RecTrac Migration 10.3 to 3.1 Checklist - Fully Hosted
10/14/2020
Table of Contents
RecTrac 3.1 Migration Checklist Fully Hosted Attention: Brian Hatch 12 Market Place Essex Junction, Vermont 05452 Toll Free: 877-883-8757 Fax: 802-879-5368 Email: brianh@vermontsystems.com |
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My Name: _________________________________ |
Phone Number: ___________________________ |
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Email Address: _________________________________________________________________________ | |||||
Date _____________________________________ |
Current RecTrac Release: ____________________ |
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Dept: _____________________________________ City/State: _________________________________ |
Vermont Systems will fill in this field Planned Migration Date: ______________ |
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Important Notice
Version 3.1 is the first browser-based release of RecTrac. As such, there is no longer any need for a RecTrac client.
RecTrac 3.1 has a completely new "look," so it will require more of an investment of time to learn new procedures and new methods. Previous major upgrades (i.e. RecTrac 10.2 to 10.3) could be done without having to implement any new feature (a status quo upgrade). Because 3.1is not only a facelift but also a change to many of the underlying processes, it is not possible to do a status quo upgrade.
The RecTrac 10.3 to 3.1 migration is a complex process. Customers must invest a significant number of hours going through migration documents, viewing the 3.1 videos and using the 3.1 Demo and Tutorial to become familiar with new screens and procedures. This investment will provide the best opportunity for a successful 10.3 to 3.1 migration.
Vermont Systems Sales and Support policy states that all software upgrades/updates are included in the annual maintenance support fee. Along with that, customers using RecTrac 10.1 or greater can also receive one(1) database upgrade biennially (once every two years) at no charge.
The annual maintenance fee entitles customers to limited support during the migration process, such as reviewing the plan and migration instructions, along with short, periodic calls during the migration process. However, toll free telephone support and other migration services are not included, and are therefore chargeable.
RecTrac 10.3 to 3.1 Migration Options
For the actual RecTrac 10.3 to 3.1 migration, Vermont Systems offers one (1) option only: On-Site Services.
Vermont Systems On-Site Services for Software Installation and Training – Vermont Systems provides on-site migration services that will include installing the new software, converting the database, completing post migration steps and - as time allows - training the staff. This includes acquainting the staff with the new browser-based look and taking advantage of new 3.1 features. Vermont Systems recommends five to 12 days of onsite support, depending on the size of your department, the number of RecTrac modules you own, whether you're utilizing WebTrac, etc.
Call the Vermont Systems Sales department for an official quote (877-883-8757 then press 2 for sales).
*For the RecTrac 10.3 to 3.1 database conversion, Vermont Systems offers the following options. You do not need to decide how to migrate your database at this time, but these options should be talking points/discussion points between you and your trainer once your migration is scheduled.
· Starting Over - Rather than converting your 10.3 data to 3.1, Vermont Systems can install a blank database and then import specific items while also allowing you to create other records "brand new." For Example: You might want to import your 10.3 Households and Facilities but create new Activities, Passes and Tickets. This approach is more like a New Install and would likely require two weeks of on-site time. The benefit is cleaner data and a literal "fresh start" with 3.1.
· Migrate the 10.3 Data to 3.1 Without Converting Fees, Rules or Questions on a per Module Basis - This approach will require some "down time" between the migration and subsequent go-live, as Fees, Rules and Questions will have to build from scratch. The benefit here is that your new Fees, Rules and Questions will likely be linked at higher level and so fewer records will be required. If using this option, you will need a plan in place for recording daily transactions, registrations, visits, etc. after the migration but before the go-live. Your plan may or may not include running 10.3 and 3.1 in parallel during this period.
· Migrate all 10.3 Data to 3.1 but Build In "Down Time" to Reconfigure - This approach requires planned "downtime" between the migration and subsequent go-live in order to get everything into place. The amount of "down time" will be dependent upon the size of your database, the number of modules you use and the complexity of your Fees, Rules, and Questions structures. If using this option, you will need a plan in place for recording daily transactions, registrations, visits, etc. after the migration but before the go-live. Your plan may or may not include running 10.3 and 3.1 in parallel during this period.
