9/11/23 Weekly Status Report

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: BLQ-895 - Getting issue details... STATUS

• 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.

HIGHEST

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

9/8/23

2.

Severe

• Localized: Blocked

  • North Orange

  • Santa Barbara

  • West Valley/Mission

  • City College of San Francisco

  • Riverside

Y - Escalated to Marina 4/5/23.

Drop dead date was supposed to be 6/1/23.

Reverse Import

• The reverse import attempt failed last Wednesday. The reasons for the failure as of Thursday are unknown.

• As a separate item, there was a requirement miss on the Parchment side. We have re-emphasized the requirement that “displayInCVC” indicator is utilized at the courseDetail API. where displayInCVC = “N” then sections for that course would not display in the Exchange.

• See column 5 below for more details.

Parchment

• 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.

HIGHEST

BLQ-779 - Getting issue details... STATUS

9/8/23

3.

Moderate

• Localized: Regression issue

Y -

• 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:

• PICE-394 - Getting issue details... STATUS

• BLQ-706 - Getting issue details... STATUS

• BLQ-442 - Getting issue details... STATUS

• and now:  BLQ-462 - Getting issue details... STATUS

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.

HIGH

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

• PICE-394 - Getting issue details... STATUS

• BLQ-706 - Getting issue details... STATUS

• BLQ-442 - Getting issue details... STATUS

• and now:  BLQ-462 - Getting issue details... STATUS

9.8.23

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

HIGH

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

9/8/23

2.

Weekly Error Report

• Attached is the weekly error report provided by Parchment for 8/28-9/3.

• 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, with errors, for 9/4-9/10.

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

9/10/23

3.

Course Inventory Issues

• CVC is showing a 3/15 import start date for Santiago Canyon College, which means that inventory also imported for Santa Ana College starting this date.

• We enabled Fall term on May 6th, so it seems that even if the Fall term is not yet enabled to display Fall courses, the import will start for the district regardless.

• Our team will monitor these dates more closely moving forward as we were under the impression that the import didn’t officially start until the term was enabled.

• Amanda to follow with Logan to see if resolved.

HIGH

9/8/23

4.

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.

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

8/30/23

5.

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 meeting with Ellucian on this onsite 9/12.

HIGH

9/8/23

6.

Parchment Weekly Sprint Jira Status Updates

Product and Priorities status updates:

• Lane 1: Major Functional and Implementation Blockers

  • Ventura Course Modality Display Research - in progress

  • BLQ-855 (PICE-398/399) When Section Is No Longer Offered Online, The Section Record Should Be Removed From The UI 8/21/2023 New examples provided by CVC have been shared with the team for review.

  Lane 2: Renewal Enhancements

  • Financial Aid implementations at Long Beach, Chaffey, and Mt San Jac - pending college availability, CVC to schedule kick-offs

  • BLQ-952 - FA Integration Emails: Create Emails to Go Out to Counselor, FA Officer, and Student - In progress with the development team. 8/23/23 On-going, CVC working to schedule KO calls with colleges.

  • BLQ-920 - Quottly Development for FA Integration: Including Counselor Review Process for Degree - In progress with the development team. 8/23/23 On-going, CVC working to schedule KO calls with colleges.

  • BLQ-972 SPIKE: Parchment Set Up for PeopleSoft Financial Aid Integration 8/23/23 On-going, CVC working to schedule KO calls with colleges.

  • CSU/UC Log in Page enhancement - agreed to move this work forward in the schedule; Parchment to provide updated concept for approval this week

  • BLQ-961

  • CCPG - Parchment to share concept for review by end of SEP

  • BLQ-948

  Lane 3: Prioritized Enhancements and Research

  • Complete application/integration diagram - started; completion TBD - Not sure there is a ticket for this…

  • Updated Badge Data Import Process for Bad Source Data - started; completion TBD Not sure I am clear on what this is referring to

  • Missing EPPN Occurrence Research - started; anticipated this week

  • Cancel Unsubmitted Applications - started; anticipated this week

  • PICE-430/also PICE-432 - Ability to Change Home Colleges When User is Already Authenticated in the Exchange - 8/21/2023 Parchment has identified the conditions which allowed this to occur. A change is being implemented so that going forward, an abandoned application will be canceled if the learner changes their home college. The application process will need to be restarted so that the Home College check (Canvas check) can be re-attempted with updated information.

  • MIS Application Call Status on Batch Application - started; completion TBD

  • BLQ-895 - MIS Shared Application - Display status on Admin Dashboard - 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. 

