Upgrading FileMaker – Maturity Framework and RoadMap.
FileMaker Maturity Framework.
A FileMaker maturity framework is a model that helps organisations assess the state of their FileMaker solutions and development practices. This framework isn’t about simply having a database; it’s about evaluating how well your solutions are designed, managed, and aligned with your business’s strategic goals. The framework is typically broken down into progressive levels, with each level representing a higher degree of sophistication and effectiveness.
Here is a 5-level FileMaker Maturity Framework, ranging from initial, ad-hoc solutions to a fully governed, optimised, and integrated platform.
Level 1: Initial (Ad-Hoc & Chaotic)
This is the starting point for many organizations. Solutions at this level are often created quickly to solve an immediate, specific problem. They typically lack a broader, long-term vision.
Characteristics:
Development: Ad-hoc, often done by a single individual with limited FileMaker knowledge.
Governance: Non-existent. No naming conventions, documentation, or version control.
Performance: Poor, with slow layouts and unstored calculations.
Security: Weak. Full-access accounts are common, and data is often unencrypted.
Integration: Solutions are isolated “islands” of data.
Goal: Move to a more structured approach by establishing basic best practices.
Level 2: Managed (Siloed & Reactive)
At this level, the organization recognizes the value of FileMaker and begins to apply some structure. However, development is still reactive and often limited to individual departments.
Characteristics:
Development: Basic best practices are inconsistently applied (e.g., some naming conventions).
Governance: Some informal documentation exists, but it’s not standardised.
Performance: Solutions may have performance issues due to a lack of deeper optimisation knowledge.
Security: Basic security is implemented (e.g., separate user accounts with limited privileges).
Integration: Data remains largely siloed, with limited connections between solutions.
Goal: Establish consistent standards and move towards a centralised development model.
Level 3: Defined (Centralised & Standardised)
This level marks a significant step forward. The organisation has a dedicated FileMaker development team or a defined center of excellence. Best practices are formalised and consistently applied across all solutions.
Characteristics:
Development: A dedicated team follows established design patterns and scripting standards.
Governance: Formal processes for development, testing, and deployment are in place. Code is version controlled.
Performance: Proactive performance tuning and monitoring are implemented.
Security: Comprehensive security is enforced, including strong passwords, external authentication, and robust privilege sets.
Integration: Solutions are designed with a focus on data reuse and may integrate with other systems via the FileMaker Data API.
Goal: Leverage the FileMaker platform for strategic business initiatives and deeper integration.
Level 4: Quantitatively Managed (Data-Driven & Proactive)
At this level, the organization uses metrics to measure the effectiveness of its FileMaker solutions and development processes. Decisions are based on data, not just intuition.
Characteristics:
Development: The team uses tools to analyse solutions and identify areas for improvement (e.g., unreferenced objects, complex script dependencies).
Governance: KPIs and metrics are used to track solution performance, uptime, and development velocity.
Performance: Proactive monitoring tools are in place to detect and resolve performance bottlenecks before they impact users.
Security: Regular security audits are conducted, and a formal incident response plan is in place.
Integration: Solutions are part of a broader, integrated IT ecosystem, using Claris Connect or other tools to automate workflows across multiple platforms.
Goal: Achieve true business-wide innovation and gain a competitive advantage through technology.
Level 5: Optimised (Innovative & Strategic)
The highest level of maturity. The FileMaker platform is a core strategic asset that is constantly evolving to meet business needs. The organisation is a leader in its use of the platform.
Characteristics:
Development: The development team acts as an internal innovation hub, prototyping new solutions with cutting-edge FileMaker and Claris technologies (e.g., Claris Studio, AI integration).
Governance: The platform is governed by a strategic steering committee that aligns its roadmap with corporate goals.
Performance: The platform is highly scalable and resilient, with advanced monitoring and self-healing capabilities.
Security: A “zero trust” security model is implemented.
Integration: FileMaker solutions are seamlessly integrated with a variety of external systems, including cloud services, IoT devices, and other enterprise applications.
FileMaker Maturity Roadmap
A FileMaker roadmap outlines the steps to move from your current maturity level to a desired future state. It’s a living document that should be reviewed and updated regularly.
Phase 1: Assessment & Planning (Months 1-3)
Assess Your Current State:
Catalog all existing FileMaker solutions.
Interview key stakeholders and users to understand pain points.
Use a FileMaker analysis tool (like Inspector Pro or BaseElements) to audit your solutions’ technical debt.
Define your current maturity level based on the framework above.
Define Your Target State:
Identify which maturity level you want to achieve within a realistic timeframe (e.g., 1-3 years).
Prioritise business goals and translate them into FileMaker objectives (e.g., “reduce manual data entry by 50%,” “provide secure web access for all employees”).
Formulate the Roadmap:
Create a high-level plan with key initiatives, timelines, and responsible parties.
Focus on quick wins to build momentum and show immediate value.
Phase 2: Foundational Improvements (Months 4-12)
Standardise Development Practices:
Develop and document naming conventions for fields, scripts, and layouts.
Formalise the development process, including a dev-test-production environment.
Enhance Security:
Implement strong passwords and privilege sets for all users.
Enable external authentication if possible.
Review and secure all FileMaker Server settings.
Improve Performance & Stability:
Run a performance audit on critical solutions.
Archive or delete old data to reduce file size.
Optimize layouts by reducing unstored calculations and complex portals.
Establish a regular backup schedule and test a restore.
Phase 3: Strategic Expansion & Integration (Months 12-24)
Integrate with Business Systems:
Explore using the FileMaker Data API to connect with accounting systems, CRMs, or other business intelligence tools.
Consider Claris Connect to automate workflows between FileMaker and other cloud services.
Modernise User Experience:
Review and redesign key layouts for improved usability on desktop, mobile (FileMaker Go), and web (WebDirect).
Implement new features, such as Kanban boards or custom dashboards, using modern design patterns.
Establish a Governance Model:
Form a cross-functional governance committee to manage the FileMaker platform.
Define a process for new solution requests and maintenance.
Train developers and power users on the new standards.
Phase 4: Innovation & Optimisation (Ongoing)
Continuous Improvement:
Regularly review performance metrics and user feedback.
Conduct code reviews to ensure standards are being followed.
Explore New Technologies:
Stay current with new releases from Claris, particularly the integration of Claris Studio and new AI features.
Pilot new technologies to solve complex business problems.
Maintain Documentation:
Ensure all solutions are well-documented.
Create a knowledge base for developers and users.