· Migrate all 10.3 Data to 3.1, "Go Live" and Make Changes Slowly as Time Allows - This approach offers the fastest turnaround and least amount of "down time" from 10.3 to 3.1 but takes the least advantage of new features in RecTrac 3.1, most specifically Fees and Rules.
Note: As the scope of your migration comes more clearly into focus, you may wish to revise your official quote. For Example: If you were initially quoted one (1) trainer for five (5) days and now, six months later upon realizing the scope of work required you realize you'll be better off with two (2) trainers, a change, an updated quote will be necessary.
Vermont Systems urges you to consider and re-consider this and to discuss options with your assigned Trainer and/or Sales throughout the migration process.
RecTrac 3.1 Migration Checklist
The list of items below MUST be understood—and in some cases complied with—before migration from RecTrac 10.3 to RecTrac 3.1. Return the completed fill-able form checklist along with the cover page (above) to Vermont Systems via email to brianh@vermontsystems.comor FAX at 802-879-5368.
Note: At a minimum, this checklist must be returned to Vermont Systems two (2) months prior to your planned migration. Vermont Systems reserves the right to postpone your migration in the event the checklist is not returned within this time frame.
· Check this box to acknowledge you have read the Note above.
RecTrac 3.1 Pre-Migration Information
Client Workstation Requirements/Recommendations
· Check this box to acknowledge that RecTrac 3.1 Client Workstations can be either 32-bit or 64-bit and that a minimum of 2GB memory is required, though 4GB is recommended.
· The VIC Client install requires Microsoft .NET Framework4.8 (or later). Workstations running VIC will need Microsoft .NET Framework 4.8(or later) installed. If you have to install Microsoft .NET Framework 4.8 (or later), you will need to restart the workstation.
· Check this box to acknowledge that the minimum screen resolution required to run RecTrac is 1024x768. 1920x1080 (full HD in 16:9ratio) resolution is recommended to take advantage of RecTrac 3.1 screen display and appearance and to minimize the need for scroll bars.
· Check this box to acknowledge that RecTrac 3.1 will ship with screens that best present on a 1920x1080 (full HD in 16:9 ratio) screen resolution. All screens can be adjusted for lower resolution, but this will require some additional post migration steps and your screens will have horizontal and vertical scrollbars. All future screen and video card purchases for RecTrac should allow for 1920x1080 screen resolution.
· Check this box to acknowledge that that overall response times ina browser-based system tend to be greater than in their client/server cousins. Vermont Systems has found this to be true with RecTrac 3.1 compared to RecTrac 10.3.Once a DataGrid is rendered, the times to filter records into subsets is instantaneous; but initial loads of DataGrids for file maintenance and Global Sales typically take 6-8 seconds compared to 4-6 seconds in RecTrac 10.3.
In some cases, we can address response times by limiting record counts and reducing screen tabs,but overall you should expect a slight response time degradation when upgrading from 10.3 to 3.1.
· The following lists the internet browsers that Vermont Systems has certified for use with RecTrac 3.1 at their minimum release level. Check this box to acknowledge your browsers will meet or surpass these minimum version requirements:
· Google Chrome 36.0*
· Mozilla Firefox 31.0*
· MS Edge 35.0
· Internet Explorer 11
· Safari 7.0 for Mac OS X.
*Vermont Systems recommends using Google Chrome or Firefox for daily RecTrac operation.
Vermont Integration Client (VIC)
· Check this box to acknowledge VIC is required on workstation that use peripheral hardware, such as but not limited to, printers, credit card pin pads, access control, etc.
Refer to the VIC Installation Guide for further information.
Pre-Migration Exposure to RecTrac 3.1 and Staff Training
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 will reserve 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 when the time comes. 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 familiar yourselves with 3.1 processing (i.e. if you and your staff have not completed the 3.1 daily processing guide in your 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 if for the next available opening, which typically is about three (3) months in the future.
· Check this box to acknowledge you have read the Note above.
· Fees and Rules in RecTrac 3.1 will require a great deal of pre-conversion thought. Check this box to acknowledge you will review the Vermont Systems 3.1 Video for Fees and Rules to begin planning how fees will be structured in 3.1.
