Page Comparison

1.

Critical - MIS Shared Application

Y

• On 8/16, one of our production launches was nearly derailed because the shared application setup was not configured correctly so the application had not been sent.

• Parchment did not make CVC aware that the shared app had not been sent to the college since the status of the API call is not exposed in the admin panel.

• Donna from CVC emailed the Parchment support on Monday asking if there was anything wrong with the tech center API. This could have been caught and prevented.

• This is a prioritized Jira that we reviewed in our technical deep dive with Parchment on 6/12/23:

  Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-895

• Having this in place will help prevent future hiccups from occurring without our awareness so we can validate that all data has been sent to the college before getting on a go-live call with the college and then having to apologize to the vice presidents that were assembled that our system had not sent the appropriate information that was expected.

Parchment

• Waiting on from Parchment

Notes:

• 7/25/2023 No Update at this time 8/21/2023 Came up last week as an issue that was related to the Parchment migration. Understanding that generally there are still a lot of questions here, we are working with the team to determine how to display this information in the UI. 

• CVC is looking for a mitigation strategy from Parchment. Mike and Andrea will work with Jason to ensure this is received.

https://cvc-oei.atlassian.net/browse/blq-895

9/15/23

2.

Moderate

• Localized: Regression issue

Yes

• Escalated to Mike Vogt and Andrea Hanstein to address with Parchment for permanent fix.

An issue was reported where students has access to click on the Add Class Button the same day of the section start date.

While this is a new issue reported on 8/22/23, this is a recurring issue that has been reported/fixed more than 4 different times.

We have a history of this issue being reported and Parchment fixing the issue....but the same issue is popping up again and again over time.

The 4 JIRAs that track the history of this issue are:

• Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key PICE-394

• Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-706

• Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-442

• and now: 

  Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-462

Parchment

• None noted at this time.

• CVC is looking for a mitigation strategy from Parchment for the rest of this work. Mike and Andrea will work with Jason to ensure this is received.

The 4 JIRAs that track the history of this issue are:

• Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key PICE-394

• Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-706

• Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-442

• and now: 

  Jira Legacy
  server System JIRA serverId 3bc2d1ff-b4f9-313a-8d84-ca6b48c5c997 key BLQ-462

9.15.23

1.

Weekly Combined Requirements Meeting Notes & Recordings

• We meet every Tuesday to discuss items that need attention, analysis, escalated, or enhanced. All recordings, notes, and next steps can be found on the running combined requirements meeting agenda.

• Next meeting is 9/19/23

https://docs.google.com/document/d/1S3zLxqu6CLDmIO6Eq1YmOlo-gPG_Hwn6-lyaEiTpkQE/edit

9/15/23

2.

Weekly Error Report

• Attached is the weekly error report.

• Parchment makes contact with students to assist/guide/resolve errors.

• CVC looks through all errors to ensure none out of the ordinary.

Below is the enrollment report, with errors, for 9/4-9/10.

https://docs.google.com/spreadsheets/d/1EfS9xIUkwqq8y3ELOKPPHe-t10gz1EvxD6YuXQnkgZ4/edit?usp=sharing

9/10/23

3.

Update on P1 and P2 Colleges

N2N reported that we have reached the following:

• 93 colleges live on P1

• 48 colleges live on P2

9/14/23

4.

Reverse Import

• The only outstanding item is the "ShowinCVC" indicator. Development is done and it’s ready to be tested.

• Only 1 outstanding item here and Parchment and CVC are working together to finalize. From there, CVC will test.

9/15/23

5.

Financial Aid Integration

• Chaffey -

  • Amanda reached out to college to re-start pilot kickoff.

• Mt. Sac -

  • Amanda reached out to college to re-start pilot kickoff.

• Long Beach -

  • CVC reached out to college to kickoff pilot.

• Marker course technical doc for colleges being updated.

• Project plans being updated.

• Chaffey - Re-kickoff call is scheduled for Monday Sept 25th.

• Mt. Sac - waiting to hear back from the college.

• Long Beach - waiting to hear back from the college.

• https://docs.google.com/spreadsheets/d/1_0Vpb9_dQUHQEE-K8VQZALeCi82OjrtIz9O02hX6DNs/edit#gid=507028274

• https://docs.google.com/spreadsheets/d/1RGR0SZg3Oxd6c3Gw0V1scKGuKGcBqIfqlOMLHy-3slM/edit#gid=0

• https://docs.google.com/document/d/14iYhW3bH98jMF_dBL25PX-XYxuKvEKwcXdDJOt4Gq8A/edit#heading=h.2zugpd6l1cxb

• https://docs.google.com/document/d/1uidhs4zbKHyOCthAHe01luaNreagjMjp5zvRC0p-3Yk/edit#heading=h.2zugpd6l1cxb

• https://docs.google.com/spreadsheets/d/1CsFUwF82NP7lFbPL5GX6RKYyx_PfhSK6yHSe26Kjw94/edit#gid=0

• https://docs.google.com/spreadsheets/d/1CsFUwF82NP7lFbPL5GX6RKYyx_PfhSK6yHSe26Kjw94/edit#gid=0

• https://docs.google.com/spreadsheets/d/1uQy6tAarYiZFVyZm7lWB5aeUQ7_nwfogb7-_UMOzRpk/edit#gid=0

9/15/23

6.

