Page Comparison

1.

MODERATE: Affected only Banner-Ethos Colleges

Y

We're running with about 1/4 of our inventory is hidden, which is preventing cross-enrollments into those colleges, so our numbers are going to be lower for enrollments in spring term than we had initially thought.

Parchment

Issue Summary: Courses from some colleges may be imported as 'Hidden', this will prevent them from appearing in search results on the Exchange. 

Cause: CVC recently instituted a modification on the platform to remove classes that had changed modality, e.g. changed from an online class to an in-person or hybrid class, thus disqualifying them from being displayed on the Exchange. However, this enhancement is incorrectly hiding online classes if there are multiple versions of the course in the database. This issue is primarily impacting Ethos clients. 

Resolution Path: CVC is working on a resolution with our vendor partners to address the issue that will distinguish between multiple course objects. This solution will ensure online classes remain visible even if another version of the class in the database no longer carries online sections.

Timeline: No ETA yet. A fix that was put into place has addressed a large number of the hidden sections. There was some question about Porterville College because ALL of their sections were being hidden, and we discovered that their inventory import start date did not appear to be set correctly. Once that was set, those courses appeared.

We know the fix addressed a lot of the impacted sections, but given that there are still sections being hidden, we need to investigate other possible causes.

• CVC is doing full analysis for all Teaching Colleges.

• Decision to be made by CVC asapNow that the fix is deployed, Parchment is looking into this to ensure there is no lingering issues globally.

• They think any other hidden inventory issue has to do with specific issues at a college or reverse import. If the results come bacjk with this, we can close PICF-407 and manage the isolated JIRAs separately.

https://docs.google.com/spreadsheets/d/1FNjb8gbgbC80ZCEwuRp0D69TUme0nhYMw1LQLnYfHqM/edit#gid=0

1112/3010/23

2.

MODERATEISOLATED: Hidden Classes

Y

All of Fullerton's classes are hidden for Spring 2024. It appears to be isolated since Cypress still has inventory. If you could please have the team set the visibility to "Yes" for all of their courses and root cause the issue. Our assumption was that the issue in PICF-407 only impacted standard imports, rather than colleges on the reversal. Here's the JIRA:

CVC

• We feel this is an isolated issue at the college with their Hibernate framework.

• Donna and Danielle are investigating this.

Parchment has filed this in PSR-12951.2

12/10/23

3.

MODERATE: Could affect any college.

Y

Non-resident tuition policies not rolling over term to term - College of the Canyons reported that their non-resident tuition policy, which was set for Fall 2023, did not rollover to Winter 2024.

ParchmentSeat Count & Hybrid Courses/Modality Changes: For the past 6 months, we’ve been experiencing issues with how the system is not working correctly when a section is no longer being offered online and how modality changes are not reflecting correctly in the UI.

Parchment has been working on these items along with the CVC’s input.

• Jira has been escalated.

• Meeting to discuss will be held on 11/28/23 based on Parchment’s feedback of, “As the tuition policies function today, policies entered for specific terms will not carry over to subsequent terms. The tuition policy is created only for the specific term. All other terms will use the default policies. Parchment is open to discussing adjustments to this work flow as a future change.”

Parchment

11/30/23

3.

MODERATE: Could affect any college.

Y

Seat Count & Hybrid Courses/Modality Changes: For the past 6 months, we’ve been experiencing issues with how the system is not working correctly when a section is no longer being offered online and how modality changes are not reflecting correctly in the UI.

• N/A - code fix has been pushed to production.

• Testing in progress.

• CVC will provide results ASAP

Parchment

• N/A - code fix has been pushed to production.

• Testing in progress.

• CVC will provide results ASAP

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 10/24/23.

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

11/21/23

2.

Weekly Error Report

• Attached is the weekly error report.

• We've noticed an uptick this week in enrollment errors as it relates to either being unable to find the learner's record at the home institution or experiencing and "error while pulling records".

• In most cases we were able to retrigger the requests for the error pulling the record, resulting in a successful enrollment at the teaching college and/or registration. 

• Additionally, we had a few learners reach out being upset after hitting the 2 max limit while registering for both winter and spring terms. As previously mentioned in a 1:1, while winter open registration remains active the system will not allow learners to register for 2 sections in the winter and then an additional one in the spring, vise versa.