· Vermont Systems has prepared a number of RecTrac 3.1 Training Aids which management and staff use in preparation for day-to-day operation after the conversion. Check this box to acknowledge you have allotted/will continue to allot management and staff time for the view and review process. Training Aids include:
· 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.
· RecTrac 3.1 Tutorial Videos - 3.1 Tutorial 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.
· RecTrac 3.1 Symposium Training
· Intensive three (3) day training at Vermont Systems 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 4th day with focused sessions on other common topics. Contact Vermont Systems Sales for information on upcoming sessions.
· RecTrac 3.1 Advanced User Training Videos - If you are unable to attend a Symposium, watching the Session Videos is the next best thing!
· 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. Contact Vermont Systems Sales for information on upcoming user Groups near you.
RecTrac 10.3 to 3.1 Migration Information
After receiving confirmation that your organization meets and understands the RecTrac 3.1 requirements, Vermont Systems will provide the software, either via secure download or via USB.
RecTrac Database
Current RecTrac Version and Updates
· If you are on version 10.3<x> (where <x> is your current release level), you must update to the latest minor release of 10.3 and perform ALL necessary/applicable post update steps BEFORE migrating to 3.1.
· Check this box to acknowledge that you must remove any Approved Updates (.r and/or .pl) from your BLOB Explorer prior to converting to RecTrac 3.1.
System Administration
· Check this box to acknowledge that Vermont Systems will set your RecTrac License limit to your current license level plus 10% (rounded up)during the migration process. To determine the number of licenses you currently have, review your last invoice from Vermont Systems, OR contact Amy or Sarah at Vermont Systems Sales.
· Check this box to acknowledge the Master Password feature has been removed from RecTrac 3.1.
· Blank passwords are not allowed for any User IDs. Prior tothe 3.1 migration, all User IDs in 10.3 must be assigned a valid password. Check this box to acknowledge.
· The 3.1 migration requires a dump & load of your RecTrac data. Vermont Systems recommends that you review the Period End purge options in 10.3 before the migration and purge any old data that you no longer need. Be careful! Once you purge the data, it is gone forever! Purging of data will reduce the time of the dump & load, conversion time, and the time some reports take to generate. It will also reduce space needed for backups. Be prepared: the dump & load will add hours to the migration process.
The 3.1 data conversion actually requires two (2) database schema updates to avoid duplicate keys. Vermont Systems estimates this process will add approximately one (1) hour to the migration process. Unfortunately, there is no calculation that will tell us the exact amount of time needed for your conversion.
· Fully hosted customers need an additional dump & load plus index rebuild performed. This will add down time. Typically, the upgrade and additional hosting steps can be completed in two (2) days of downtime but be prepared to be without the RecTrac/WebTrac system for up to three to four (3-4)days.
· Check this box to acknowledge you have or will address and clean up bad balances in RecTrac prior to the migration.
To do this: Run and print a Trial Balance Report, run the Household Balance Recalc for ALL Households, and then run and print a new Trial Balance Report. Address bad balances as needed.
· Check this box to acknowledge you have or will address and clean up bad Family Member Links prior to the migration. The 10.3 to 3.1 database conversion merges a Family Member with Family Member Links to one Family Member.
To do this: Run the Family Member Links report. Review for bad links and make corrections needed. (For Example: A daughter linked to her brother (the son) in another household.
· Check this box to acknowledge you have or will address and clean up instances of Primary/Secondary Guardians who appear in the Family Member listing as other people due to alternate spelling of their name or due to the Family Member being someone different. This must be done prior to the migration.
To do this: Run BadPrimary.r from Quick Fix Processor. This creates BadPrimary.csv in the RecTrac File Explorer under \All Files. Households listed are those where the Primary/Secondary Guardian names are not found in the list of Family Members. For Example: Primary Guardian Name = Jane Jetson. Family Member #1 Name = JayneJetson or Secondary Guardian Name = George Jetson and there is no "George Jetson" in the Family Member listing.
General Database Information and Settings
· If profiles will be linked at the Workstation Level, "Reverse DNS" must be enabled on the network so that the RecTrac server can communicate and find VIC on the client.
