TracCloudMigration: Difference between revisions

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==Migrating from Trac 4.0 to TracCloud==
</b></div><br>


==Migrating from Trac 4.0 to TracCloud==
If you're switching from an existing Trac System to TracCloud and are planning on keeping your current data, a migration process will be needed alongside general setup. This portion of our wiki will outline what this process will look like.
<hr>


<big><b>Step 1. Planning out the migration process</big></b>
<big><b>Step 1. Planning out the migration process</big></b>


Schedule a call with us to put together a plan and schedule for the following steps.
Prior to any of the following steps, we'll want to schedule a quick call with you and your IT to plan out this process. This will include a general timeline for TracCloud setup, as well as migration-specific questions and planning, such as data purges or cleanups prior to copying your database.
 
A call can be scheduled through our website, here: [https://www.go-redrock.com/help-support/request-training/ https://www.go-redrock.com/help-support/request-training/]
 
<hr>
<hr>
<big><b>Step 2. IT Integrations</big></b>
<big><b>Step 2. IT Integrations</big></b>
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We will be working with your IT throughout steps 3 and 4 to integrate your campus services with TracCloud. This includes:
We will be working with your IT throughout steps 3 and 4 to integrate your campus services with TracCloud. This includes:


:[https://wiki.go-redrock.com/index.php/TracCloudTechMail Setting up your mail server]
:1. [https://wiki.go-redrock.com/index.php/TracCloudTechMail Setting up your mail server]


:[https://wiki.go-redrock.com/index.php/TracCloudTechImport Importing data from your SIS]
:2. [https://wiki.go-redrock.com/index.php/TracCloudTechImport Importing data from your SIS]


:[https://wiki.go-redrock.com/index.php/TracCloudTechSSO Integrating your campus single sign-on]
:3. [https://wiki.go-redrock.com/index.php/TracCloudTechSSO Integrating your campus single sign-on]


:[https://wiki.go-redrock.com/index.php/TracCloudTechURL Using a custom URL]
:4. Setting up a custom URL (if preferred).


:[https://wiki.go-redrock.com/index.php/TracCloudTechBarcode Configuring barcode scanners]
:5. [https://wiki.go-redrock.com/index.php/TracCloudTechBarcode Configuring barcode scanners]


:Getting a copy of your Trac 4.0 database for steps 3 and 5 (if not hosted).
:6. Getting a copy of your Trac 4.0 database for steps 3 and 5 (if not already hosted).
<hr>
<hr>
<big><b>Step 3. First migration</big></b>
<big><b>Step 3. First migration</big></b>


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.
This step is where we bring as much data over as possible from your Trac 4.0 instance. <b>This is also the cutoff point for making additional changes to your Trac 4.0 database</b>. Your Consultants, Centers, Reasons, and more (see chart below) will not be updated during the final migration. Data such as Visits, Appointments, etc can continue to be tracked in the meantime.


<hr>
<hr>
<big><b>Step 4. SysAdmin Training</big></b>
<big><b>Step 4. SysAdmin Training</big></b>


During the initial SysAdmin trainings, we will go over the following topics (in roughly this order):
After the first migration, we can start the training process with your SysAdmins. We will be going over the following topics (in roughly this order, and where applicable).


1st Training: Creating Centers, Reasons, and the start of your Profile Prefs.
1st Training: Creating Centers, Reasons, and the start of your Profile Prefs.
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3rd Training: Creating Groups, Staff (aka Users/Consultants), and Course Lists.
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.
4th Training: System Prefs and setting up modules (if applicable).


5th Training: Setting up modules (if applicable).
5th Training: Continuing System Prefs and modules, as well as addressing any final questions before step 5.
<hr>
<hr>


<big><b>Step 5. Final migration</big></b>
<big><b>Step 5. Final migration</big></b>


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.
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 disabled, as any data recorded after this point will not be brought into TracCloud.
 
