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Tech Documentation

Migrating from Trac 4.0 to TracCloud

If you're switching from an existing TutorTrac or AdvisorTrac System to TracCloud, you have three options of approaching this changeover depending on what will work best for your campus. If you are planning on keeping your current data, a migration process will be needed alongside general setup.

Redrock's goal for all campuses is to ensure minimal downtime with minimal disruption to workflow. We work around your timeline and availability, we have migrated campuses in as little as a few weeks. For Start Fresh and FastTrac campuses, we can get you up and running as soon as we train the administrators and complete a few required integrations with your IT. The TracCloud system is structured similarly to the TutorTrac and AdvisorTrac 4.0 system, allowing your existing knowledge of TutorTrac or AdvisorTrac to give you a head start in TracCloud. Additionally, significant improvements to the interface make learning TracCloud much easier than the 4.0 system. Administrators will need to complete some follow-up tasks (referred to as "homework") after training sessions to facilitate completing the TracCloud setup process.

Important Note: If merging multiple Trac 4.0 licenses into a single TracCloud license, the Start Fresh method is required. Only one 4.0 database can be migrated into TracCloud, meaning you do have the option of migrating one license and starting fresh with another if preferred. A complete Visit and Appointment export will be provided in a CSV format for archival purposes.

Click here to view SysAdmin training resources.

FastTrac Migration

This migration method is best if you would like to expedite your migration to TracCloud. Only one database migration is performed, and we will work with you to setup your TracCloud instance as quickly as possible.
+ Great for campuses migrating in Summer, or during periods of low Trac usage.
+ Faster overall migration time.
- Longer period without full functionality in either Trac System.

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.

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. Getting a copy of your Trac 4.0 database for Step 3 (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. Your Students, Visits, Consultants, Centers, Reasons, and more (see chart below).

Step 4. SysAdmin Training

After the data 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 and Groups.

2nd Training: Creating Staff, Reasons, Starting profile prefs.

3rd Training: Continuing profile prefs.

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.

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. In the event that a record type will not be migrated, it will need to be (re)created manually in TracCloud. 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 Migration?
Profiles	Yes
Profile Prefs	No
System Prefs	No
Centers/Subcenters	Yes
Groups	No
Consultants	Yes
Users (e.g., SysAdmin accounts)	No
Students	Yes
Faculty	Yes
Reasons	Yes
Registrations	Yes
Courses	Yes
Sections	Yes
Class Schedules	No
Visits	Yes
Appointments	Yes
Availabilities	No
Static Student Lists	Yes
Dynamic Student Lists	No
Documents	If Needed
Messages	Yes
Resources	Yes
Resource Checkouts	Yes
SAGE Referral Types	Yes
SAGE Referrals	Yes (no reasons/recommendations, custom question answers, or linked sections)
SurveyTrac Surveys	Yes
SurveyTrac Responses	Yes
Q2 Configs	No
Whiteboard Rooms	No

Start Fresh

No migration, and a flexible schedule. No data from Trac 4.0 will be brought into TracCloud, but we can export Visits and Appointments to a CSV file for archival purposes if needed. We will work with your SysAdmins to setup your TracCloud instance from scratch.
+ Great for campuses that want to have a fresh start with their Trac System.
+ Most flexible, as you can complete trainings and go live at any time.
- No Trac 4.0 data will be migrated into TracCloud.

Step 1. Planning Call

Prior to 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, who we should contact for Step 2 processes, and to answer any general questions before starting.