  • Change The Sender Email Address For Emails Sent Via SendGrid - started; completion TBD

  • BLQ-995 Change The Sender Email Address For Emails Sent Via SendGrid 9/11/23 Done.

  • Enrollment Report Showing Error Messages - not started

  • BLQ-286 - Getting issue details... STATUS Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard - not started

  • BLQ-988 

  • Status Update Failed Research

  • BLQ-980 - Getting issue details... STATUS

  • Payment Status, Errors, and Reconciliation - not started

  • BLQ-724 - Getting issue details... STATUS

  • Document search result output sorting methods - not started

  • BLQ-979 - Getting issue details... STATUS

HIGH

9/8/23

7.

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.

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

9/8/23

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-432 - Getting issue details... STATUS

MEDIUM

7/10/23

PICF-372 - Getting issue details... STATUS

MEDIUM

7/24/23

PICE-453 - Getting issue details... STATUS

MEDIUM

7/26/23

PICE-451 - Getting issue details... STATUS

MEDIUM

7/26/23

PICE-462 - Getting issue details... STATUS

HIGHEST

8/23/23

PICE-463 - Getting issue details... STATUS

MEDIUM

8/23/23

PICE-466 - Getting issue details... STATUS

HIGH

8/28/23

PICE-470 - Getting issue details... STATUS

MEDIUM

9/7/23

PICE-469 - Getting issue details... STATUS

HIGH

9/7/23

PICF-378 - Getting issue details... STATUS

MEDIUM

8/28/23

BLN-445 - Getting issue details... STATUS

LOW

Product Maintenance

1.12.23

7.3.23

BLN-652 - Getting issue details... STATUS

LOW

SIS

1.31.23

7.5.23

BLN-646 - Getting issue details... STATUS

MEDIUM

Error Handling

3.21.23

7.5.23

BLN-645 - Getting issue details... STATUS

MEDIUM

Error Handling

3.21.23

7.5.23

BLN-610 - Getting issue details... STATUS

MEDIUM

API

1.12.23

7.3.23

BLQ-992 - Getting issue details... STATUS

MEDIUM

Website UI

7.25.23

7.31.23

BLC-129 - Getting issue details... STATUS

HIGH

idP/EPPN

4.27.23

BLC-115 - Getting issue details... STATUS

HIGH

API

4.18.23

9.11.23

BLQ-891 - Getting issue details... STATUS

HIGH

Product Maintenance

4.1.23

BLQ-846 - Getting issue details... STATUS

HIGH

Product Maintenance

1.4.23

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-280 - Getting issue details... STATUS

HIGHEST

Student Eligibility Checker

4.25.22

BLN-650 - Getting issue details... STATUS

HIGHEST

Error Handling

1.18.23

8.3.23

BLN-538 - Getting issue details... STATUS

HIGH

SIS/Sandbox

10.20.22

BLN-539 - Getting issue details... STATUS

HIGH

SIS/Sandbox

10.20.22

BLN-545 - Getting issue details... STATUS

MEDIUM

SIS/Sandbox

10.20.22

BLN-380 - Getting issue details... STATUS

MEDIUM

SIS/Sandbox

3.21.23

BLN-644 - Getting issue details... STATUS

MEDIUM

Error Handling

1.11.23

8.3.23

BLN-427 - Getting issue details... STATUS

LOW

Performance

3.21.23

8.24.23

BLN-35 - Getting issue details... STATUS

LOWEST

SIS/Sandbox

3.21.23

BLN-675 - Getting issue details... STATUS

MEDIUM

Reverse Import

5.17.23

BLN-677 - Getting issue details... STATUS

MEDIUM

Reverse Import

5.25.23

9.11.23

BLN-670 - Getting issue details... STATUS

HIGH

Person Match

5.8.23

BLN-664 - Getting issue details... STATUS

MEDIUM

eTranscripts

3.2.23

BLN-705 - Getting issue details... STATUS

HIGH

Boomi

6.12.23

BLN-726 - Getting issue details... STATUS

MEDIUM

Error Handling

7.5.23

BLN-727 - Getting issue details... STATUS

MEDIUM

Error Handling

7.5.23

BLN-728 - Getting issue details... STATUS

MEDIUM

Error Handling

7.5.23

BLQ-987 - Getting issue details... STATUS

HIGH

SSL Cert

7.11.23

7.24.23

BLQ-991 - Getting issue details... STATUS

HIGH

ASSIST File

7.24.23

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