<hr>
<hr>
<big><b>Step 6. Continued Training</big></b>
<big><b>Step 6. Continued Training</big></b>


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


6th Training: Logging visits, using quick and batch visit utilities.
6th Training: Logging visits, using quick and batch visit utilities.
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==What data will be migrated?==
==What data will be migrated?==


<b><i>What does it mean if something is included in the first migration, but not the second?</i></b>
It's important to understand what data will be brought over from Trac 4.0, what won't, and what data will be deleted during the final migration.<br>
: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.
 
<b><i>What does it mean if something is included in the first migration, but not the second?</b> <span style="color:green">Yes</span> / <span style="color:red">No</span></i>
:This indicates that this data will be brought over, but any modifications made to this data in Trac 4.0 after the first migration will not be reflected in the final TracCloud migration. An example of this would be Consultants and Centers, if you create a consultant/center after the first migration, it and any associated data will not be brought over during the final migration. This also applies to modifications as well. If you change a consultant's email address in Trac 4.0 post-migration, it will need to be changed again in TracCloud.


<b><i>What does it mean if something is included in the first *and* second migration?</i></b>
<b><i>What does it mean if something is included in the first *and* second migration?</b> <span style="color:green">Yes</span> / <span style="color:green">Yes</span></i>
: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.
:This indicates that this data will be brought over during the first migration, making the data available during the training period, but will also be re-imported during the final migration to catch up on visits/appointments/etc created after the first migration. It's important to note that if you log any visits/appointments/etc during the training process (prior to second migration), this data will be lost after said second migration.


<b><i>What does it mean if something isn't migrated at all?</i></b>
<b><i>What does it mean if something isn't migrated at all?</b> <span style="color:red">No</span> / <span style="color:red">No</span></i>
: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.
:This means that this data-type will not be brought over to TracCloud at all, and will need to be (re)created manually. An example of this would be Permission Groups, as there have been significant changes between the two versions, and it's not possible to create a 1-to-1 replica of a Trac 4.0 group in TracCloud.


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Revision as of 11:22, 1 November 2021

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


If you're switching from an existing Trac System to TracCloud and are planning on keeping your current data, a migration process will be needed alongside general setup. This portion of our wiki will outline what this process will look like.

Step 1. Planning out the migration process

Prior to any of the following steps, we'll want to schedule a quick call with you and your IT to plan out this process. This will include a general timeline for TracCloud setup, as well as migration-specific questions and planning, such as data purges or cleanups prior to copying your database.

A call can be scheduled through our website, here: https://www.go-redrock.com/help-support/request-training/

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:

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

Step 3. First migration

This step is where we bring as much data over as possible from your Trac 4.0 instance. This is also the cutoff point for making additional changes to your Trac 4.0 database. Your Consultants, Centers, Reasons, and more (see chart below) will not be updated during the final migration. Data such as Visits, Appointments, etc can continue to be tracked in the meantime.

Step 4. SysAdmin Training

After the first migration, we can start the training process with your SysAdmins. We will be going over the following topics (in roughly this order, and where applicable).

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 and setting up modules (if applicable).

5th Training: Continuing System Prefs and modules, as well as addressing any final questions before step 5.

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 disabled, as any data recorded after this point 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 your new 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?

It's important to understand what data will be brought over from Trac 4.0, what won't, and what data will be deleted during the final migration.

What does it mean if something is included in the first migration, but not the second? Yes / No

This indicates that this data will be brought over, but any modifications made to this data in Trac 4.0 after the first migration will not be reflected in the final TracCloud migration. An example of this would be Consultants and Centers, if you create a consultant/center after the first migration, it and any associated data will not be brought over during the final migration. This also applies to modifications as well. If you change a consultant's email address in Trac 4.0 post-migration, it will need to be changed again in TracCloud.

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

This indicates that this data will be brought over during the first migration, making the data available during the training period, but will also be re-imported during the final migration to catch up on visits/appointments/etc created after the first migration. It's important to note that if you log any visits/appointments/etc 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? No / No

This means that this data-type will not be brought over to TracCloud at all, and will need to be (re)created manually. An example of this would be Permission Groups, as there have been significant changes between the two versions, and it's not possible to create a 1-to-1 replica of a Trac 4.0 group in TracCloud.
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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