units

• Systems frequently Systems frequently have overlapping have overlapping functionality and data functionality and data setssets

• Systems are frequently Systems are frequently corrupted and in need corrupted and in need of maintenanceof maintenance ??

ObjectiveObjectivess• Known number, Known number,

configuration, owner, and configuration, owner, and purpose of Access purpose of Access databasesdatabases

• Enforceable policy for Enforceable policy for security and designsecurity and design

• Business critical systems Business critical systems are controlled by business are controlled by business units but under IT units but under IT supervisionsupervision

• Systems can by easily Systems can by easily linked and make use of linked and make use of existing functionalityexisting functionality

• Systems require Systems require less less maintenancemaintenance, have , have better performancebetter performance, and , and scalescale to meet additional to meet additional demand demand

Migration PathsMigration Paths

Migration paths includeMigration paths includeEliminateEliminate (no longer in use, should be (no longer in use, should be archived)archived)

ConfineConfine (leave the database in its existing (leave the database in its existing format and schedule maintenance)format and schedule maintenance)

UpgradeUpgrade (to current version of Access) (to current version of Access)

Split DatabaseSplit Database (migrate data to SQL (migrate data to SQL Server/Access backend, leave the front end in Server/Access backend, leave the front end in Access)Access)

ConsolidateConsolidate (move multiple similar databases (move multiple similar databases into one database and extract the front end into one database and extract the front end from the from the data layer)data layer)

Re-developRe-develop (to the .Net platform) (to the .Net platform)

What Can We Do To Help?What Can We Do To Help?

Access UpgradesAccess UpgradesAccess Conversion ToolkitAccess Conversion Toolkit

Split Database and ConsolidationSplit Database and ConsolidationAccess 2 SQL Server Migration Access 2 SQL Server Migration Resource KitResource Kit

Application MigrationApplication Migration.Net Migration Tools.Net Migration Tools





Customer conversion Customer conversion concernsconcerns

Customers not deploying Access XP Customers not deploying Access XP and Access 2003and Access 2003

Concerned about conversion problemsConcerned about conversion problems

Unknown number of databasesUnknown number of databases

How to handle mixed environmentHow to handle mixed environment

Do not know how to even start costingDo not know how to even start costing

Scoping the problem…Scoping the problem…Access 97 was a road block to Access 97 was a road block to customer deployments of Office XP customer deployments of Office XP and Office 2003and Office 2003

Driven by Customers and Microsoft field Driven by Customers and Microsoft field teamsteams

Action: Learn more about the Action: Learn more about the problemproblem

Conducted 20 customer site visitsConducted 20 customer site visitsCovered four countries: US, UK, Germany Covered four countries: US, UK, Germany and Franceand France

Surveyed over 1000 Access usersSurveyed over 1000 Access usersAcquired details on Access conversion errorsAcquired details on Access conversion errors

Result: Rolled up the findings to drive Result: Rolled up the findings to drive conversion toolkit requirementsconversion toolkit requirements

Problem researchProblem research

Customers had no idea of the scope of the Customers had no idea of the scope of the conversion problemconversion problem

Found that many of the conversion issues were Found that many of the conversion issues were false positivesfalse positives

DAO 2.5/3.5 conversion library errorsDAO 2.5/3.5 conversion library errors

Compile errors from original databaseCompile errors from original database

Unknown number of databases in the organizationUnknown number of databases in the organization

Customers needed better control of when/which Customers needed better control of when/which databases get converteddatabases get converted

Need more documentation about conversionNeed more documentation about conversion

Microsoft Office Access Conversion Microsoft Office Access Conversion ToolkitToolkit

Goal:Goal:Allow customers to complete their Allow customers to complete their deployment of Office XP/2003 by deployment of Office XP/2003 by reducing conversion pain associated with reducing conversion pain associated with Access 97 conversions.Access 97 conversions.

Scope Access usage and change Scope Access usage and change perception!perception!

