11/13/23 Weekly Status Report

1.

SEVERE: Affected all students who dropped a course

Y

An overnight Parchment process has triggered drop notification emails to be sent out to ALL students who dropped in the last term, i.e. nearly 2000 students. To make matters worse, it appears the notifications would have also gone out to all FA directors at all colleges since they receive a notification when a cross-enrolled student drops the class

Parchment

TBD - Meeting scheduled 11.14.23.

• CVC drafted email and Parchment to send out advising colleges and students of issue and to disregard the email.

HIGH

PICE-497 - Getting issue details... STATUS

11/14/23

2.

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.

Parchment

TBD

• Jira has been escalated.

HIGH

PICE-496 - Getting issue details... STATUS

11/14/23

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.

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

BLQ-855 - Getting issue details... STATUS

PICE-398 - Getting issue details... STATUS

PICE-399 - Getting issue details... STATUS

Parchment

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

• Testing in progress.

• CVC will provide results ASAP

HIGH

BLQ-855 - Getting issue details... STATUS

PICE-398 - Getting issue details... STATUS

PICE-399 - Getting issue details... STATUS

11/10/23

4.

MODERATE: Could affect any college.

N

Financial Aid Workflow Process Not Working:

• Current issue with financial aid integration workflow on the Parchment side.

• Issue reported on Thursday, Oct 12. Meeting was scheduled for Monday 10/16 to meet with Mt. Sac to test Marker Course, but had to be cancelled due to this issue.

• Parchment holiday in Argentina (where devs are) Friday 10/13 and 10/16 so not insight into issue or ETA at this time.

Parchment

N/A - testing in progress

• Testing is in progress at CVC.

• Goal is to schedule calls to set up marker courses week as soon as all testing passes/works as expected.

HIGH

BLQ-1015 - Getting issue details... STATUS

11/10/23

5.

Severe: Affects All Colleges

Y: Mike brought up to Parchment

• CVC leadership team received a lot of negative feedback on Unified Subject Search and how there are many shortcomings in the current search experience.

Parchment

• CVC leadership escalated that we need a functioning keyword search that performs better.

• Parchment heard our feedback and the criticism from the colleges and provided the following: Courtney met with Jason and shared our concerns and frustrations regarding the search functionality. “While I do not have answers for you at this time, it is an on-going discussion, and we will be able to speak to a general path forward during our quarterly meeting next week. In that discussion, it would be helpful to hear your viewpoints on what user journeys the search should focus on. In other words, who is searching and why? That discussion is part of figuring out how best to make search work better.

  Additionally, we are continuing to work on being able to better log changes in the system, and when there are interruptions in the nightly imports. I will continue to share more details as I am able. “

• This feature has been turned off in staging.

• Parchment is waiting on CVC green light to turn off in prod. Mike, Donna, Amanda working together on this decision to ensure nothing will break if we turn this off in production.

HIGH

Epic: BLQ-1000 - Getting issue details... STATUS

BLQ-979 - Getting issue details... STATUS

11/10/23

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 10/24/23.

HIGH

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

11/8/23

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.

HIGH

Below is the enrollment report for 11/6 - 11/12.

https://docs.google.com/spreadsheets/d/1AoPmizNDENnl_JqD1fuGf3WIRok8IBkdCaaPDLzhMeQ/edit?usp=sharing

11/12/23

3.

Financial Aid Integration

• Chaffey

• Mt. Sac

• Long Beach

No change since last week.

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

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

• Long Beach - Long Beach advised they will let us know when the marker courses are set up. From there, we will schedule call to test as long as the workflow issues proves to be resolved.

HIGH

• 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

11/12/23

4.

Canvas Solution for ILP Colleges

• Progress has been made here this week and Kern will be going live with ILP soon.

• ILP is working to implement a batch process job specifically for cross-enrolled students. This will allow ILP colleges to process cross-enrollments with largely the same functionality as non-ILP colleges.

HIGH

11/12/23

5.

Parchment Weekly Sprint Jira Status Updates

Product Priorities:

Lane 1: Major Functional and Implementation Blockers

• Ventura Course Modality Display Research - BLQ-855 (PICE-398/399) Parchment continues to work on improved tracking of system changes/updates. 

• 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.

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.  

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CSU/UC Log in Page enhancement - BLQ-961/BLQ-520 Changes deployed to production 10/24/23. Parchment to begin reporting back on CCCApply clicks. Parchment will investigate what, if any other, information can be shared. 

• CCPG Overview - BLQ-948 CVC shared feedback. Parchment to review and complete work in staging environment.    

• Preferred Name Enhancement BLQ-713 Parchment is ready to begin collecting this information on the AER and sending to N2N when CVC indicates everyone is ready. 

Lane 3: Prioritized Enhancements and Research

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

2. Change The Sender Email Address For Emails Sent Via SendGrid - BLQ-995 Parchment delivered necessary information to CVC (Mike Vogt) on 10/27/2023.

