RecTrac 10.3 to 3.1 Migration Planning Timetable
Table of Contents
Introduction
The RecTrac 103 to 3.1 Migration constitutes a major undertaking, the end result of which will be a superior product and interface for your staff and your customers for years going forward.
Unlike other major RecTrac version upgrades you've experienced (i.e. 10.1 to 10.2, 10.2 to 10.3, etc.), the 10.3 to 3.1 migration is more complicated due to substantial changes in user interface, terminology, procedures and processes and even the way data is interpreted. Users will need to spend time in the software well ahead of the planned migration date to learn the new screens and procedures. As a RecTrac administrator, you will have many operational decisions to make because there are new and better ways of doing certain processes in 3.1.
Due to this, Vermont Systems is urging our customers to start planning your 3.1 Migration months in advance of the actual date. We feel that anything else is a disservice to your staff and patrons, because it really is that complex.
We cannot stress enough the importance of "facetime" in front of RecTrac 3.1 in advance of the migration, both for yourself and your staff.
Suggesting that RecTrac 3.1 is "only a complete re-write of RecTrac" does not do justice to the scope of the change. Many of the general RecTrac concepts remain, and it will be your data on the screens and reports, but everything will seem alien at first. More important, many of the procedures that are second nature for your staff have changed completely(no more Global Cancel/Changes?). There are hundreds of small changes that are easy to take for granted, until a user asks a seemingly simple question, like “Where’s my facility calendar?” or “What’s a Service Item? There will be dozens of scenarios during the run up to the Conversion where you will ask yourself, "How are we going to handle that in 3.1?" Every transaction that is slightly unusual, any workaround or shortcut that your staff has grown used to over the years, all the tasks you do on autopilot in 10.3 – it all has to beset up, re-engineered, tested, and rolled out to users. Keep this in mind as you prepare your Conversion Plan.
In order to help you plan for this transition, Vermont Systems provides the following document to highlight available training aids for you and your staff as well as to provide a an outline of general benchmarks for items on which you should be focusing in the months leading up to your conversion.
The following should give you a general sense of the order of operations so that you can be as prepared as possible.
IMPORTANT NOTE: Vermont Systems feels it is in your best interest NOT to migrate until you and your staff can perform normal, everyday functions in 3.1 as smoothly and easily as you can in 10.3. Therefore, Vermont Systems reserves the right to postpone your migration in the event we believe you and your staff are not fully prepared for the migration and subsequent go-live. This determination will be made three to four weeks prior to your scheduled migration date when your Vermont Systems Trainer makes a final assessment of your readiness to work in RecTrac 3.1.
At that time, if your Trainer is of the opinion that you and your staff have not had sufficient exposure to familiarize yourselves with 3.1 processes (i.e. if you and your staff have not completed the 3.1 Demo and Tutorial, have not worked in your 3.1 Test database, and/or have not watched the 3.1 Tutorial and Advanced User Training Session videos),then it will be at the discretion of Vermont Systems to postpone your migration and reschedule it for the next available opening, which typically is about three (3) months in the future.
Training Aids
During the Migration/Go-Live Week, the majority of our time will be dedicated to RecTrac 3.1 post-migration conversion support. This means your Vermont Systems Support Tech will spend the most of his/her time working with your key RecTrac staff. If time allows, the Support Tech will show you methods for taking advantage of new 3.1 features. Please understand that the need to address the post-migration processes is paramount to a successful migration and likely will leave little time, if any, for formal 3.1 staff training.
As a general baseline, you should expect 80% of the migration week time to be devoted to post-migration support.
It is imperative that your staff gets the opportunity to become familiar with 3.1 in the months prior to the week of your Live migration. Quite simply, the more exposure you can give them, the better. To facilitate this, we urge you to take advantage of the training tools listed below.
Available Tools and Training Aids
1 RecTrac Database Test Migration - Vermont Systems migrates a copy of your current 10.3 database.
IMPORTANT NOTE: The Test Upgrade Database is intended for LAN use only within your department. Vermont Systems will NOT configure the Test Upgrade Database for WAN access OR for WebTrac.