Conversion Toolkit PlanConversion Toolkit Plan

Fix Access EXE in XP SP3 and 2003 Fix Access EXE in XP SP3 and 2003 SP1 to not report false errorsSP1 to not report false errors

Build tools that help the customer Build tools that help the customer understand the scope of the problemunderstand the scope of the problem

Have more comprehensive Have more comprehensive documentation about conversiondocumentation about conversion

Microsoft Office Access Conversion Microsoft Office Access Conversion ToolkitToolkit

Scanning ToolScanning ToolScans server share for MDB’s at the file level, Scans server share for MDB’s at the file level, DAO level and Access level propertiesDAO level and Access level properties

Reporting Front EndReporting Front EndCanned reports that make sense of the data Canned reports that make sense of the data returned from the scanning toolreturned from the scanning tool

Changes to the msaccess.exeChanges to the msaccess.exeCorrected top conversion errorsCorrected top conversion errors

eLearning and DocumentationeLearning and DocumentationBest practices and guidelines to aid our Best practices and guidelines to aid our customers through Access 97 conversioncustomers through Access 97 conversion

MSACCESS.EXE ChangesMSACCESS.EXE Changes

No longer record conversion errors No longer record conversion errors for:for:

DAO 2.5/3.5 compatibility layer DAO 2.5/3.5 compatibility layer referencereference

Jet SQL help library referenceJet SQL help library reference

Compile errorsCompile errors

Added NoConvertDialog database Added NoConvertDialog database propertyproperty

Scanning toolScanning tool

GoalsGoals

Interactive and command line usageInteractive and command line usage

Simplify development and Simplify development and maintenancemaintenance

Results easily imported by AccessResults easily imported by Access

Data CollectedData Collected

File PropertiesFile PropertiesDate CreatedDate Created

Date ModifiedDate Modified

DAO PropertiesDAO PropertiesCount of Tables, Queries, Forms, etc.Count of Tables, Queries, Forms, etc.

Connect Strings, Record CountConnect Strings, Record Count

Access PropertiesAccess PropertiesVBA ReferencesVBA References

Scanner Scanner DemoDemo

Reporting toolReporting tool

Reporting ToolReporting Tool

Access application that contains pre-built forms and reports to facilitate the scanning

Reporting ToolReporting ToolIntake dataIntake data

Import XML files from the scanner toolImport XML files from the scanner tool

Call scanning tool to analyze particular databasesCall scanning tool to analyze particular databasesSurface scanning options in UISurface scanning options in UI

Scan for databasesScan for databases

Search a server or share for databases to analyzeSearch a server or share for databases to analyzePresent user with list of databases to scanPresent user with list of databases to scan

Identify possible conversion issuesIdentify possible conversion issuesSearches properties for known Access conversion issuesSearches properties for known Access conversion issues

Missing / Bad referencesMissing / Bad references

Reserved names as object namesReserved names as object names

More…More…

Charts / ReportsCharts / ReportsOutline database complexityOutline database complexity

Allow user to see and interact with scanned informationAllow user to see and interact with scanned information

Reporting Reporting DemoDemo

DocumentationDocumentation

Step by Step through entire Step by Step through entire processes processes

Understanding the problem Understanding the problem

Deployment plansDeployment plans

Mixed environments Mixed environments

Splitting MDBsSplitting MDBs

Conversion errors Conversion errors

Best practices Best practices

Customer Site Visit Customer Site Visit FindingsFindings

Perceptions of Conversion IssuesPerceptions of Conversion Issues

Unidentified Scope of Number of Unidentified Scope of Number of Access Databases Corporate WideAccess Databases Corporate Wide

IT versus Department Control IssuesIT versus Department Control Issues

Specific Customer RequestsSpecific Customer Requests

““Comfort Factor” at the End of our Comfort Factor” at the End of our VisitsVisits

Perception of Access Perception of Access Conversion IssuesConversion Issues

Universally, customers expected that the Universally, customers expected that the process of converting their Access process of converting their Access databases was going to require intense databases was going to require intense manual user intervention on a database by manual user intervention on a database by database issue.database issue.

IT and Departmental personnel could not IT and Departmental personnel could not articulate what any expected conversion articulate what any expected conversion issues might beissues might be

Reputation and word of mouth seems to be Reputation and word of mouth seems to be the source of the customers conversion the source of the customers conversion expectations.expectations.