· Check this box to acknowledge that any Scheduled Events in RecTrac 10.3 will have to be re-created in RecTrac 3.1, as the migration will NOT convert them.
· Check this box to acknowledge that ONLY email using an SMTP server will be supported with RecTrac 3.1. MAPI profiles are no longer supported.
· The 3.1 migration requires you to have Locations linked to your Visit devices in RecTrac 10.3. Check this box to acknowledge that ALL Visit devices in your 10.3 database have a valid Location linked.
· Day Care has been revised in RecTrac 3.1. Substantial time will be required to reconfigure your Day Care set up after the 3.1 migration is complete. You should plan several hours to do this.
Do you use Day Care?
Check one: Yes No Not Sure
· Instructor Pay: The 3.1 migration will combine Activity fee line items for existing enrollments that have the same Bill Code AND the same Fee Code. If your organization uses instructor payments and you have this setup along with one of those fees set to be included in instructor pay but the other is not then contact Vermont Systems support to discuss your options. Check this box to acknowledge.
· Activity Sections: Season/Year Tags: Verify that the correction Season and Year tags are set on ALL of your Activity Sections in 10.3. These tags are used, post Migration, to clean up section listings. They must be correct in 10.3 prior to the migration.
Things You Print: Reports, Receipts and Other Templates
· Do you print Tickets of any sort from RecTrac?
Check one: Yes No Not Sure
If Yes, how many Ticket Templates do you have currently? __________
· Do you print 40-column receipts using "Generic/Text Only" Drivers? 40-column receipts now print in .pdf format and drivers will have to be reinstalled.
Check one: Yes No Not Sure
· Check this box to acknowledge that your RecTrac 10.3 Report Templates will have to be re-created, as the migration will NOT convert them.
· Approximately 70% of the 10.3 reports have been ported to/recreated for 3.1. While additional 10.3 reports can be ported/recreated, Vermont Systems does not expect to complete a 1:1 report equivalency between 10.3 and3.1 reports.
· Check this box to acknowledge you have reviewed the current RecTrac 3.1 reports (either in our online Demo database or your 3.1 test migration database) to ensure the reports you need are available.
Please list any 10.3 RecTrac report you run on a regular basis that are not available in RecTrac 3.1and include a copy of each report when you return this Checklist.
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Financial Solutions
Credit Cards
· Check this box to acknowledge that only the following credit card interfaces will be compatible with RecTrac 3.1:CardConnect, PlugNPay, ETS, and VeriFone.
· Please indicate the current credit card interface or interfaces being used (e.g., CardConnect). ________________________________________________________________________________
· Check this box to acknowledge that you must close all credit card batches prior to converting to RecTrac version 3.1.
Other Financials
· Check this box to acknowledge that you must close all End of shift batches prior to converting to RecTrac version 3.1.
· Check this box to acknowledge that if you create ACH files for check transactions on a daily basis, you will need to run the ACH File Creation program prior to converting to RecTrac version 3.1
· Check this box to acknowledge the following changes to the RecTrac 3.1 Miscellaneous Income/Expense Posting program:
· Receipts are not generated as a by product of a posting.
· Credit card postings are not allowed (Blind Credits or Blind Debits)
Notes: Contact Vermont Systems Sales to discuss options if you are not licensed for the POS Module.
Interfaces and Custom Programs
· If you use a GL Interface, please indicate which three-character GL Interface code In RecTrac 10.3, this code can be found under File Maintenance • System • Finance Code Maintenance • GL Interface Maintenance. The interface will need to be rewritten. Vermont Systems does will not charge for this service. Enter your 3-character code here: ___________.
· Check this box to acknowledge UniTrac has not been transformed/compiled for use in RecTrac 3.1. UniTrac is used for Vermont Systems' GolfNow, GolfSwitch, Golf18, and Course Trends golf interfaces. UniTrac and Teleworks are scheduled for release in RecTrac 3.1.06. Vermont Systems will notify you when UniTrac is fully functional.
· Do you use the any of the following UniTrac golf interfaces: GolfNow, GolfSwitch, Golf18,or Course Trends?