· If we will be performing the Live Migration onsite, then we can apply your one (1) free remote upgrade to the Test Migration. (As part of your annual maintenance agreement you receive one (1) free remote upgrade per major version of RecTrac.)
· Included in the Test Migration:
· This covers all the physical work of building the 3.1 Environment on the RecTrac Server, which includes installing the live software, Progress, obtaining a copy of your 10.3 database, converting it to 3.1, and then applying the 3.1 database to the server.
· Contact our scheduling team to schedule your Test Migration. munisched@vermontsystems.com
· After your 3.1 Test Environment has been completed, you can access the RecTrac Lab from the application. There you will find videos and other resources that your staff can access to start learning about 3.1.
· Log into the new 3.1 URL provided by your consultant.
· Click on the life preserver support icon on the left side menu and select RecTrac Lab.
· You’ll find general videos about 3.1 and also specific migration videos that are tailored to a customer migration from 10.3.
· For a thorough understanding of what is involved with preparing for the 3.1 Migration, please plan on having your key staff watch our video “Migration Preparation – A Conversation”. This video runs about two (2) hours, but you will be much more aware of the process and the commitment involved for a successful migration.
Note: Most of these topics are covered in our Training Videos. Vermont Systems strongly encourages you to utilize those, so that this time can be better-utilized specific topics of interests after you have reviewed the videos.
· Advantages: You and your staff get hands-on practice with 3.1using your data and scenarios familiar to your operations; the test upgradeallows you and your Vermont Systems consultant to spot and plan for areas ofthe conversion that will be problematic during the actual migration.
2 RecTrac 3.1 Online Demo and Tutorial - The Demo Database is a fully functional RecTrac database. The accompanying tutorial allows you to process several transaction types and view the reporting process.
· The tutorial can be completed in about an hour.
· Database is fully functional, so processes beyond those outlined in the tutorial can be performed.
· File Maintenance and setup
· Daily Processing
· Period End processes
· Reporting, etc.
· Advantages: You and your staff get hands-on practice with 3.1
· Disadvantages: Database is refreshed nightly; nothing entered is saved to next day; base data set is NOT yours.
3 RecTrac 3.1 Tutorial Videos - 3.1Tutorial Videos are 8-12 minute "shorts" that provide a clear, concise overview of features and concepts in RecTrac, such as a General Overview, Fees, Rules, DataGrids and more. Tutorial Videos offer an easy way of familiarizing yourself with the new look and feel of RecTrac 3.1, as well as RecTrac 3.1 terminology.
· Videos are available via the Support Portal of the Vermont Systems Website.. Log into the portal by clicking on Support on the menu and Access Support. Once logged in you can search for the keywords of “3.1 videos."
4 RecTrac Topic Docs, Instructional Videos, and Other Listings - RecTrac Topic Docs provide basic step-by-step setup and daily processing instruction for a wide variety of RecTrac features.
· Topic Docs are available via the application online help. From any RecTrac window click on the ? icon and go to Table of Contents tab. Click Topic Documents, Instructional Videos, and Other Listings.
· Optionally, you can click here.
5 RecTrac 3.1 Symposium - Intensive three (3) day training with sessions that cover the most commonly used features of 3.1, such as DataGrids, System Architecture, Touch Screen Maintenance, Global Sales, SuperGrid, Rules, Fees, File Maintenance and more. Optional 4thday with specific focus on additional training topics.
· Held in Vermont during the Fall Season
· Contact April Leafey for registration information.
6 RecTrac 3.1 Advanced User Training Videos - If you are unable to attend an Advanced User Training Session at Vermont Systems, watching the Session Videos is the next best thing!
· Individual session videos that cover such topics as DataGrids, System Architecture, Touch Screen Maintenance, Global Sales, SuperGrid, Rules, Fees, File Maintenance and more.
· Videos are available via the Support Portal of the Vermont Systems Website. Log into the portal by clicking on Support on the menu and Access Support. Once logged in, you can search for the keywords of “3.1 videos”.
7 RecTrac User Groups in Your Area -User Groups are single day seminars that provide the opportunity to meet with Vermont Systems Representatives and RecTrac Users in your area to discuss RecTrac operations and best practices.
