Page Comparison

21.

Severe: Affects Financial Aid Integration

N

Financial Aid Pilot:

• Issues with Workflow

• Peoplesoft college dropped out of pilot

• Colleague and Banner pilot colleges both have stopped responding

Parchment

• Workflow issue was resolved by Parchment, but CVC needs to test.

• We can’t test to prove it’s working until we have a pilot college test with us and they have stopped responding.

• Have a conversation with CCCSFAAA leadership and tell them we need their help in piloting.

• Start including this feature as a P2 implementation requirement.

1/17/24

32.

Users Were Not Able to Authenticate to CVC via Proxy

Yes

On Friday, Dec 15th, all student attempts to authenticate to our platform via the proxy seem to be failing. No one was been able to sign in. We've seen 100% failure rate on all attempts from every user who has tried at every college since about 6 AM Friday morning.

CVC reached out to CCCTC support team but they didn’t seem to have any insight into what could be causing this as they have shared that no one else has reported any issues.

However, we kept receiving a 403 Forbidden error message when we try to connect to any college via the Proxy. This is impacting both production and pilot and began failing around the same time on Friday. Whenever a user selects any college where we would normally route them to the appropriate SSO page, we instead are getting this error.

https://search.cvc.edu/users/sign_in (select any college)

• CVC and CCCTC

• We escalated this to Mike Caruso at the CCCTC and he advised they were able to log in with no issues.

• After further research, it looks like the CCCTC had some additional IP restrictions and our IP was possibly whitelisted.

• This issue was resolved same day, but we are working with the CCCTC and Parchment to ensure this does not happen in the future.

• CVC and Jason from Parchment are working to investigate to ensure this doesn't happen again in the future.

  Jason has provided the following update about next steps and continuing research with the CCCTC: “I've gotten some additional information on this, the net of which is that this part of our application isn't capable of being configured on a guaranteed static IP. There's work we can do to make it semi-static, meaning it still may change with some, but even so change of the outbound IP can happen for reasons outside our control. 

  A "more static IP" change is not something we can implement immediately, given the holidays and that such a change may impact other users.

  I can't speak to if this was also a risk in the Heroku infrastructure days or not, but I'm slightly concerned as in our current state, as this could happen again based on factors we can't really control.

  So, I have these questions for the Tech Center:

  • Is this a new practice? If so, can it be rescinded until we have time to ensure there's a lesser risk configuration on our side?

  • Can the Tech Center whitelist by fqdn, rather than by IP? On our end, this is the best solution because we can implement what we have in the rest of the platform, which ensures traffic will always be sourced from 

  egress.parchment.com even though the IP addresses assigned to that may change in a way we can't control.

  As an aside, we don't have great logging of this on our side, so normally we'd put a monitor in place that fires the moment we start seeing it. We're not in a position to do that yet.”

• The CCCTC rolled back their previous code to help eliminate this issue over the holidays.

• Once we return in Jan 2024, Parchment will continue to work on this/investigate this further.

• Next meeting to dive deeper into this will be on 1/23/24 with the Parchment technical team and Jason, the CCCTC, and CVC.

1/17/24

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 1/23/24

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

1/17/24

2.

Weekly Error Report

• Attached is the weekly error report.

Below is the enrollment report for the week of 1/1522-1/2128. 

https://docs.google.com/spreadsheets/d/1UhHjGYuNKOcM10BpuraaGWeUs7T5lM3HoZfX2NuRCWI13q8pkPrx-frzPefE0rfq_wgkz99dAc5dV_toAYQyK9c/edit?usp=sharing

1/2026/24

3.

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.

• No new movement. Mike to reach out to them in and discuss next steps in January and get an actionable plan together.

1/17/24

4.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• Cuesta Reverse Import Course Units Counts Off BLQ-845 Additional research to be completed. 

• Financial Aid Integration Workflow BLQ-1015 - On Hold while CVC determines which colleges will be included for next steps.    

• Is Parchment sourcing the Home College FAFSA school code? PICE-513 Live in production. 

Lane 2: Renewal Enhancements

• Financial Aid implementations  - On Hold while CVC determines which colleges will be included for next steps.    

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CCPG Overview - BLQ-948 Live in production. 

• Document search result output sorting methods BLQ-979 & BLQ-1008 - Work to begin in 2024.  

Lane 3: Prioritized Enhancements and Research

1. Drop/Withdrawal and Freeze Date Considerations for Financial Aid Integration Marker Courses | All SIS' and Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard -  BLQ-1010 and BLQ-988  - Parchment work to process drop/withdrawal codes is still in progress, CVC working internally as well to determine best path of three workflow options discussed during Combined Requirements Meeting 11/7/2024. 

2. Payment Status, Errors, and Reconciliation BLQ-724  - Researching updates to batch application status to reflect when confirming payment processing to the teaching college may have had an error. 

3. Session Management Changes BLQ-1026 and  UI Changes for Open Registration Dates and Inventory Imports BLQ-967 - No change. 

4. 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 - No change. 

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

6. North Orange CCD - Multiple Payment Posts PICE-504 - Explanation pending. 

7. Available Seat Filter Logic Change: Home College Courses Should Always Display Regardless of the Open Registration Date BLQ-1033 - In the queue. 

8. Make Text Updates To Email "CVC Exchange: Request to use financial aid BLQ-1028- In the queue. 

9. Add synch/asynch (format) field to downloadable sections reports BLQ-989 - Delivery method column has been added to report. Team verifying the correct field is being used to populate the report. 