Canvas Solution for ILP Colleges

• Mike advised on 8/1 that a solution will be rolled out to Kern on Sept 1 to address the issue.

• Other ILP colleges will then start to get the fix.

• CVC has been working with Instructure and Ellucian on a new workflow to support cross-enrolled students. Previously, the method that was utilized by CVC was only supported by Instructure as a CSV upload process. 

• In discussions with Ellucian, a CSV upload was not a viable option due to performance concerns in the ILP workflow, and instead, an API alternative was required in order for ILP to support the logins process at the Teaching Colleges.

• CVC, Ellucian, and Instructure met on 7/19/23 to discuss a possible solution for the API requirement. Instructure identified that the supported fields for the Canvas Logins API did not match the supported fields for the Canvas Logins CSV. So Instructure agreed that the simplest solution would be to extend the existing CSV-supported fields to also be supported by the Logins API. This would allow Ellucian to use the Logins API to create a separate ILP workflow to support CVC cross-enrolled students at the Teaching College.

• Mike to provide next steps from Ellucian based on their meeting.

9/15/23

7.

Parchment Weekly Sprint Jira Status Updates

Product and Priorities status updates:

• Lane 1: Major Functional and Implementation Blockers

  • Ventura Course Modality Display Research - BLQ-855 (PICE-398/399) 9/12/2023 - In Progress, team researching root cause

  • PICE-472: Root cause analysis on incorrectly sent Transfer Articulation emails - 9/12/2023 - In Progress, team researching root cause

  • Cuesta Reverse Import Course Units Counts Off BLQ-845 9/13/2023 Logan confirmed something is off with adminPeriod. Following up with N2N and Cuesta. Update pending. 

  Lane 2: Renewal Enhancements

  • Financial Aid implementations at Long Beach, Chaffey, and Mt San Jac - pending college availability, CVC to schedule kick-offs 9/12/2023 On-going, first meeting scheduled with college 9/25/2023. CVC/Parchment prep call 9/13.

    • BLQ-952 

    • BLQ-920 

    • BLQ-972

    • BLQ-976

    • BLQ-977

    • BLQ-978

  • CSU/UC Log in Page enhancement - BLQ-961 9/13/23 Parchment reviewing CVC feedback on language changes; will provide new example for review. Logo updated in staging, pending update in production, once CVC approves logo.  

  • CCPG Overview - BLQ-948 9/12/2023 Parchment to share concept for review by end of SEP 

  • Document search result output sorting methods BLQ-979 - not started

  Lane 3: Prioritized Enhancements and Research

  • Complete application/integration diagram - BLQ-673 9/12/2023 started; completion TBD

  • Updated Badge Data Import Process for Bad Source Data PICE-453 - 9/12/2023 started; completion TBD 

  • Change The Sender Email Address For Emails Sent Via SendGrid - BLQ-995 9/12/23 In Progress -  As a part of supporting the request to change the sender to donotreply@cvc.edu we've added some functionality to the notification configuration in the Exchange, but most email providers now filter spam based on DKIM and SPF configuration, which is a set we will have to coordinate with you all on some IT tasks with your domain administrator. We'll work out the path for those tasks in the next week or two.

  • Enrollment Report Showing Error Messages BLQ-286  - not started

  • Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard -  BLQ-988  - not started

  • Status Update Failed Research BLQ-980  - not started

  • Payment Status, Errors, and Reconciliation BLQ-724  - not started

9/15/23

8.

eTranscript Implementations & Follow up with colleges

Below is the latest updates on where we are with each college:

• Barstow 8.28.23 - Barstow advised Thursday October 5th at 1pm works best to meet. Parchment sent invite for Oct 5.

• Cabrillo CCD - 7.12.23: No cohort established yet. They are going to move to Saas....so it will be awhile before we can get them set up for sending. When their cohort is established, then Amanda to reach back out to them to start sending process. Only will do this though when they have successfully migrated to SaaS.

• Compton CCD - 9.7.23 - On hold until CVC/Compton determine specifics and timelines for new N2N API Integrations for P1 and P2.

