MainTrac 10.2 to 3.1 Migration Checklist
07/13/2020
Table of Contents
MainTrac 10.2 to 3.1 Migration Attention: Brian Hatch - MainTrac Support 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: ___________________________________________________________ ___ |
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Date ________________________________ |
Current MainTrac Release: _____________ |
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Dept: _______________________________
City/State: ___________________________ |
Vermont Systems will fill out this field Planned Migration Date: ______________ |
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Important Notice
Important Notice Version 3.1 is the first browser-based release of MainTrac. There is a significant change to the "look and feel" of the application. Please note that the migration to MainTrac 3.1 will require an investment of time to learn procedures and new methods in the new version - as the screens that your staff have been using will look very different. Additionally, previous major upgrades (i.e. MainTrac 10.1 to 10.2) could be done without having to implement any new system features (a status quo upgrade). Because MainTrac 3.1 is not only a new user interface, but also a change to many of the underlying system processes, it is not possible to do a status quo upgrade.
The MainTrac 10.2 to 3.1 migration is a significant process that will require planning and preparation prior to the actual migration. This includes going through migration documents and using the 3.1 MainTrac Demo and Tutorial (planned release date: June 2018) to become familiar with new screens and procedures. This investment will provide the best opportunity for a successful 10.2 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 MainTrac 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.
MainTrac 10.2 to 3.1 Migration Training
For the initial set of MainTrac 10.2 to 3.1migrations, Vermont Systems offers one (1) option: 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 three to five (3-5) days of onsite support, depending on the size of your department, the number of MainTrac modules you own, whether you're utilizing Mobile MainTrac, etc.
Contact the Vermont Systems Sales department for an official quote via phone or email:
· Phone: 877-883-8757 then press 2 for sales Phone: 877-883-8757then press 2 for sales
· Email: sales@vermontsystems.com
MainTrac 10.2 to 3.1 Migration Database Options
The MainTrac 10.2 to 3.1 migration includes functionality to migrate your current 10.2 data to the 3.1 version. This would allow for your existing data (facilities, personnel, materials, equipment, Log records, etc.)to be used in the 3.1 version.
However, there are some options regarding the migration of data. For the MainTrac 10.2 to 3.1 database conversion, Vermont Systems offers the following Three (3) 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 10.2 data to3.1, 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 10.2 Facilities & Tasks but create new Equipment and Material records. This approach is more like a New Install and would likely require a full 4-5 days of on-site time. The benefit is cleaner data and a literal "fresh start" with 3.1.
· Migrate all 10.2 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 and the number of features in MainTrac that you use. If using this option, you will need a plan in place for recording daily logs and Work Orders, etc. after the migration but before the go-live. Your plan may or may not include running 10.2 and 3.1 in parallel during this period.
· Migrate all 10.2 Data to 3.1, "Go Live" and Make Process Changes as Time Allows - This approach offers the fastest turnaround and least amount of "down time" in the switch from 10.2 to3.1.
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 three (3) days and now, three months later upon realizing the scope of work required you realize you'll be better off with five (5) days of training, a change, an updated quote will be necessary.
MainTrac 3.1 Migration Checklist
The list of items below MUST be understood—and in some cases complied with, before the migration from MainTrac 10.2 to MainTrac 3.1. Please return the completed fill-able form checklist along with the cover page (above) to Vermont Systems via email to Brian Hatch at: brianh@vermontsystems.comor FAX at 802-879-5368.
Note: At a minimum, this checklist must be returned to Vermont Systems one (1) month 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 Requirements
· Check this box to acknowledge that RecTrac 3.1 must be installed on your server prior to migrating to MainTrac 3.1 (unless you are a Hosted Customer).
· IF you are also a RecTrac customer, then you must be running RecTrac 3.1.08.02 (or greater) BEFORE the MainTrac 10.2 to 3.1 migration can occur into the same Database. Check this box to acknowledge this statement.
· Check this box to acknowledge that MainTrac 3.1 will become a new Module in RecTrac 3.1 (same database).
Server Requirements
· Check this box to acknowledge that MainTrac 3.1 Servers must be running a 64-bit version of the Windows 2008 R2, 2012, 2012 R2, or 2016 operating system.
· The database server must have Microsoft .NET Framework 4.8or greater. If you have to install Microsoft Framework 4.8, you will need to restart the server.
Client Workstation Requirements/Recommendations
· Check this box to acknowledge that MainTrac 3.1 Client Workstations can be either 32-bit or 64-bit and that a minimum of 2GB memory is required.
· Check this box to acknowledge that the minimum screen resolution required to run MainTrac is 1024x768. 1920x1080 (full HD in 16:9ratio) resolution is recommended to take advantage of MainTrac 3.1 screen display and appearance and to minimize the need for scroll bars.
· Check this box to acknowledge that MainTrac 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 MainTrac should allow for 1920x1080 screen resolution.
· Check this box to acknowledge that that overall response times in a browser-based system tend to be greater than in their client/server cousins. VermontSystems has found this to be true with MainTrac 3.1 compared to MainTrac 10.2.
Note: Once a screen has rendered in MainTrac 3.1, the times to filter records into subsets is instantaneous. Also, in many 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 10.2 to 3.1.