10. Add Language for DSPS Accommodations BLC-107- On hold per CVC. 

11. Fraud Score % Change And Start Sending New Reports BLQ-954- Parchment to provide additional information on the public API documentation to determine next steps. 

Parchment Deliverable Pending:

• Enrollment Report Showing Error Messages BLQ-286  - Security team completing this review. To be shared with CVC when report is available. 

• Complete application/integration diagram - BLQ-673 Diagram to be shared with CVC when available. 

Additional Notes: 

Initial conversations with the Parchment team had been started. Further discussion to be held before next steps can be determined. 

• BLQ-1038

• BLQ-1017

• BLQ-1030

1/25/24

5.

eTranscript Implementations & Follow up with colleges

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

• Barstow 1.9.24: Parchment advised, "I checked in with the PM for Barstow, and they have decided to add an SSO component to their set up alongside the work being done for XAP. I am being told that from a technical perspective, we are ready to move XAP to production for go live. That being said, the school is wanting to wait to make those changes to production until the SSO work is also ready to be migrated. The team is hopeful they will go live in the next few weeks.

• 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 - 1.9.24: Met with Compton to go over receiving. They have to run everything past the board and so they will do so in Feb for an approval go live. Until then, we can go ahead and set up test accounts and get them in beta. Once they send questionnaires back, Sean will set up users and I'll reach back tou to schedule call. Amanda to talk to Mike about SaaS solution for eTranscripts and let them know.

• Copper Mountain CCD (ECA) - 1.8.24: Sent email to college to check on status and where they are and ask that they provide an update. They advised, "We are making progress on the exported transcript file from Colleague. We have completed Row 08C - 'Term Identification Section' from the data dictionary. This week will start analyzing and adding Row 08E- Student's Course Detail Segment to the electronic transcript." Amanda advised she will touch base at beginning of Feb.

• College of the Desert CCD (ECA) 1.11.24: Sent email to Parchment and college to get status and next steps.

• 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) - 1.8.24: Sent email to college to get a kickoff meeting started and scheduled.

• Imperial Valley CCD (ECA) -1.8.24: Sent email to college and asked for a status. They are ready to go live they said. Amanda coordinating a final zoom call for go live date.

• Long Beach CCD (ECA) 1.11.24: Emailed Kyne to see if he's ready for go live and asked if he wanted to jump on a call.

• 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 doesn't respond, no need to follow up for several months out since they have not established a cohort yet.

• Merced CCD (ECA) 1.11.24: Sent email to college and Parchment to check status.

• Napa Valley CCD - 1.10.24: Emailed atorres@napavalley.edu, malopez@napavalley.edu, brodriguez@napavalley.edu, jcota@napavalley.edu, anrmail@napavalley.edu and asked for a kickoff call. Scheduled meeting for 1.23.24.

• Palo Verde CCD - 1.11.24: Sent email to Shelley requesting a call to start set up for etranscripts receiving.

• 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) 1.11.24: Nicholas responded that they are pretty much ready to go live. Sean checked on his end and they are all set there for when they go live. I advised to let me know when they are going live and I will schedule a meeting with A&R to train them.

• San Diego CCD (ECA) 1.11.24: Reached out to the college to get a call scheduled to get this in place. They responded with some availability and I will schedule when others respond, as well.

• 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) 1.4.24: Parchment sent out the following email to the college: I am following up on your sample generation. Our team noted we've not yet received the directory path from Robo to your XAP directory. Once we have this info we can generate your samples.Can you share that info at your earliest convenience, or confirm when we may expect this information?

• 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) -1.11.24: Becky emailed me back and said they are ready to proceed. I asked her to make sure she and I are on the same page with me reaching out to Parchment and if she confirms yes, I'll get that process started.

• 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) 1.11.24: Sent email to Courtney at Parchment advising that we were advised that Irvine and Saddlebacl went live and no one told us. And, looks like Irvine is working fine but saddleback is having issues. Requested a meeting with Courtney.

• Victor Valley CCD (ECA) 9.16.23: Victor Valley is going to switch to SaaS in April 2024, so we will be placing this one on hold until after that migration.

• West Hills - 1.9.24: Melissa from Parchment said there is a kickoff call scheduled for Feb 21.She sent over invite to me and Sean for kickoff.

• West Kern CCD (ECA) 1.16.24: Taft is ready to go live but wants to test first. I emailed them back advising that we should meet to discuss testing. Sent him mine and Sean's availability and will schedule when he responds.

• West Valley-Mission CCD (ECA) 11.2.23 - Per Mike - hold off since they dont have a cohort established.

• Yosemite CCD (ECA) -1.16.24: Received the following update from the college: "The setup of eTranscripts is going well. Here is what we have accomplished so far…. Successfully produced a flat file that is accepted by XAP Successfully transmitted an electronic transcript from MJC to Columbia Successfully transmitted several electronic transcripts from MJC to Chabot College Here is what we are currently working on…. Data remediation surrounding grade notations Continued Beta testing with MJC Enrollment Services and Columbia Admissions & Records It is our goal to have all data remediation and Beta testing completed by end of January. We will keep you updated on our progress.

• Yuba CCD (ECA) 1.11.24: Sent email to Yuba to ask status of set up and how things are progressing.

• 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

1/17/24