Once the date has been set to upgrade the TRACC Content, it is important to set up a training workshop for core users on how to go about converting the TRACC Assessments and Plans to the latest content.
However, if you are more tech-savvy, the TRACC Upgrade Process Guide might be adequate enough to guide you through the process. This can be found in the TRACC Platform under the Support tab, as per the diagram below.
As with all changes, there are some things that you need to be aware of. These are highlighted in the sections below.
TRACC Mapping
Mapping is essentially the link between older TRACC components to the same component in the new assessment criteria and plan action items/process steps. This allows you to carry your history of assessments and plans over to the new version.
The following mapping is in place:
- Criteria level mapping
- Configuration mapping (rewords and sub-criteria)
- Portfolio of Evidence (PoE) mapping
- Best practice standards mapping
- Action item and process step mapping (target dates, responsible persons and comments)
The TRACC Assessor
There is a simple copy/convert process in the TRACC Upgrade Process Guide that you will need to follow. This process enables you to convert an existing assessment to the latest content version.
All answers, comments, sub-criteria and documents linked to existing sub-criteria in the older version will be carried over with the 'copy/convert' to latest TRACC content. However, where IAs, STs or criteria are no longer in this content, they will not carry over.
Once the assessment is upgraded to the latest content, you will no longer be able to create assessments on the previous version.
It is important to conduct an assessment against the latest criteria as soon possible after a content upgrade. New assessment criteria that were not previously there will be introduced and these might already be implemented in your organization.
You also need to be aware that there will be new and revised assessment criteria, therefore there will be an initial drop in the TRACC maturity scores. This needs to be factored into individual performance contracts and team targets that are linked to TRACC maturity scores.
The TRACC Planner
Once the assessments have been converted to V7 Content, you need to go into the TRACC Planner and update the plan to include the latest assessments. Detailed instructions for this can be found in the TRACC Upgrade Process Guide.
The status of existing IAs and STs will remain the same in the updated plan. All comments, target dates and responsibilities will also be carried over. Some activities in the old version might not be in the new version - these will disappear.
Therefore, all open actions prior to upgrading should be closed, so that information is not lost in the process. Alternatively, download an Excel version of the TRACC Plan so that the site has a backup document.
Important note for Super Admins when updating plans:
- If you remove the plan or fail to select an assessment, the full history will be lost.
- NEVER update with the older assessment version selected, as the comments/entries linked to the newer version will be lost.
The TRACC Reader
The new TRACC version will need to be downloaded in the TRACC Reader library for offline use.
The Impact on Client Customization
All Best Practice and Portfolio of Evidence (POE) documents will be mapped to the correct location in the new TRACC version. Any reworded criteria, minimum evidence requirements, or information text will be transferred to the correct place in the new version.
However, if an IA/ST/Assessment Criteria is no longer available in the new version, this customization will be lost in the upgrade.