• We've continued to advise the learners to either wait until winter term has started (~beginning of January) to submit their request for the spring course or apply via CCCApply if they're planning to take more than 2 courses at the same institution between the two terms. 

• Courtney looking into what and why this happened and will get back to us.

Below is the report for 12/4-12/10.

https://docs.google.com/spreadsheets/d/1ikNE9TjdBGl3lMFgUW9ROHwUPlIzA-eqpAiTJaAob3Y/edit?usp=sharing

12/10/23

Exchange admin panel password issue in the prod-support channel

CVC received numerous reports of colleges not being able to log in to the admin panel, despite resetting passwords. Many are financial aid staff.

• The CVC Exchange’s administrative panel is currently experiencing technical issues and many users have been locked out of their accounts. We are working to resolve this issue and appreciate your patience.

34.

Tuition Policy Issues

• We found out that tuition policies dont run over term to term.

• CVC also does not have access to update/edit it nor do colleges.

• Jason advised if we can update the spreadsheets with what the defaults should be, Parchment can update the system all in 1 setting.

• Phase 2 has to be priority as well as the ones in current progress.

• The requirement moving forward is if there’s an entry for fall 2023 term - carry that forward to winter and spring to set as default. 

11/29/23

45.

Financial Aid Integration

• Chaffey

• Mt. Sac

• Long Beach

• Chaffey - CVC testing with Parchment to see if issue resolved.

• Mt. Sac - CVC testing with Parchment to see if issue resolved.

• Long Beach - opted to not participate at this time.

• CVC is looking to target another Peoplesoft college to participate in the pilot.

• 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

11/26/23

56.

Canvas Solution for ILP Colleges

• Database access to ILP team today

• Test environment is not updated for Kern, so will work to get this updated.

• Development will be done by 12/19/23.

• Go live in production will happen on 12/19/23.

• Kern will be configured and will go live.

• Other colleges can utilize the code, but will need to be configured in the future. CVC to manage this on an ongoing basic.

11/30/23

67.

Parchment Weekly Sprint Jira Status Updates

Product Priorities:

Lane 1: Major Functional and Implementation Blockers

• Course Modality Display Research - BLQ-855 (PICE-398/399) No change.

• Cuesta Reverse Import Course Units Counts Off BLQ-845 Additional details shared by CVC, Parchment to complete additional research.

• Financial Aid Integration Workflow BLQ-1015 - Working to complete an end to end test with a college. Additional testing to be completed by CVC.

• Cuesta College - SSO Issues with Student Attributes Persisting in the AER PICE-501 - Done.  The team has reviewed this issue and has determined that if an admin is going to use the system in this way, they must always use a new incognito window, and close the browser after each session. This will ensure that the cookies related to the session are not tied to a new session, in a new browser, when a new student needs to enroll. It is not enough to clear the cache to prevent this scenario.  

Lane 2: Renewal Enhancements

• Financial Aid implementations at Long Beach, Chaffey, and Mt SAC - pending college availability, CVC to schedule kick-offs  - Mt. SAC test pending. Long Beach City College, next called to be scheduled. Need to resolve Chaffey API error to move forward with testing. Chaffey may have refreshed their test environment. Mike is working to determine next steps with the college.  

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CCPG Overview - BLQ-948 Migration to production pending.     

• Preferred Name Enhancement BLQ-713 Parchment adding informational text to the AER form. 

Lane 3: Prioritized Enhancements and Research

1. Complete application/integration diagram - BLQ-673 Diagram to be shared with CVC. 

2. Drop/Withdrawal and Freeze Date Considerations for Financial Aid Integration Marker Courses | All SIS' BLQ-1010 - Parchment work is still in progress. 

3. Document search result output sorting methods BLQ-1008 - Work pending.  

4. Prerequisites UI Messaging to Students BLQ-997 - Work is complete and migrated to production.    

5. Enrollment Report Showing Error Messages BLQ-286  - Report to be shared with CVC. 

6. Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard -  BLQ-988  - in progress.  