· The following lists the internet browsers that Vermont Systems has certified for use with MainTrac 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*
· Microsoft Edge 35.0
· Internet Explorer 11
· Safari 7.0 for Mac OS X.
· *Vermont Systems recommends using Google Chrome or Firefox for daily MainTrac operation.
Vermont Integration Client (VIC)
· For MainTrac 3.1 - Vermont Systems recommends that all Reporting output be processed using the Report Preview option. This removes the VIC requirement for the MainTrac 3.1 version. Check the box to acknowledge that the Report Preview will be used for reporting output options; else the VIC requirements will apply.
Vermont Systems can provide the VIC Installation Guide for further information on the VIC option based on conversation with your installer/trainer.
Pre-Migration Exposure to MainTrac 3.1 and Staff Training
As mentioned above, Vermont Systems strongly recommends that your MainTrac team spend time prior to your scheduled migration in the MainTrac 3.1 application. The primary option for this pre-migration practice and preparation is the MainTrac 3.1 Online Demo and Tutorial (planned release date: June 2018). The MainTrac demo database is a fully functional MainTrac 3.1 database. The accompanying tutorial allows you to complete several MainTrac processes and view the reporting process. The demo provides an easy way to familiarize yourself with the new look and feel of MainTrac 3.1, as well as MainTrac 3.1 terminology.
MainTrac 10.2 to 3.1 Migration Information
After receiving confirmation that your organization meets and understands the MainTrac 3.1 requirements, Vermont Systems will provide the software, either via secure download or via USB.
Check your chosen software method. Secure Download Ship Me a USB
Where should Vermont Systems ship the USB?
(If not using fill-able form type, please print)
Organization Name: |
Attention: |
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MainTrac Database
Current MainTrac Version and Updates
· If you are on version 10.2<x> (where <x> is your current release level), then you must update to the latest minor release of10.2 and perform ALL necessary/applicable post update steps BEFORE migrating to3.1.
· Check this box to acknowledge that you must remove any Approved Updates (.r and/or .pl) from your BLOB Explorer prior to converting to MainTrac3.1
MainTrac Modules and Processes You Use
Please indicate which MainTrac Modules and Processes you currently use:
· Work Order Processing
Check one: Yes No Not Sure
· Inspections
Check one: Yes No Not Sure
· Preventive Maintenance
Check one: Yes No Not Sure
· Planning/Budgeting
Check one: Yes No Not Sure
· Scheduling
Check one: Yes No Not Sure
· Contracts
Check one: Yes No Not Sure
· Materials Tracking
Check one: Yes No Not Sure
· Call Center Processing
Check one: Yes No Not Sure
· Invoice Processing
Check one: Yes No Not Sure
· Mobile MainTrac/eMainTrac
Check one: Yes No Not Sure
System Administration
· Check this box to acknowledge that Vermont Systems will set your MainTrac-RecTrac User 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 MainTrac 3.1.
· Blank passwords are not allowed for any User IDs. Prior to the 3.1 migration, all User IDs in 10.2 must be assigned a valid password. Check this box to acknowledge.
· The 3.1 migration requires a dump & load of your MainTrac data. Vermont Systems recommends that you review the Period End purge options in 10.2 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 data 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.
· Check this box to acknowledge that the upgrade can take anywhere from 2 to 24 hours and that you will plan on being without MainTrac for two (2)days and Mobile MainTrac for two or three (2-3) days
General Database Information and Settings
· Check this box to acknowledge that any Scheduled Events in MainTrac 10.2 will have to be re-created in MainTrac 3.1, as the migration will NOT convert them.
· Check this box to acknowledge that Department and District Codes are not being used in MainTrac 3.1. Department and District Codes will be managed (replaced) by Permissions.
· Do you use "All City" or "All County" type department and District Codes for Fixed Assets that can be used by everyone at your Department?
Check one: Yes No Not Sure
· If Yes, please list these codes:
_______________________________________________________
· Do you track Employee Leave Time in MainTrac?
Check one: Yes No Not Sure
Things You Print: Reports, Receipts and Other Templates
· Approximately 20% of the 10.2 reports have been ported to/recreated for 3.1 (as of May 2018). While additional 10.2 reports can be ported/recreated, Vermont Systems does not expect to complete a 1:1 report equivalency between 10.2 and 3.1 reports.
· Check this box to acknowledge you have reviewed the current MainTrac 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 10.2 MainTrac reports you run on a regular basis that are not available in MainTrac 3.1 and include a copy of each when you return the Checklist.
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Interfaces and Custom Programs
· Check this box to acknowledge that G/L Codes are no longer required in MainTrac and that you do NOT need to use them unless you use a Payroll Interface. Do you use a Payroll Interface?
Check one: Yes No Not Sure
· If Yes to the above, do you have Alpha or Special Characters in your GL Codes?
Check one: Yes No Not Sure N/A
· Check this box to acknowledge that G/L Distribution records are not longer recorded in MainTrac.
· 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, Payroll Interface, Fuel Interface, custom reports etc.____________________________________________________________________________
· Do you use ODBC Connections (setodbc.r in 10.2) to the MainTrac database?
Check one: Yes No
MainTrac Connections to Other Vermont Systems Products and ProgressApplications
· Do you import Work Requests from RecTrac into MainTrac?
Check one: Yes No Not Sure
· Check this box if you have Non-Vermont Systems Applications that run Progress software.