3. Drop/Withdrawal and Freeze Date Considerations for Financial Aid Integration Marker Courses | All SIS' BLQ-1010 - Parchment work is still in progress. Still awaiting list of all drop.withdrawal codes for each SIS. 

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

5. Prerequisites UI Messaging to Students BLQ-997 - CVC feedback has been applied to the staging environment for review.   

6. Enrollment Report Showing Error Messages BLQ-286  - Accessibility review planned for November 2023.

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

8. Payment Status, Errors, and Reconciliation BLQ-724  - in progress. - Need language from CVC for this error message

The UI Should Display an Error Message When a Student Enters a State Other than CA on the AER Form BLQ-1011 Done.

HIGH

11/9/23

6.

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.

• CVC waiting to hear back from CCCTC on an update.

HIGH

BLQ-1016 - Getting issue details... STATUS

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

11/12/23

7.

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) - 10.24.23: sent email to college to follow up and see how they are progressing. If not response by Nov 15th, will flw again.

• College of the Desert CCD (ECA) 11.13.23: Scheduled XAP communicator install call for 11.14.23. Todd at Parchment asking for College to provide location of their directory.

• El Camino CCD (ECA) - 11.8.23: Latest update from PArchment... I believe Parchment needs El Camino to confirm that the upload directory is the same in production as in the test environment. C:\XAPCOM\CCCTRAN\Tobe-Uploaded\. Assuming it is and there are no new questions about the PDF transcripts, yes, following today's call we should be 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) 11.7.23 - Jeanette sent over errors. Parchment advised they will look into those and let us know next week on status.

• 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 modelue with Parchment.

• Peralta CCD (ECA) 10.24.23 - sent email to college asking for them to provide a status update. Parchment chimed into the email and stated We would like to run more tests to wrap this up and schedule the go-live. Can someone please share 10-15 example students from your test environment we can use for testing? Please make sure these are students with no holds on their account. We need the FN, LN, DOB, Student Id. You can share this as a google doc or excel, as long as we can copy and paste. :) The sooner the better so we do not miss your deadline."10.24.23 - sent email to college asking for them to provide a status update. PArchment chimed into the email and stated We would like to run more tests to wrap this up and schedule the go-live. Can someone please share 10-15 example students from your test environment we can use for testing? Please make sure these are students with no holds on their account. We need the FN, LN, DOB, Student Id. You can share this as a google doc or excel, as long as we can copy and paste. :) The sooner the better so we do not miss your deadline."

• College of the Redwoods 11.8.23: Live with both sending and receiving.

• 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 wit hshasta and Mike and went over options. College si 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 - 11.2.23 - Per Mike, hold off.

• South Orange County CCD (ECA) 11.7.23: Meeting scheduled on 11.21 with us, college, and Parchment for go live discussions and coordination.

• 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 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) 10.25.23 - Amanda reached out to college to see how things are progressing and asked them to provide a status update.