Unknown Use of Databases Unknown Use of Databases Corporate-WideCorporate-Wide

Since the IT departments in most company do not Since the IT departments in most company do not regulate Access use, they do not have any idea of regulate Access use, they do not have any idea of the number of databases they have corporate the number of databases they have corporate wide, what they are used for, and where they are wide, what they are used for, and where they are locatedlocated

IT acknowledged the reason why Access was used IT acknowledged the reason why Access was used and that it would continue to be used in the futureand that it would continue to be used in the future

Even with our tool to scan servers, tracking Even with our tool to scan servers, tracking individual owners / users / developers of individual owners / users / developers of databases will be difficult even on a small scaledatabases will be difficult even on a small scale

IT Versus Department UseIT Versus Department Use

Corporate Co-operation in providing Corporate Co-operation in providing tools to users to enable use of Access tools to users to enable use of Access databasesdatabases

Individual user technical abilities Individual user technical abilities dictate distribution methods and dictate distribution methods and ‘clean’ upgrade scenarios‘clean’ upgrade scenarios

Specific Customer Specific Customer RequestsRequests

Extensive and Complete Conversion Extensive and Complete Conversion DocumentationDocumentation

Support During Scanning, Planning and Support During Scanning, Planning and Conversion Phases of ProjectConversion Phases of Project

Reporting FeaturesReporting FeaturesRoll-Up Reports for Upper ManagementRoll-Up Reports for Upper Management

Graphical Representations of Usage, Quantities, Graphical Representations of Usage, Quantities, and Locationsand Locations

Detailed IT information on individual database Detailed IT information on individual database levellevel

Grouped Naming Detection FeaturesGrouped Naming Detection Features

““Comfort” FactorComfort” Factor

Company XCompany XIn Excess of 8,000 databases – we In Excess of 8,000 databases – we anticipate that less than 5 will require anticipate that less than 5 will require manual intervention with SP fixesmanual intervention with SP fixes

Company YCompany YThe use of Access databases is far more The use of Access databases is far more extensive than they thoughtextensive than they thought

Of those servers we scanned – we Of those servers we scanned – we anticipate that there we 0 databases anticipate that there we 0 databases that required manual intervention with that required manual intervention with SP fixesSP fixes





Access to SQL Server Access to SQL Server MigrationMigration

Reasons to considerReasons to considerApproaching 2GB file limitApproaching 2GB file limit

High concurrent user countHigh concurrent user count

Issues with database corruptionIssues with database corruption

Security considerationsSecurity considerations

IT ownershipIT ownership

Network bandwidth considerationsNetwork bandwidth considerations

Access 2 SQL Server Migration Access 2 SQL Server Migration Resource Kit WhitepapersResource Kit Whitepapers

Managing SQL Server after migrating multi Microsoft Managing SQL Server after migrating multi Microsoft Access Databases to a single SQL ServerAccess Databases to a single SQL Server

Building a SQL Server System Architecture to support Building a SQL Server System Architecture to support multiple migrated Microsoft Access Databasesmultiple migrated Microsoft Access Databases

Migrating Microsoft Access Reports to SQL Server Reporting ServicesMigrating Microsoft Access Reports to SQL Server Reporting Services

Migrating Access Applications to .NET and SQL ServerMigrating Access Applications to .NET and SQL Server

Key differences between Microsoft Access and Microsoft SQL ServerKey differences between Microsoft Access and Microsoft SQL Server

Migrating from Microsoft Access to Microsoft SQL Server Migrating from Microsoft Access to Microsoft SQL Server – What you need to know– What you need to know

Scanning and Categorizing you Microsoft Access DatabasesScanning and Categorizing you Microsoft Access Databases

When to migrate from Microsoft Access to Microsoft SQL ServerWhen to migrate from Microsoft Access to Microsoft SQL Server

Microsoft Access v Microsoft SQL Server, what's right in Microsoft Access v Microsoft SQL Server, what's right in your Organizationyour Organization





Q & AQ & A

© 2004 Microsoft Corporation. All rights reserved.This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

Documents

Access Migration Strategies Jeff Dumas Technical Specialist – SQL Server Microsoft Corporation [email protected] Tim Langrave President 2 nd Genesis