7. Payment Status, Errors, and Reconciliation BLQ-724  - Need to discuss Mike’s question during next CRM. 

Instead of specific language, because the language of the error message on the “Details” page seems sufficient, would it be possible to add the error icon to the Schedule page next to the “Enrolled & Paid” status,  so the student knows there is an issue with payment from that screen as well. This should remain until the payment posts successfully.

This icon should also be included on the admin panel for administrators to see that there was an issue with payment posts or payment post error status indicator would be similar to the Parchment administrator view so college and CVC staff can tell when there is an issue with a student’s specific payment, particularly the Teaching College Bursar.

8. Session Management Changes BLQ-1026 - Reviewing to determine next steps. 

9. UI Changes for Open Registration Dates and Inventory Imports BLQ-967 - Reviewing to determine next steps. 

10. Enhanced Workflow for Late Enrollment into Courses with Prereqs & Canceling Applications Where a Prereq Check or Person Match Check is Pending and the Course Has Started BLQ-1018 and BLQ-1027 - Reviewing to determine next steps.

11. Need Address Validation on the AER Form BLQ-1029 - Next steps to be determined.

North Orange CCD - Multiple Payment Posts PICE-504 - Parchment is researching why there are four payment calls. CVC has confirmed the student was only charged one time. Additional details pending.  

11/20/23

78.

Increase in 500 Errors in MIS Applications

Parchment brought to our attention that there is an uptick in 500 server errors when sending shared applications across multiple colleges beginning 10/04.

• The CCCTC came back and advised the 500 errors should now be resolved because of a prod fix on the CCCTC side.

• After looking at our reports, CVC is still getting the 500 errors after the CCCTC pushed the fix to production.

• CVC provided examples back to the CCCTC advising of errors still occurring.

• CCCTC reopened the Jira on their end as of Nov 8th.

• The CCCTC advised us the following: “The work is complete for this item, the Jira is closed. 
  The Release date will be December 8, 2023 with SuperGlue4.9.0”

• CVC will check post the release date to ensure no additional errors occuringerrors occurring.

• Courtney will run a report to see if the errors are still there or if it appears to have resolved the issue.

Latest spreadsheet with errors in the last 7 days:  https://docs.google.com/spreadsheets/d/13wgztDQdo1KnLMVVzRZNnmt-_lKG7G-DyvNhBn5Ne4A/edit#gid=1206532879

11/20/23

89.

eTranscript Implementations & Follow up with colleges

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

• Barstow 10.25.23: Sean and college had a meeting to setup XAP for sending and they are currently finishing up with Parchment for testing the sending. I emailed the Parchment team so they can advise next steps.

• 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) - 11.21.23 College responded with the following: Currently, we are still working on Colleague's exported file. Some fields were hard coded so we had to create data fields in Colleague to save information such as the Accreditation and FERPA information. This week we will work on including the student's courses and grades. We are making progress.

• College of the Desert CCD (ECA) 11.16.23 - Parchment held call with the college and College of the Desert Action Items - Review Samples once received, and please confirm how long you feel sample review would take your team (1 week, 2 weeks, etc). Parchment Action Items: Deliver samples for review. Follow up on CASE 05733473 regarding SPEEDE formatting. Our team met on this after we met with your team today and have a working hypothesis we are trying to confirm for the causation in tyhis challenge. We'll share more details once we have them. Deliver the Batch Processing form for end-of-session requests.

• El Camino CCD (ECA) - 12.6.23 - Live in production for sending.

• Feather River CCD (ECA) -11.2.23 - Mike advised that we need to reach out now because they are working on phase 1. AManda to reach out Monday Nov 6.

• Grossmont-Cuyamaca CCD (ECA) - 11.2.23 - Amanda is waiting on Parchment to provide a list of what colleges are on robo. If they are on robo, then we need to hold off from starting.

• Imperial Valley CCD (ECA) -10.25.23 - sent email to Melody and Don asking for a status update. They advised that they are now a live TC." I have circled back to Jeff about the final step needed. We have the configuration ready in both PROD and TEST to run the process and are successfully generating the XML files needed. We are at the point now where we need to move the files to a location for Don to access via SFTP, or move them to the Windows server on our end, so that Don can wrap up his piece in setting up the process to send to XAP when present. Jeff has requested that I look into a Banner baseline functionality in SHACTRL to map where XML transcripts are sent before we settle on a cron job or other external method. We are so close! Will flw up again Nov 15th if no response.

