MainTrac

MainTrac is Vermont Systems' maintenance management product, currently embedded as the MT module within RecTrac 3.1. It enables parks, recreation, and municipal facilities departments to manage the complete lifecycle of maintenance operations — from asset inventories and preventive maintenance plans through work order execution, staff and resource logging, inspections, and cost reporting.

MainTrac originated as a standalone Progress/OpenEdge application (MainTrac 10.2) before being absorbed into the RecTrac 3.1 platform. Customers include municipal parks departments and military recreation facilities (CNIC). Notable reference customers include the City of Albuquerque and City of Reno Parks Maintenance.

This document provides the full product picture needed to plan that extraction: what MainTrac does, how it is currently architected, exactly where it is coupled to RecTrac, what gaps exist, and what work is required to stand it alone.

Who Uses MainTrac

MainTrac is used by public agencies and municipal organizations that manage physical infrastructure, facilities, and equipment — primarily parks and recreation departments, public works teams, and military recreation programs. Users range from maintenance technicians and supervisors in the field to administrative staff and managers reviewing cost reports.

Core Value Proposition

• Centralized inventory of all maintainable assets (facilities, equipment, trees, streets, utilities)
• Structured work order management with full approval and scheduling workflows
• Preventive maintenance planning with auto-generated work orders
• Accurate cost tracking — labor hours, materials, equipment, contracts — against assets and tasks
• Mobile-first field experience for work order execution and inspections
• Management reporting for cost analysis, productivity, and compliance

Product Lifecycle

Where MainTrac Sits in the RecTrac Suite

RecTrac 3.1 is organized into functional modules, each with a two-letter code. MainTrac is module MT. Other modules include Activity (AR), Facility Reservations (FR), Pass/Memberships (PM), Rentals (RN), POS (PSS/PSI/PST), FinTrac (FT), Courts (CR), Leagues (LS), Golf (GR), and System Admin (SA). MainTrac is the only module focused on maintenance operations, and the only one being considered for Cohort 1 extraction.

3.1 Work Orders

Work orders are the central operational unit in MainTrac. A work order represents a specific maintenance task or job to be performed against one or more assets, with a full lifecycle from creation through completion.

Work Order Lifecycle:

Key capabilities:

• Work order creation — manual or auto-generated from Preventive Maintenance Plans
• Approval codes for authorization workflows
• Linked assets (one work order can span multiple assets)
• Assigned staff tracking
• Email notifications when a work order is created, updated, or completed
• Status check and validation logic (MTWOStatusCheck.p)
• Work requests from external users
• Mobile access for field technicians

Key data entity: MTWorkOrder

3.2 Preventive Maintenance Plans

PM Plans define recurring scheduled maintenance activities for specific assets. When a plan's schedule triggers, MainTrac automatically creates work orders for the defined tasks, reducing manual entry and ensuring compliance.

• Configurable schedules (frequency, dates)
• Linked to assets and task codes
• Bulk clone capability for rolling plans forward (MTPMPlanUpdateAll.p)
• Auto-work-order creation (MTAutoWorkOrderCreatePM.p)

Key data entity: MTPMPlan

3.3 Asset Management

MainTrac manages five distinct asset types, each representing a different category of maintainable infrastructure:

Assets are organized through a family and category hierarchy that enables grouping related assets and defining standard task sets at the category level (applied to all assets in that category).

Asset management capabilities:

• Asset descriptions, codes, family/category assignment
• Depreciation tracking
• GL Code integration for financial reporting
• Linked tasks — standard maintenance tasks attached to asset categories
• Equipment sign-in/sign-out tracking (MTEquipmentSignInOut.p)
• Bulk facility data import/export (MTFacilityImport.p)
• Photo attachments

Key data entities: MTAssetDescription, MTAssetCatTasks

3.4 Tasks & Inspections

Tasks are the atomic units of work within MainTrac. Task codes are organized into categories and classes, enabling structured reporting and filtering.

