10/9/23 Weekly Status Report

1.

MODERATE: Could affect any college.

Y

Seat Count & Hybrid Courses: 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

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

• Based on the time lapsed, we need Parchment to make progress on this and get to a resolution ASAP.

• Discussion in the CRM on 10/10 with Jason to discuss next steps/how to resolve.

HIGH

BLQ-855 - Getting issue details... STATUS

PICE-398 - Getting issue details... STATUS

PICE-399 - Getting issue details... STATUS

10/6/23

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 10/10/23.

HIGH

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

10/5/23

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 10/2-10/8. There is now a 'summary page' to pull the unique error messages and the number of records associated with the criteria to help put a numerical value to the report.

https://docs.google.com/spreadsheets/d/1II8NPHNoEOYtW8iDdEOny1zSlIS_4uXDvZ9Nn0niE3s/edit?usp=sharing

10/6/23

3.

Financial Aid Integration

• Chaffey

• Mt. Sac

• Long Beach

• Chaffey - pilot has started and is in progress. Marker course testing meeting on 10/10.

• Mt. Sac - Re-kickoff meeting held on 10/2. In process of scheduling marker course testing meeting.

• Long Beach - Kickoff meeting scheduled 10/26.

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

10/5/23

4.

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.

• No new updates this week.

• Additional info to come in the next week or two.

HIGH

10/6/23

5.

AB540 Student Residency Mapping

AB540 continues to be an issue in the system.

Currently, we map AB540 students to a default residency status of “resident” at the Teaching College, rather than the terms under which the student qualifies for “Resident” status, e.g. AB540, Veteran, special exemption, etc.

This has been highlighted as a problem in the past primarily around student headcount since AB540 student population headcount at the Teaching College receives more funding allocation than traditional resident headcount. This can also lead to challenges around reporting discrepancies where the Teaching Colleges report these students as part of their in-state student population, but the Home College reports them as AB540 students.

However, the largest issue with not mapping the AB540 students to an AB540 residency status at the Teaching College is around the processing of the student’s CADDA request if they are an AB540 student. Cerritos college alerted CVC that if an AB540 student submits a CADDA request, they can only process the request if the student is classified as an AB540 student in their system.

The requirement then is to begin mapping AB540 students from their AB540 status at the Home College to a “CVC AB540” residency status at the Teaching College. This status may be treated as either a resident or nonresident status for tuition rates at the Teaching College, but if the student is in the AB540 status, their nonresident tuition rate is waived so they will only pay in-state enrollment fees.

At initial review, this will require a mapping change at the Home College contactinfo API to reveal AB540 student status, which leads to 3 residency statuses now. Resident, AB540 Resident, and Nonresident.

• No new updates this week.

• CVC team to flesh through options and come up with requirements.

BLN-751 - Getting issue details... STATUS

10.6.23

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) - 

  • Ventura, along with examples from Santa Ana, Coastline, and North Orange are under review by the Parchment team. Additional discussion held with CVC and Parchment on 10/11/23. Next steps to be determined. 

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

Lane 2: Renewal Enhancements

• Financial Aid implementations at Long Beach, Chaffey, and Mt San Jac - pending college availability, CVC to schedule kick-offs  - Mt. SAC call 2, to be scheduled. Chaffey having connection issues. Once resolved, we will resume testing. Long Beach Kick Off call scheduled for 10/26/2023. 

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CSU/UC Log in Page enhancement - BLQ-961 CVC to provide feedback on page layout. Parchment to begin work on the new page, also to include a click tracker for users who click on the CCCApply button.

• CCPG Overview - BLQ-948 Working on final version of overview to be shared with CVC. 

• Preferred Name Enhancement 

Lane 3: Prioritized Enhancements and Research

1. Complete application/integration diagram - BLQ-673 Diagram in final review. To be shared with CVC as soon as possible. 

2. Change The Sender Email Address For Emails Sent Via SendGrid - BLQ-995 Mike from CVC and Jason from Parchment are working to complete next steps to finalize this change. 

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. Discrepancy in UI and Export of Student Enrollment Report | Bakersfield College PICE-471 Resolved. This was a bug that the team was able to recreate and have corrected. 

5. Revising Student Email Content BLQ-1009 - Emails have been updated. Additional changes to the email subject lines are pending. Also working to pull two email templates as requested by Donna. 

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

7. Prerequisites UI Messaging to Students BLQ-997 - CVC confirmed location of new fields, Parchment team working through making these updates.  

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

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

10. Status Update Failed Research BLQ-980  - Resolved. Donna was able to determine cause of the error.   

11. Payment Status, Errors, and Reconciliation BLQ-724  - in progress. 

12. Transfer Information Language Updates for Course Details Page BLQ-891 - Parchment working on final language edits to search results page. 

HIGH

10/11/23

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.

CVC is actively working with the CCCTC and Parchment to figure out the issue/resolve it.

HIGH

10/6/23

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) - 9.15.23 - 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) 9.15.23 - Parchment emailed Jeanette back and asked for an update. She responded that she is compiling notes. If no correspondance by Oct 3, will reach back out to flw up.

• 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) 10.3.23 - CVC and XAP met to help college get through an error. They need to generate the test again and if all is good, they will be ready to go live for sending.

• 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) 9.13.23 - 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) 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

105//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

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

PICF-378 - Getting issue details... STATUS

MEDIUM

8/28/23

PICE-471 - Getting issue details... STATUS

MEDIUM

9/14/23

PICE-477 - Getting issue details... STATUS

HIGH

9/25/23

PICF-381 - Getting issue details... STATUS

HIGH

9/27/23

PICE-484 - Getting issue details... STATUS

MEDIUM

10/9/23

PICF-383 - Getting issue details... STATUS

HIGH

10/2/23

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

9.22.23

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

9.12.23

BLN-539 - Getting issue details... STATUS

HIGH

SIS/Sandbox

10.20.22

BLN-545 - Getting issue details... STATUS

MEDIUM

SIS/Sandbox

10.20.22

9.19.23

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

9.19.23

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

9.18.23

BLN-727 - Getting issue details... STATUS

MEDIUM

Error Handling

7.5.23

BLN-728 - Getting issue details... STATUS

MEDIUM

Error Handling

7.5.23

9.18.23

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

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-984 - Getting issue details... STATUS

Payment Processor

6.29.23

8.31.23

BLQ-974 - Getting issue details... STATUS

Financial Aid Integration

6.12.23

9.13.23

BLQ-996 - Getting issue details... STATUS

Admin Panel

8.10.23

8.30.23

BLQ-975 - Getting issue details... STATUS

Financial Aid Integration

6.12.23

9.13.23

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-895 - Getting issue details... STATUS

MIS Shared Application

BLQ-995 - Getting issue details... STATUS

Emails

BLQ-961 - Getting issue details... STATUS

CSU/UC Student Management: Route Appropriately

BLQ-1008 - Getting issue details... STATUS

MEDIUM

Documentation

9/14/23

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