• Long Beach CCD (ECA) 10.24.26 - sent email to Kyne to see where they are and to see if they are ready to go live. If no response by mid Nov, will flw up again.

• 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) 11.20.23 - Parchment is scheduling a meeting with the college on Dec 8th to go over test results/errors.

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

• Palo Verde CCD - 11.2.23 - Mike said to go ahead and email them to advise them to get set up now bc they will benefit when they start because of the no fee module with Parchment.

• Peralta CCD (ECA) 11.30.23: Sean and I met with Peralta and went over everything they need to do in order to build this in house. Amanda to touch base with then again on Jan 29 to see how things are progressing.

• Riverside CCD (ECA) 10.24.23 - We have been exchanging emails with the college and XAP and they are making progress. Amanda sent email today asking for Riverside to provide a status to see if they are close to being ready to go live. They advised they are chipping away and almost there/ready to go live.

• San Diego CCD (ECA) 11.2.23 - Mike said to go ahead and email them to advise them to get set up now bc they will benefit when they start because of the no fee model with Parchment.

• 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) 11.1.23: Met with XAP and Delta and they are now live on XAP communicator.

• San Mateo County CCD - 11.2.23 - Per Mike/Donna hold off on reaching out to them.

• Santa Monica CCD - 11.2.23 - Per Mike- hold off on reaching out.

• Shasta-Tehama-Trinity Joint CCD (ECA) -11.2.23: Met with Shasta and Mike and went over options. College is planning to go parchment for sending. They need to meet internally to get all items squared up and then will reach out to me and Mike for when they are ready. From there, I'll send an email and cal invite to Parchment to get a call scheduled.

• Sierra Joint CCD - 11.2.23- no cohort established, hold off on sending until then.

• Siskiyou Joint CCD (ECA) 11.2.23 - Per Mike, Amanda needs to reach out now.

• Solano CCD - 11.14.23 - Parchment sent email to Solano advising they need a status update. The college emailed us back stating: "Yes – our SaaS go-live date is April 8th, 2024. As noted by Amanda, I believe we have Parchment sending on pause until we have our integrations set up for SaaS. Our new timeline to become a “Teaching” College is to be part of the Fall 2024 Cohort. Once SaaS has been implemented with the given timeline, we can revist our setup for Parchment sending. I apologize if any of these plans have changed, as I am going off my previous meeting notes documented at the time. Parchment responded that they have canceled this project and will pick it back up when they are ready.

• South Orange County CCD (ECA) 11.22.23: Met with college and Parchment and next release date in Nov 30 and then Dec 8th. From there, the code will be in production and prod testing can happen then migration. We should be live with them by Jan 1.

• Victor Valley CCD (ECA) 9.13.23 - Heard from Dr. Henry and he advised that: "We finalized our ethos UAT and Production testing with Logan Murray in mid-August and are set for the next steps in the transcript implementation phase 1. I hope to meet with you for a quick chat on 1st steps. In the meantime, I will conduct a meeting for the VVC team to outline steps preliminary including a scheduling visitation with Chaffey to to discuss best practices. Amanda scheduled meeting for 9.18.23.

• West Hills - 11.20.23 - Parchment advised they are on the Feb kickoff timeframe. Mike advised that works fine. Amanda to follow with Parchment in Jan to ensure still on track.

• West Kern CCD (ECA) 11.2.23 - Mike advised Amanda to reach out to them now to advise Parchment plan for 2025 - it might save them time and effort.

• 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) 10.19.23 - met with college and they have successfully sent an inter-district transcript. They want to test with other receiving colleges and will coordinate. They will continue to reach out to Sean on any technical questions. Amanda to email them again Nov. 15th to check in to see if we need to meet but it will just be a temperature check.

• Yuba CCD (ECA) 11.21.23 - College responded and advised they are wrapping up implementation of superglue for the application, and will be transitioning to this project soon. I’m going to review the documentation we received back in May, and discuss it with Sonya and our IT team. I’ll reach out when we have questions/are ready to discuss. Amanda will reach out again in Jan 2024 to check status if no response.

• 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

11/3/23