FileMaker Server Database Administrator (Part time role & remote)

Title: FileMaker Server Database Administrator

Location: Austin, TX (Part-time & Remote)

Client: Office of Public Insurance Counsel (OPIC) -(OPIC2025002)

Duration: 2 Months

Due date: 10/14/2025

Services are expected to start 10/20/2025 and are expected to complete by 12/15/2025. Total estimated hours per Candidate shall not exceed 120 hours.

Description of Services:

The Agency has an on-premise installation of Claris FileMaker Server v13 software. The Agency needs to recover administrative-level user access to this software and then port the database running on it to FileMaker Cloud. This project would occur in three successive phases.

In Phase 1 of the project, project staff will recover administrative-level user access to FileMaker Server v13. Project staff will then create new administrative-level user access credentials for the Agency. Finally, project staff will create two (2) backups of the database running on the FileMaker Server software.

In Phase 2 of the project, project staff will create a new database for the Agency on the FileMaker Cloud platform. This database will be identical to the structure (schema) of the Agency s existing on-premise FileMaker database.

In Phase 3 of the project, project staff will upload a copy of the Agency s on-premise FileMaker database to the new FileMaker Cloud database created in Phase 2. Project staff will then verify the success of the database transfer to the cloud via a series of verification checks.

1. Background

The Agency desires to modernize its database infrastructure by moving to FileMaker Cloud. To do this, the Agency needs project staff to access its instance of FileMaker Server v13 and backup the database running on it, create a new instance of its database on the FileMaker Cloud platform, and then transfer a copy of its existing on-premise FileMaker database to FileMaker Cloud.

The Agency s existing on-premise database has approximately 7,300 records. Each record has the same forty-five (45) fields:

• 25 Text fields
• 9 Number fields
• 4 Date fields
• 4 Calculation fields
• 3 Summary fields

The database does not appear to have any container fields. The Agency already has a subscription to FileMaker Cloud.

1. Scope of Work

Phase 1: Recover Admin-Level Access to FileMaker Server

Project staff will gain administrative-level user access to the Agency s on-premise instance FileMaker Server v13 and create a new set of administrative-level access credentials for the Agency. Project staff will then create two local backups of the Agency s FileMaker database.

Recover administrative-level user access to FileMaker Server v13.

Create one (1) set of administrative-level user access credentials to FileMaker Server.

Create two (2) backups of the database running on FileMaker Server.

Phase 2: Create New Database in FileMaker Cloud Identical in Structure to Existing On-Premise Database

Project staff will create a new (unpopulated) database on the FileMaker Cloud platform that duplicates the structure (schema) of the Agency s existing on-premise FileMaker database.

Create new database on FileMaker Cloud duplicating the existing on-premise database structure and function.

Phase 3: Transfer a Copy of the On-Premise FileMaker Database to FileMaker Cloud.

Project staff will upload a copy of the Agency s on-premise FileMaker database to the new FileMaker Cloud database created in Phase 2. Using the existing on-premise database as a reference, project staff will then verify that the new cloud database is accurately populated and fully functional.

Verify readiness of on-premise FileMaker database copy for upload to FileMaker Cloud

Remediate any pre-upload issues (if necessary)

Upload database copy to FileMaker Cloud

Verify cloud database functionality and accuracy by...

Ensuring all records have successfully uploaded

Ensuring all record data fields function properly

Selecting at least 350 nonsequential records and comparing them to the same record in the on-premises database to ensure all data fields have properly populated

Certifying the above to the Agency

may be adjusted to uploading a sample of individual records should no backup copy of the Agency s entire database be successfully created during Phase 1. A modified version of Task 3.3.4 would then follow. The Agency and project staff will mutually agree upon a revised sample size for Task 3.3 and verification process for Task 3.4 if Phase 1 work cannot be completed.

Deliverables

Phase 1

(1) One (1) set of functional FileMaker Server administrator-level user access credentials.

(2) Two (2) backup copies of on-premise FileMaker database.

Phase 2

(3) New FileMaker Cloud database identical in structure and function to existing on-premise FileMaker database.

Phase 3

(4) Populated and functional FileMaker Cloud database.

(5) Certification that all database records have successfully transferred to cloud.

(6) Certification that all record data fields function properly.

(7) Report on test of 350 nonsequential records.

(8) Certification that cloud database is accurately populated and fully functional

Required skills:

4 Years of experience recovering FileMaker Server access, experience working with FileMaker Server and FileMaker Cloud, and experience transferring on-prem FileMaker databases to FileMaker Cloud.