TracCloudMigration

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TracCloud Technical Documentation

• Contents

• Mail Server

• Data Import

• Data Export

• Single Sign-on

• Custom URL

• SFTP SSH Keys

• Migration from 4.0

• Training Resources


Migrating from Trac 4.0 to TracCloud

Step 1. Planning out the migration process

Schedule a call with us to put together a plan and schedule for the following steps.

Step 2. IT Integrations

We will be working with your IT throughout steps 3 and 4 to integrate your campus services with TracCloud. This includes:

Setting up your mail server
Importing data from your SIS
Integrating your campus single sign-on
Using a custom URL
Configuring barcode scanners
Getting a copy of your Trac 4.0 database for steps 3 and 5 (if not hosted).

Step 3. First migration

This first migration will bring much of your data into TracCloud. This is also the point where you will no longer be able to apply changes to your Trac 4.0 instance outside of the basics like Visits, Appointments, and Resource Checkouts.

Step 4. SysAdmin Training

During the initial SysAdmin trainings, we will go over the following topics (in roughly this order):

1st Training: Creating Centers, Reasons, and the start of your Profile Prefs.

2nd Training: Profile Prefs.

3rd Training: Creating Groups, Staff (aka Users/Consultants), and Course Lists.

4th Training: System Prefs such as Custom Fields, Welcome Messages, and Confirm bio options.

5th Training: Setting up modules (if applicable).

Step 5. Final migration

This step is where we bring over the remaining data from your Trac 4.0 instance, the visits, appointments, etc that you've created since the first migration. This is also the step where your Trac 4.0 instance will be shutdown, as any further recorded data will not be brought into TracCloud.

Step 6. Continued Training

After the final migration has been completed, we can go back to the basics to ensure you're comfortable using the system.

6th Training: Logging visits, using quick and batch visit utilities.

7th Training: Creating schedules and booking appointments.

8th Training: Running reports (typically a few weeks after going live).

What data will be migrated?

What does it mean if something is included in the first migration, but not the second?

This indicates that the data will be brought over, but any modifications made to your Trac 4.0 data relating to this field will not be carried over into the final TracCloud migration. For example, if you create a center after the first migration, it and any associated data will not be brought over.

What does it mean if something is included in the first *and* second migration?

This indicates that on top of being available during the training process, it will also overwrite any existing data that was created in TracCloud during the training process. For example, if you log visits during the training process (prior to second migration), this data will be lost after said second migration.

What does it mean if something isn't migrated at all?

This means the data simply won't be brought into TracCloud, and will need to be (re)created manually. This typically occurs where significant changes are seen, such as your profile prefs and permission groups, where few 1-to-1 options are found.
Trac 4.0 Data Included in First Migration? Included in Second Migration?
Profiles Yes No
Profile Prefs No No
System Prefs No No
Centers/Subcenters Yes No
Groups No No
Consultants Yes No
Users (e.g., SysAdmin accounts) No No
Students Yes Yes
Faculty Yes Yes
Reasons Yes No
Registrations Yes Yes
Courses Yes Yes
Sections Yes Yes
Class Schedules No No
Visits Yes Yes
Appointments Yes Yes
Availabilities No No
Static Student Lists Yes Yes
Dynamic Student Lists No No
Documents Yes Yes
Messages Yes Yes
Resources Yes No
Resource Checkouts Yes Yes
SAGE Referral Types Yes No
SAGE Referrals Yes Yes
SurveyTrac Surveys Yes No
SurveyTrac Responses Yes Yes
Q2 Configs No No
Whiteboard Rooms No No


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