C&P system management terms explained If you're new to Clients & Profits, you'll probably run across these unfamiliar terms: Updates contain minor revisions, enhancements, and fixes to the Clients & Profits software. They are released every quarter for C&P Pro and twice a year for C&P Classic and are available free to users with support subscriptions. Updates are available for downloading from the C&P X web site. Updates are announced on the What's New web page and via email to members of the C&P X User Group. You aren't required update your software (we still support every version we've ever made). Upgrades are new versions of Clients & Profits that feature substantial new features. Clients & Profits upgrades are produced roughly every two years. Upgrades are usually more work to install than updates and sometimes require some automatic data conversion. Upgrades are optional and often are sold separately. Patches are mini-applications that fix bugs between regularly updates. They are used temporarily to solve problems that can't wait to be fixed until the next update (which are rare). The fixes include in patches are always included in the next updates. Plug-ins are mini-applications that add custom functions to Clients & Profits, such as printing a custom form. Some consultants provide plug-in programming for an extra cost. My C&P! is a web server add-on that offers real-time, browser-based access to jobs, traffic, time cards, and more from any internet connection. Omnis is the 4GL relational database management system in which Clients & Profits was developed. It is the engine that runs Clients & Profits, much like Excel is the engine that runs spreadsheets.

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Jerry Bray, Maryland-based Harvey & Daughters' CEO, played a crucial role in choosing Clients & Profits. The agency pulled key staffers from both the creative and business sides of the shop to work on the initial setup. "We even brought in a C&P consultant a few times to ensure that we got it all right the first time," he says.

Managing your agency's database might sound like an overwhelming responsibility, but the chore can be subdivided into three key responsibilities: (1) database backup, (2) communicate with users, and (3) take a proactive role in maintenance.

Safety first

First, back up your database daily to a reliable, removable media like DAT tape or a CD-R. Save at least one week's worth of data (two is better) before rotating the storage media to overwrite it. Also, establish a rotation procedure so that you are taking one copy of your backup off site to protect it from fire, floods, theft and other disasters. Be sure to make a monthly backup of your database for safekeeping. "We use Retrospect and DLT tapes to back up all files overnight, Monday through Friday," says Marilyn Power, operations director at Fort Worth-based Stuart Bacon. She keeps a couple of spare tapes on hand in case one becomes damaged so the backup routine is never disrupted. "I also take the two most recent backup tapes home with me in the evenings," she says.

Restore and check your back up periodically so you are certain that the procedure is working. And make sure someone else knows how to run, restore, and check the backup in case the system manager is unavailable. Drin Gyuk, systems administrator at Chicago-based Piper Studios, taped instructions on the backup hardware "so anyone could do it." They even chose a staff member to make backups just in case Drin isn't around.

Communicate with users

Until users get accustomed to contacting the system manager immediately if something unusual occurs, ask them each day.

Keeping lines of communication open can help identify any potential problems before they become disasters.

But if something does go awry, it's always the users who discover it first. The sooner it's investigated, the sooner its true nature can be determined and the problems solved. It can be something as simple as a cable: "After having troubles for some time, we had our cabling tested and found some bad cables," says Jennifer Glick, director of operations at the Princeton-based Rainier Corp.

The C&P system manager is not just a techno-geek; there's also a human side to system management. "I'm involved with our users on a daily basis," says Jerry, Harvey & Daughters' CEO, "so I quickly know if something is wrong. For us, it's rarely a database issue; our system is pretty stable." He gets involved in training new employees to ensure that they know how to correctly use the software. "After all," he says, "using Clients & Profits well has been the key to our success."

B-E A-G-G-R-E-S-S-I-V-E

The best Clients & Profits system managers take an active role in managing the database. First, they learn as much as they can about the care and maintenance of the database, starting with the Clients & Profits Database Guide. It's an essential resource that includes troubleshooting and repair information, and identifies the common causes of data corruption. Second, check the "What's New" page on the Clients & Profits web site every Monday for news, tips, updates and other information. Third, sign up for the System Manager online user group to exchange tips, solutions, and answers with other C&P system managers.

It takes a special person to be the C&P system manager, particularly when the responsibility is piled on top of other work. But if you break down the responsibilities into manageable tasks, the duty becomes less stressful&endash;and gives you a chance to be the hero (cape not included).

Mindy Williams is a senior member of the Clients & Profits Helpdesk. She teaches the new-user training classes and edits the quarterly newsletters.