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

HIGH

IN PROCESS

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

PICE-399 - Getting issue details... STATUS

HIGHEST

3/11/23

PICE-398 - Getting issue details... STATUS

HIGHEST

3/11/23

PICF-338 - Getting issue details... STATUS

MEDIUM

4/26/23

PICE-453 - Getting issue details... STATUS

MEDIUM

7/26/23

PICE-451 - Getting issue details... STATUS

MEDIUM

7/26/23

PICE-471 - Getting issue details... STATUS

MEDIUM

9/14/23

PICF-381 - Getting issue details... STATUS

HIGH

9/27/23

PICF-383 - Getting issue details... STATUS

HIGH

10/2/23

PICE-487 - Getting issue details... STATUS

MEDIUM

10/17/23

PICE-489 - Getting issue details... STATUS

MEDIUM

10/23/23

PICF-388 - Getting issue details... STATUS

MEDIUM

10/17/23

PICF-389 - Getting issue details... STATUS

MEDIUM

10/18/23

PICE-491 - Getting issue details... STATUS

HIGH

11/6/23

PICE-493 - Getting issue details... STATUS

MEDIUM

11/6/23

PICF-394 - Getting issue details... STATUS

HIGH

11/6/23

PICE-494 - Getting issue details... STATUS

MEDIUM

11/9/23

PICE-495 - Getting issue details... STATUS

HIGH

11/13/23

PICF-397 - Getting issue details... STATUS

MEDIUM

11/8/23

PICF-398 - Getting issue details... STATUS

MEDIUM

11/9/23

PICF-402 - Getting issue details... STATUS

MEDIUM

11/13/23

PICF-401 - Getting issue details... STATUS

MEDIUM

11/13/23

PICF-400 - Getting issue details... STATUS

MEDIUM

11/13/23

PICF-399 - Getting issue details... STATUS

MEDIUM

11/13/23

BLC-129 - Getting issue details... STATUS

HIGH

idP/EPPN

4.27.23

BLQ-891 - Getting issue details... STATUS

HIGH

Product Maintenance

4.1.23

10.26.23

BLQ-920 - Getting issue details... STATUS

HIGHEST

Financial Aid Integration

2.22.23

BLQ-952 - Getting issue details... STATUS

HIGHEST

Financial Aid Integration

3.28.23

BLQ-972 - Getting issue details... STATUS

HIGH

Financial Aid Integration

6.8.23

BLQ-855 - Getting issue details... STATUS

HIGH

Product Maintenance

1.18.23

BLQ-779 - Getting issue details... STATUS

HIGH

System Enhancement

8.4.23

BLQ-845 - Getting issue details... STATUS

MEDIUM

System Enhancement

7.26.22

BLN-380 - Getting issue details... STATUS

MEDIUM

SIS/Sandbox

3.21.23

BLN-675 - Getting issue details... STATUS

MEDIUM

Reverse Import

5.17.23

BLN-670 - Getting issue details... STATUS

HIGH

Person Match

5.8.23

BLN-664 - Getting issue details... STATUS

MEDIUM

eTranscripts

3.2.23

BLN-727 - Getting issue details... STATUS

MEDIUM

Error Handling

7.5.23

BLQ-991 - Getting issue details... STATUS

HIGH

ASSIST File

7.24.23

BLN-730 - Getting issue details... STATUS

HIGH

Program Code

6.8.23

BLN-280 - Getting issue details... STATUS

HIGHEST

Student Eligibility Checker

4.22.23

BLQ-673 - Getting issue details... STATUS

Documentation

BLQ-948 - Getting issue details... STATUS

Financial Aid Integration

BLQ-976 - Getting issue details... STATUS

Financial Aid Integration

BLQ-977 - Getting issue details... STATUS

Financial Aid Integration

BLQ-978 - Getting issue details... STATUS

Financial Aid Integration

BLQ-995 - Getting issue details... STATUS

Emails

BLQ-961 - Getting issue details... STATUS

CSU/UC Student Management: Route Appropriately

10/24/23

11/7/23

BLQ-1008 - Getting issue details... STATUS

MEDIUM

Documentation

9/14/23

BLQ-1010 - Getting issue details... STATUS

MEDIUM

Financial Aid Integration

10/10/23

BLQ-713 - Getting issue details... STATUS

HIGH

Preferred Name

10/10/23

BLQ-1009 - Getting issue details... STATUS

MEDIUM

Email Content

10/3/23

10/25/23

BLQ-988 - Getting issue details... STATUS

MEDIUM

Admin Panel/Reporting

10/10/23

BLQ-997 - Getting issue details... STATUS

MEDIUM

Prerequisites UI Messaging

10/10/23

BLQ-980 - Getting issue details... STATUS

HIGHEST

10/11/23

BLQ-286 - Getting issue details... STATUS

LOWEST

Accessibility

10/12/23

BLQ-724 - Getting issue details... STATUS

HIGH

Payment Processor

10/10/23

BLQ-1015 - Getting issue details... STATUS

MEDIUM

Financial Aid Integration

10/16/23

BLQ-1016 - Getting issue details... STATUS

HIGH

API

10/16/23

BLC-133 - Getting issue details... STATUS

MEDIUM

API

9/28/23

BLC-134 - Getting issue details... STATUS

MEDIUM

API

9/28/23

10/12/23

BLN-686 - Getting issue details... STATUS

HIGH

Preferred Name

10/10/23

BLN-685 - Getting issue details... STATUS

HIGH

Preferred Name

10/10/23

10/31/23

BLN-681 - Getting issue details... STATUS

HIGH

Preferred Name

10/10/23

BLN-682 - Getting issue details... STATUS

HIGH

Preferred Name

10/16/23

BLN-684 - Getting issue details... STATUS

HIGH

Preferred Name

10/10/23

BLN-683 - Getting issue details... STATUS

HIGH

Preferred Name

10/10/23

BLN-761 - Getting issue details... STATUS

MEDIUM

Documentation

10/11/23

BLN-765 - Getting issue details... STATUS

HIGH

Census Date Issue

10/16/23

BLQ-1011 - Getting issue details... STATUS

MEDIUM

Error Messages

10/11/23

11/2/23

BLQ-520 - Getting issue details... STATUS

LOW

Redirect

10/23/23

BLN-752 - Getting issue details... STATUS

HIGH

Waitlist

10/13/23

BLN-771 - Getting issue details... STATUS

HIGH

Seat Counts

10/16/23

Q1: July 1-Sept 30

Q2: Oct 1-Dec 31

Q3: Jan 1-March 31

Q4: April 1-June 30

Q1: Jan 1-March 31

Q2: April 1-June 30

Q3: July 1-Sept 30

Q4: Oct 1-Dec 31

Q1: Jan 1-March 31

Q2: April 1-June 30

Q3: July 1-Sept 30

Q4: Oct 1-Dec 31