· Sessions are focus on feature comparisons between RecTrac 10.3and 3.1.
· Admission is FREE for up to two (2) participants per Department. Additional staff may attend for a fee of $25.00.
· Breakfast and Lunch provided by Vermont Systems.
· Contact Amy Havreluk for information about upcoming User Groups in your area
Timetable Recommendations
A successful RecTrac 10.3 to 3.1 Migration will require a significant investment in time and material as well as careful planning and dedication from you and your staff. In order to help you make this transition, Vermont Systems provides the following general milestones for items on which you should focus. The following should give you a general sense of the order of operations.
For purposes of identification, job title, nomenclature, etc. Vermont Systems uses the following:
Recreation - Refers to the individual(s) at your Department who is most directly responsible for the day-to-day operation and management of the RecTrac platform including, but not limited to, File Maintenance set up, Daily Processing, Period End and Reporting processes, software problems/resolution, RecTrac end-user training, etc.
IT - Refers to the individual(s) at your Department who is most directly responsible for the technical and networking aspects of RecTrac, such as but not limited to: software/hardware installation and maintenance, networking, firewall, database maintenance, database backups, etc.
Four - Six Months Out
Recreation and IT
· Schedule test and live migration dates with Vermont Systems.
· Schedule the initial planning call with your assigned Vermont Systems trainer.
· Review Migration Checklist and supplemental documentation provided by Vermont Systems.
· Discuss expectations with and between both departments.
Recreation
· Watch 3.1 Tutorial/Training Videos on the Vermont Systems website.
· Schedule phone training session(s) with your Vermont Systems representative.
· 3.1 Overview Training – 3 Hours.
· This time should be uses on specific topics that remain of interest after you and your key staff has reviewed the online training videos.
· Additional training sessions based on your organizational needs.
IT
· Review the Minimum Hardware Requirements document and determine whether to use your current RecTrac 10.3 server or purchase new hardware.
· If opting to go with new hardware, order it and install it ASAP.
· Schedule 3.1 Install with Tech Team.
· Schedule 3.1 Migration with assigned trainer.
Three Months Out
Recreation and IT
· Return the 10.3 to 3.1 Migration checklist to Vermont Systems.
· When completing the Checklist, be sure to fill out the list of common/regular reports you run. Be as accurate as possible and include a copy of each report you list. This will give Vermont Systems the opportunity to ensure the report has been converted to 3.1 prior to your migration.
Recreation
· RecTrac admin users should begin/continue to familiarize themselves with the 3.1 test database in preparation for internal trainings.
· Review Migrations Options/Goals with your Vermont Systems trainer.
· What features are you looking to utilize?
· What database cleanup are you looking to do?
· Will additional phone training be needed?
Two Months Out
Recreation and IT
· Determine where VIC will be installed and when installation will be completed.
Recreation
· Implement migration training plan.
· Schedule time for key RecTrac supervisory staff to watch online training videos that apply to their needs.
· Plan on at least two (2) hours per staff member to view the applicable training videos.
· Customize the Migration Processing Guide provided by your Vermont Systems trainer so that it best mimics your typical daily processing
· Commence in-house hands-on staff training.
· Have staff use the 3.1 database for daily routines as they would in 10.3.
· Keep track of any issues/concerns that arise during this process
· Use the migration guide as a test to ensure users are comfortable with processing in the new system.
· Complete 10.3 pre migration steps.
· Database purges, household balance recalc, etc.
· Review training results/concerns with your Vermont Systems trainer.
IT
· Install VIC on all machines that will need to directly communicate with hardware
One Month Out
Recreation and IT
· Review the Live Migration Agenda sent to you by your Vermont Systems trainer. A sample agenda appears below. Your actual agenda may vary.
Recreation
· Continue with your Migration Training Plan.
· What staff/locations need extra attention?
· Staff should be familiar with navigation and terminology of 3.1as well as their main functions in RecTrac.
· Finalize your migration options with your Vermont Systems trainer.
IT
· Confirm final details with the Vermont Systems Trainer.
· When will the migration process begin? Expected downtime, etc.