Check one: Yes No Not Sure
If Yes, then Which: _______________________________
· Please indicate any custom activity brochures that you use in RecTrac by noting the three-character Activity Brochure Interface Suffix. In RecTrac 10.3, the suffix can be found on the A/R & PM screen of Static Parameters Maintenance (File Maintenance • System • Parameter Codes Maintenance• Static Parameters Maintenance). The interface will need to be rewritten. Vermont Systems will not charge for this service. Enter your 3-character code here:___________.
· Check this box to acknowledge that Vermont Systems will update/compile custom programs for 3.1 by Customer request only and list any custom program(s) you use. Custom programs include, but are not limited to, POS Scales, Golf Ball Driving Range, custom reports etc. _________________________________________________________________________________
· Do you use the Pass Management Retention Interface software?
Check one: Yes No Not Sure
· Do you use ODBC Connections (setodbc.r in 10.3) to the RecTrac database?
Check one: Yes No Not Sure
WebTrac
· WebTrac users will need to update files on the web server including customization of the .css file and the static html files. Optionally, if your organization uses the Vermont Systems-Hosted option, you must provide Vermont Systems with the files from your current web server so the files can then be placed on the hosted server.
· 10.3 WebTrac style sheets and splash pages will need to be updated for 3.1. Vermont Systems will assist in this process, but plan accordingly since this may impact the amount of time it takes to get WebTrac running on 3.1.
· WebTrac users will need to restore defaults on all WebTrac menus after converting to 3.1 due to significant changes in the numbering scheme.
· Do you use Mobile WebTrac? The splash page design and .CSSfile will need to be configured for Responsive Design in 3.1
Check one: Yes No Not Sure
Peripheral Hardware
· Please list the hardware peripherals you use. Peripherals include, but are not limited to: Cash Drawers, Printers, Cameras, ID Card Readers, Barcode Readers, etc....
· List Make and Model for each peripheral (i.e. Star TSP100 Receipt Printer, Microsoft LifeCam camera, etc.).
_________________________________________________________________________________
· Ithaca 280 printers and Windows 10: Units will work only if the manufacturing date is later than June 2009. There is a sticker on the bottom of the printer which marks the Month/Year it was manufactured. The letter (A - L)corresponds to the calendar month (Jan - Dec) and the last two digits are the year. For Example: A09 is January, 2009 and F13 is June, 2013.
· Do you use Ithaca 280 printers with Windows 10 workstations?.
Check one: Yes No Not Sure
RecTrac Connections to Other Vermont Systems Products and Progress Applications
· Check this box if you interface RecTrac financial information to FinTrac using the Direct RecTrac GL File Import.
· Check this box if you import RecTrac Facility Maintenance Comments into MainTrac as work orders.
· Check this box to acknowledge that TeleTrac will no longer be available with RecTrac version 3.1.
· Check this box if you have Non-Vermont Systems Applications that run Progress software.
Vermont Systems-Hosted Customers
· Vermont Systems-Hosted Customers Only (Fully Hosted or WebTracOnly): Check this box to acknowledge that your WebTrac Domain and URL will change upon the migration to 3.1.
· Vermont Systems-Hosted WebTrac Only Customers: Check this box to acknowledge a firewall change will be required.
Remaining RecTrac 10.3 Features
· Check this box to acknowledge you have read the following list and understand that features you use, if on the list below, may not be included in RecTrac should you choose to migrate before the specified release level/date.
1 2020/2021 (Features and Release Date may change)
· Mobile RecTrac (Mobile RT is currently available for Visit Processing and Access Ticket Check-in only, with NO Payments. Further functionality is being coded).
· CYMS File Maintenance
· CYMS Processing
· CYMS Hourly Care
· CYMS Upselling
2 As Needed for Particular Customers -No specific date or timetable
· POS BatchProcessing
· HuntTrac Web
· POS Kitchen Monitor
· "Timer" Service Item Type
· Golf Handicapping
· Golf Tournaments
· Visit Checkout to Approved Persons (Allow pickup)
· eCheck Interface
· Inventory Posting via the Opticon Handheld Device
3 No Current Plans to Convert
· Refund Check Print from RecTrac and Micros Fidelio Interface