USING SQL SERVER MANAGEMENT STUDIO TOOLS TO BACKUP AND MAINTAIN PORTFOLIOCENTER DATA

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1 USING SQL SERVER MANAGEMENT STUDIO TOOLS TO BACKUP AND MAINTAIN PORTFOLIOCENTER DATA Using SQL Server Management Studio for the Standard Edition of SQL Server, you can create maintenance plans to create database backup files and to optimize it for the best possible recovery of data during use. It is recommended you create and implement both maintenance plans in this document they run at different intervals and perform separate but complimentary functions. The two maintenance plans recommended for use with the PortfolioCenter database are: The Backup/Disaster Recovery Maintenance Plan, scheduled to run daily, creates a database backup file and analysis to ensure the integrity of the backup. See the steps starting on page 2 to create this maintenance plan. The Database Optimization Maintenance Plan, scheduled to run once a week, can improve speed and should optimize the database. See the steps starting on page 5 to create this maintenance plan. Important The maintenance plans described in the steps below are only available for users of Standard and Enterprise Editions of SQL Server. Users of Express Edition of SQL Server do not have these tools available in SQL Server Management Studio. The steps provided in this document are to be used as guidelines for setting up maintenance plans. For additional information about using SQL Server Management Studio, contact a certified Database Administrator or Microsoft support. There are many ways to back up your PortfolioCenter database. See Developing a Backup Plan for alternative methods of backing up PortfolioCenter data. The times of day and databases selected in this document are suggestions and the computer must be on for the plans to run. Select days and times for each maintenance plan that best suits your business and when you know the computer will be on and available. Test each maintenance plan you create to ensure it works properly and the way you expected before implementing them in your office. This document does not include steps for testing the maintenance plans. Contact Microsoft Support with any questions about Microsoft SQL Server Management Studio. OPENING MANAGEMENT STUDIO AND STARTING THE MAINTENANCE PLAN WIZARD The steps in this section show you how to open SQL Server Management Studio and start the Maintenance Plan Wizard. 1 From the desktop of the PortfolioCenter server, open Microsoft SQL Management Studio: Start All Programs Microsoft SQL Server <version> SQL Server Management Studio 2 In the Connect to Server dialog, select the appropriate settings: Server Type: Database Engine Server Name: computer name followed by the \PORTFOLIOCENTER instance Authentication: Windows Authentication Click the Connect button. DocumentID: SPT Last Updated: August 29, 2013

2 3 Click the plus icon to the left of the Management node. 4 Right-click the Maintenance Plans node and select Maintenance Plan Wizard from the menu. 5 If you see the opening page of the wizard, click Next to bypass the first page. BACKUP/DISASTER RECOVERY MAINTENANCE PLAN This maintenance plan, scheduled to be used daily, creates a backup file and analyzes the data to ensure the backup is valid. 1 On the Select Plan Properties page enter or select the following settings: Name -- PortfolioCenter Backup Description -- a description like PortfolioCenter backup Schedule Settings -- Single Schedule Click the Change button to enter the schedule. 2 On the schedule dialog, select: Schedule Type recurring; check the Enabled box Occurs Field weekly Recurs every 1 so the backup occurs each week, and then Check boxes for each day of the work week: Monday through Friday. Occurs Once At: select the time of day. Enter a time when the computers are on, but there is no demand for PortfolioCenter, such as 3:00 AM. Start Date select the start date of the recurring activity. No End Date ideally, you want this activity always take place. Review all the settings in the Description section of the Summary section at the bottom of the dialog. Click OK to save the changes and return to the Select Plan Properties page. 3 Click Next on the Select Plan Properties page to continue. 4 On the Select Maintenance Tasks page, check the following tasks: Check Database Integrity Backup Database (Full) Maintenance Cleanup Task 5 On the Select Maintenance Task Order page, verify that the order of the tasks is (1) Check Database Integrity and then (2) Back Up Database (Full). Using SQL Server Management Studio Tools to Backup and Maintain PortfolioCenter Data Page 2 of 6

3 6 On the Define Database Check Integrity Task, select Specific Databases in the Databases field. A list of the available databases appears under the These Databases setting check the box next to each database to include in this maintenance plan. Include all databases you use regularly in PortfolioCenter, plus PORTFOLIOCENTER, Master and msdb databases. You do NOT need to include Staging1 and ImportExport. Check the Include Indexes box, and then click OK to close the Database Selections window. 7 On the Define Backup Database (Full) Task window: Databases field -- click the down arrow to the right of the Database(s) field and check the names of each PortfolioCenter database you are backing up. This field appears as Specific Databases when completed. Backup Component - select Database. Backup Set will Expire unchecked Back up to -- Disk. Select Create a backup file for every database Folder - browse to the folder to store the backup file Create a sub-directory for each database checked Backup File Extension BAK Check the Verify Backup Integrity box. Using SQL Server Management Studio Tools to Backup and Maintain PortfolioCenter Data Page 3 of 6