• Copper Mountain CCD (ECA) - 8.17.23 - Met with college and went over questons. They will continue to set up eTranscripts sending. Amanda to check in on Sept 17 to check progress.

• College of the Desert CCD (ECA) 8.14.23 - Parchment advised KO has been scheduled for 10/23/23.

• El Camino CCD (ECA) - 9.6.23 - Parchment and college touched base via email and Parchment is still at work on configs and college is working as well. If not emails or meeting responses by 9.28.23 - will send a follow up check in.

• Feather River CCD (ECA) - 7.26.23 - College is now live for receiving. Amanda emailed them to ask when they want to start with the set up for the sending process.

• Grossmont-Cuyamaca CCD (ECA) - 5.18.23 - Mike advised their cohort is a ways out and follow up with them closer to time.

• Imperial Valley CCD (ECA) -9.6.23 - Met with Don and Sean to go over technical question. Troubleshooting worked. Amanda sent email to Melonie to see if I can get him set up for student enrollment detail report based on sending process. Waiting for her response.

• Long Beach CCD (ECA) 9.7.23: I think we’re ready to do a final testing of sending. If you and/or Sean can join us for a final UAT then I think we’re good to go. Let me know availability. We’d like to: Generate a request from LBCC to LBCC, process the download file via our SIS, Drop the file to send in the export folder for the XAP communicator to pick up and send.

• Marin CCD - 5.25.23 - emailed Jon at the college and provided dates/times for us to meet to start going over the sending process for eTranscripts. Will schedule when he responds. But if he doesnt respond, no need to follow up for several months out since they have not established a cohort yet.

• Merced CCD (ECA) 9.6.23 - Parchment reached out and checked status - Jeanette from college said that she has some issues and asked how she can best communicate those back to Parchment.

• Mt. San Jacinto CCD (ECA) - 9.2.23: Live for sending and receiving.

• Napa Valley CCD - 2.8.23 - CVC not reaching out to college any further until CVC leadership advises to do so.

• Palo Verde CCD - 6.7.23 - Sent email to Shelly to see if she would be willing to schedule a demo to get the process going for etrans receiving. If no response, will reach back out in 2 months.

• Peralta CCD (ECA) 9.6.23 - Amanda sent follow up email to college/Parchment asking for a response/status.

• College of the Redwoods (ECA) 9.6.23 - Update from Parchment: We had a successful end to end test with XAP today, and we are now ready to run through more thorough testing. We kindly ask you to provide us with example students that encompass all varieties of transcripts. For example, students with multiple levels, multiple degrees, honors, withdrawals, transfers, etc. Can you please send us a list of examples.. 15-20 students is usually good enough. You can share this in an excel or google doc. Please include their details such as: FN, LN, DOB, Student Id, and last four SSN.

• Riverside CCD (ECA) 9.6.23 - College emailed me and Sean advising: "We've got the XAP Communicator v 4.0.21 installed on a new server. I see in the documentation that we need a username and password. Should we have that already? Or do we get that from you? Regarding the Colleague transcript extracts, our programmer is working on it. No updates on that so far." Sean is in the process of getting their accounts set up. If we have not heard an update by 10.1.23 - I'll reach out to do a status checkin.

• San Diego CCD (ECA) 6.7.23 - Marina has reached out to their VP. Hold off on reaching out to them until further notice.

• San Francisco CCD - 3.30.32 - live for receiving. Holding off on sending process until they are starting their implementation cohort.

• San Joaquin Delta CCD (ECA) 9.6.23 - Emailed Parchment to see if they were ever able to schedule the call. If not, I asked them to schedule it and invte me and Sean.

• San Mateo County CCD - 1.5.23 - Per Mike/Donna hold off on reaching out to them.

• Santa Monica CCD - 6.1.23 - In talking to Mike they are moving to Banner. Hold off on reaching out to them for awhile.

• Shasta-Tehama-Trinity Joint CCD (ECA) -7.12.23 - Amanda to talk to Mike about if I should follow up with this college or hold off. Mike advised he will reach out to Chaffey to see if they will give the code they used for their colleague implementation.

• Sierra Joint CCD - 9.6.23 - Amanda sent email to college asking that they respond by 9.8.23 on if XAP can turn them on or not.

• Siskiyou Joint CCD (ECA) 6.1.23 - Per discussions with Mike, hold off on reaching out to this college.

• Solano CCD - 9.11.23 - Per Mike and Andrea - this college has moved their implementation to Oct 2024. They are moving to SaaS. We will follow up on eTranscripts as soon as we are closer to their implementation date next yr.

• South Orange County CCD (ECA) 8.28.23 - College responded back with info and Parchment will talk to the tech team and get back to us on next steps. If no response by 9.15. amanda to flw with Parchment.

