FileMaker Pro to Microsoft SQL Server (MS SQL) Migration

The business refurbishes IT equipment in three key areas: PCs/Laptops, AV, and Networking.

The current FileMaker Pro system handles order intake (goods-in), tracks unit-level details (brand, model, serial, spec, upgrades), manages engineering workflow (notes, statuses, ready-to-ship), and records shipping info. It also stores commercial data (purchase & shipping prices ex-VAT), supports basic reporting (daily/weekly outputs), and provides user-facing screens to process stock quickly.

This project migrates to a cloud-hosted MS SQL database with a custom internal web app: React (Tailwind + chart library) front-end and a thin API (Node/.NET) that serves data and KPIs. The UI must match or improve current layouts and support core KPI dashboards.

This scope includes Sections 1–3 only. Section 4 (automation, real-time P&L, AI) is not to be implemented now; a separate Technical Backdrop describes groundwork. Sections 1–3 must be built with future expansion in mind.

Section 1 – Core Migration to MS SQL

Objective: Recreate FileMaker logic and data in a normalized, indexed MS SQL schema, ready for API consumption.

Deliverables

Cloud-hosted MS SQL setup with least-privilege access control.

Logical data model & ERD (from FileMaker exports/screenshots).

Normalized schema with PK/FK, key indexes, and core views.

Full data migration (cleansing, transformation notes, reconciliation).

Reference tables (suppliers, engineers, statuses, codes, brands, categories, channels).

Documentation: schema guide, migration steps, backup/restore process.

Acceptance Criteria

Row counts validated; FK relationships enforced.

Sample lookups return in ~1s or less.

Backup and restore tested and documented.

Section 2 – Custom UI + API

Goal: Deliver an internal web app as usable as (or better than) FileMaker, with a thin API layer.

Frontend (React + Tailwind) – Minimum Screens

Goods-In: intake, supplier link, statuses, notes, timestamps.

Production Worksheet: engineer queue, actions/notes, ready-to-ship toggle.

Dispatch/Shipping: ready list, carrier/label refs, shipped timestamps.

Search/Record View: search by SKU/serial/unit; editable detail view with validation.

API (Node/.NET)

REST endpoints for units, goods-in, shipments, production queues, engineers, KPIs.

Server-side validation; created_by/updated_by and timestamps.

Internal/trusted users now; design to accept OIDC/Azure AD later.

Acceptance Criteria

All workflows achievable with same or fewer clicks vs FileMaker.

Field validation + audit fields recorded.

Responsive for desktop use; access limited to internal/trusted users.

Section 3 – KPI Dashboards & Reports

KPIs Required

Time from goods-in to finished/ready-to-ship/shipped (per unit & per batch).

Engineer throughput (units/day or week); flag returns if available.

Shipping volumes (daily/weekly), sliced by brand/supplier/category.

Basic batch profitability: purchase + logged costs vs revenue (where data exists).

Deliverables

React KPI views (charts/tables via Recharts/Chart.js) backed by API/SQL views.

Exports: daily/weekly in CSV/PDF (server-side export endpoint); Google Sheets optional later.

Brief docs: KPI definitions and SQL per card.

Acceptance Criteria

KPI outputs match test calculations on supplied data.

Scheduled or manual exports work as expected.

Inputs We Provide

FileMaker exports (CSV/Excel), layout screenshots.

Sample KPIs and example calculations.

SQL credentials and app/API environment (or guidance).

Named contacts for testing/decisions.

Out of Scope

Automation, live P&L, smart pricing, forecasting (see Technical Backdrop).

Amazon SP-API, Linnworks, Repricer, etc., beyond preparatory schema/API surfaces.

Public/external UI; mobile optimization.

Non-Functional Requirements

Security: Least-privilege access; secrets not in repos (use env/KeyVault).

Backups: Daily backups; at least one restore tested successfully.

Performance: Fast queries (<~2s) on typical volumes.

Docs: ERD, schema dictionary, KPI SQL, backup/migration runbooks, API spec.

Minimal Performance Standards

Indexes: Primary keys + selected non-clustered indexes (e.g., Serial_Number, Status).

Lookups: Lists and common queries should feel instant (<0.5s).

Dashboards: Pre-aggregated tiles load in <1s on current volumes.

Fixes: Any slow query at handover must include an implemented fix.

Housekeeping: Daily backups in place; restore test documented.

Timeline & Questions

We see this as a 2–3 week exercise. Please raise questions early, and provide feedback on timings and costs. A slightly extended version of this brief exists if needed.

Thank you.