4 8 On the define maintenance clean up task page: Delete files of the following type backup files File Location search folder and delete files based on an extension Folder browse to the same location as the backup files in step 7. File Extension BAK Include First Level subfolders checked Delete Files based on the age of the tile at task run time checked Delete files older than the following 1 week Click Next Note It is a best practice to keep older versions of backup files on a once-a-week or once-a-month basis. If you follow this best practice, move the backup file you want to keep to a different directory so the File Age setting does not delete the file. 9 On the Select Report Options, check the Write a Report to a Text file option, and then browse to the folder you want to store the report. Click Next. 10 On the Complete the Wizard page, expand each task to verify the settings selected, and then click Finish. 11 The wizard adds the tasks to the maintenance plan. When it completes, Click the Close button to close the wizard. Using SQL Server Management Studio Tools to Backup and Maintain PortfolioCenter Data Page 4 of 6

5 DATABASE OPTIMIZATION MAINTENANCE PLAN This maintenance plan, scheduled to be used weekly, can optimize the database to improve speed of accessing data. 1 On the Select Plan Properties page enter or select the following settings: Name -- PortfolioCenter Backup Description -- a description like Re-Index Databases Schedule Settings -- Single Schedule Click the Change button to enter the schedule. 2 On the schedule dialog, select: Schedule Type recurring; check the Enabled box Occurs Field weekly Recurs every 1 so the optimization occurs each week Check the box for one day of the week to perform the task when the computer will be on and the demand for PortfolioCenter is low, such as Sunday. Occurs Once At: select the time of day. Enter a time when the computers are on, but there is no demand for PortfolioCenter, such as 3:00 AM. Review the settings in the Description section of the Summary section at the bottom of the dialog. Click OK to save the changes and return to the Job Schedule Properties page. 3 Click OK to close the Job Schedule Properties Window 4 Click Next on the Select Plan Properties window to continue. 5 On the Select Maintenance Tasks window, check the boxes for Reorganize Index and Update Statistics. 6 On the Select Maintenance Task Order page, rearrange the tasks by selecting the task and clicking either the Move Up or Move Down button. The tasks should be in the following order: 1. Reorganize Index 2. Update Statistics Click Next to continue 7 On the Define Reorganize Index Task page: Databases: click the down arrow to the right of the Database(s) field and check the names of each PortfolioCenter database you use, as well as the Master and msdb databases. This field appears as Specific Databases when completed. Compact large objects - checked click Next. Using SQL Server Management Studio Tools to Backup and Maintain PortfolioCenter Data Page 5 of 6

6 8 On the Define Update Statistics Task page: Databases: click the down arrow to the right of the Database(s) field and check the names of each PortfolioCenter database you use, as well as the Master and msdb databases. This field appears as Specific Databases when completed. Update -- All Existing Statistics Scan Type -- Full Scan. 9 On the Select Report Options, check the Write a Report to a Text file option, and then browse to the folder you want to store the report. Click Next. 10 On the Complete the Wizard page, verify settings selected, and then click Next. 11 The maintenance plan wizard adds the tasks to the maintenance plan. When it completes, click the Finish button. For institutional audiences only Schwab Performance Technologies ( SPT ). All rights reserved PortfolioCenter is a product of Schwab Performance Technologies ( SPT ). SPT is a subsidiary of The Charles Schwab Corporation separate from its affiliate Charles Schwab & Co., Inc. ( CS&Co ). CS&Co is a registered broker-dealer and member SIPC that provides brokerage services, while SPT licenses software and provides related technology products and services. Individual names, account numbers and contact information listed in this document are fictional and not intended to reflect any existing individuals. Both real and fictional securities are listed in the document. Securities and strategies reflected in the document are for educational purposes only and are not, nor should they be construed as, recommendations to buy, sell, or continue to hold any investment nor do the accounts listed reflect individual securities accounts or holdings. Any similarity to an existing individual or account is purely coincidental. Screen shots are provided for illustrative purposes only and may be abridged. Using SQL Server Management Studio Tools to Backup and Maintain PortfolioCenter Data Page 6 of 6