• Victor Valley CCD (ECA) 9.7.23 - Sent email to Dr. Henry and Eric to check on how progress is going and to have them provide me with an update. If no response by Sept 15th, will reach out again.

• West Kern CCD (ECA) 8.15.23 - me, Sean, Mike mt with Kyli at college and went over the Parchment path and building it in house. He is going to keep working on building this in house. Amanda to touch base with him 9.15.23 to check in to see how things are going.

• West Valley-Mission CCD (ECA) 7.12.23 - Sent flw up email to college to check in on how things are progressing. They dont have a cohort established yet, so if no response follow up in end of Aug.

• Yosemite CCD (ECA) 9.7.23 - Sent email to college to check on progress. If no response by 9.28 - will flw back up with college.

• Yuba CCD (ECA) 8.14.23 - College is now live for receiving. Amanda emailed college and asked if we should start working on the set up for sending or wait closer to P2 implementation cohort launch. They advised they are working on other projects internally. Amanda to reach out in November 23 to get the ball rolling for sending.

• Amanda and Sean to continue reaching out to colleges next week to continue getting them set up on sending and receiving.

Tracking HC and TC transcripts here: https://docs.google.com/spreadsheets/d/1e3Nq1Kt3qACJLqN4nWfmP-mWjdgK8_fSLiQb_ufBjdE/edit#gid=48089342

/wiki/spaces/CVCOEI/pages/1749647361

/wiki/spaces/CVCOEI/pages/1731002371

Weekly Meeting Notes and Action Items will be here each week: https://drive.google.com/drive/folders/12_-PObf7ii0hgvV3g4S-EfWzUamAi8zd

Weekly Status Call Recordings Here: https://drive.google.com/drive/folders/1LF4RbCkYhAdKjPwhoEw2SdArlvo4-u9i

9/14/23

3/11/23

3/11/23

4/26/23

7/24/23

7/26/23

7/26/23

8/23/23

8/28/23

9/7/23

8/28/23

9/18/23

9/14/23

9/18/23

9/18/23

Product Maintenance

1.12.23

7.3.23

SIS

1.31.23

7.5.23

Error Handling

3.21.23

7.5.23

Error Handling

3.21.23

7.5.23

API

1.12.23

7

.3.23

Website UI

7.25.23

7.31.23

idP/EPPN

4.27.23

API

4.18.23

9.11.23

Product Maintenance

4.1.23

Product Maintenance

1.4.23

Financial Aid Integration

2.22.23

Financial Aid Integration

3.28.23

Financial Aid Integration

6.8.23

Product Maintenance

1.12.237.318.23

SISSystem Enhancement

1.31.23

7.58.4.23

Error Handling

3.21.23

System Enhancement

7.526.2322

7.5.23

Error Handling

3.21.23

Student Eligibility Checker

4.25.22

APIError Handling

1.1218.23

78.3.23

Website UI

7.25.23

7.31.23

SIS/Sandbox

10.20.22

idPSIS/EPPNSandbox

410.2720.2322

APISIS/Sandbox

410.1820.23

9.11.23

22

4.1

Product Maintenance

SIS/Sandbox

3.21.23

Product Maintenance Error Handling

1.4.11.23

8.3.23

Financial Aid Integration

2.22Performance

3.21.23

8.24.23

SIS/Sandbox

3.2821.23

6.8

Financial Aid Integration

Reverse Import

5.17.23

1.18

Product Maintenance

Reverse Import

5.25.23

9.11.23

System EnhancementPerson Match

5.8.4.23

System EnhancementeTranscripts

73.262.2223

Student Eligibility CheckerBoomi

46.2512.2223

Error Handling

17.185.23

8.3.23

10.20.22

SIS/Sandbox

Error Handling

7.5.23

10.20.22

SIS/Sandbox

Error Handling

7.5.23

SIS/Sandbox

10.20.22SSL Cert

7.11.23

7.24.23

3.21

SIS/Sandbox

ASSIST File

7.24.23

8.3.

Error Handling

1.11.23

Program Code

6.8.23

PerformanceStudent Eligibility Checker

3.21.23

8.24.4.22.23

3.21.23

SIS/Sandbox

Payment Processor

Financial Aid Integration

5.17.23

Reverse Import

Admin Panel

Reverse Import

5.25.23

9.11.23

Financial Aid Integration

Person Match

5.8.23

Documentation

eTranscripts

3.2.23

Financial Aid Integration

6.12.23

Boomi

Financial Aid Integration

Financial Aid Integration

Error Handling

7.5.23

Financial Aid Integration

7.5.23

Error Handling

MIS Shared Application