Task management:

• Task codes with descriptions and GL codes
• Task categories and classes for grouping
• Contracted price field per task (for contract processing workflows)
• Bulk task assignment and deletion on assets

Inspections:

• Inspection forms attached to asset categories
• Mobile inspection execution (MobileMTInspections)
• Inspection results capture — pass/fail, findings, notes
• Inspection Results Report with work order status linkage
• Work orders can be generated directly from inspection findings

Key data entities: MTTaskCode, MTTaskCategory, MTTaskClass, MTInspectionResults

3.5 Labor, Material & Resource Logging

MainTrac tracks all resources consumed against work orders and assets with individual log types for each resource category:

All log entries support posting and reversal (MTLogPost.p, MTLogReverse.p), GL code assignment, overhead/benefit allocation toggles, and Purchase Order references.

3.6 Combination Log

The Combination Log is MainTrac's unified multi-resource logging interface. Rather than entering labor, materials, and equipment separately, users can log all resource types against assets and tasks in a single workflow session.

• Single screen entry for all resource types (Labor, Equipment, Material, Contract, Misc)
• Supports smart split logic when logging against multiple assets/tasks
• Form-based log variant for inspection-driven logging
• Work order log variant for work-order-driven logging
• Full review and edit capability post-entry

The Combination Log is one of the three endpoints planned for the public API (see Section 3.10).

Key data entity: MTComboLogHistory

3.7 Contract Processing

The current implementation supports:

• Contracted price field on Task Codes and Asset Category Tasks
• Contract expense type in the Combination Log's Misc Expense tab
• Contracted Price Log prompt: distributed cost entry across selected assets/tasks
• Smart price defaulting based on task contracted prices
• Edit capability for contracted log entries

3.8 Mobile

MainTrac provides a dedicated mobile experience for field staff who need to execute work orders and perform inspections without desktop access.

3.9 Reporting

MainTrac includes a set of operational and management reports for analyzing work orders, costs, and facility performance:

All reports support CSV export, landscape/portrait print options, and configurable filter criteria. The Project Results and Facility Task reports support both Detail and Summary format modes.

3.10 API (Planned)

All MainTrac data entities live in the MT namespace within the shared RecTrac Progress database (rectrac.df). This is a key extraction advantage — the MT tables are isolated by naming convention and do not appear in shared transaction tables used by other RecTrac modules.

These entities form a self-contained domain graph. References to external RecTrac entities (staff records, GL codes, permission codes) represent the primary coupling surface that extraction work must address — see Section 6.

Backend

Frontend

Build & Deployment

• Build system: Gradle (backend), Node.js/npm (frontend)
• CI/CD: Jenkinsfile-driven automated builds
• Hosting: Multi-tenant — configuration-based tenant isolation via config.ini
• Current version: RecTrac 3.1.11.10.00

Backend Business Logic — MT Files

MainTrac's server-side logic is contained in 26 MT*.p procedure files under RecTrac/Business/:

This section identifies every dependency that currently ties MainTrac to the RecTrac platform. Each dependency must be addressed — either replicated, abstracted, or consumed via a service interface — before MainTrac can operate as a standalone product.

Coupling Summary

The hard dependencies are Auth/Identity and the shared database schema. Both are workable: Auth is being addressed as a parallel Cohort 1 service, and the MT namespace isolation means schema extraction is a well-scoped effort. The medium dependencies (staff records, GL codes) can be handled via service references or by copying reference data at extraction time.

What "Standing It Alone" Requires

1. Identity & Auth Service — Staff authentication and session management must be extracted or provided by a new service before MainTrac can operate independently.
2. Standalone database schema — MT* tables isolated from the RecTrac rectrac.df schema into a dedicated Progress DB (or migrated to a cloud-native database as part of the replatform).
3. Reference data strategy — GL codes and staff records accessed via API calls to RecTrac or the new Identity service rather than direct DB joins.
4. Standalone PASOE instance — Own application server with its own web-handler routing for MT screens/API.
5. Standalone frontend shell — Vue.js app entry point, router, and state management independent of the RecTrac shell.
6. REST API layer — Complete VSXORG-246 (Combination Log, Inspections, Work Orders endpoints) as a core deliverable of the standalone build — not an afterthought.

These gaps are sourced from customer touchpoints (City of Albuquerque, 2022), Jira issues, and internal product reviews. They represent both the current product debt and a prioritization input for the standalone roadmap.