10/23/23 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.

• Parchment has a fix in production and when using the Santa Ana MATH287 example as a test, they are getting the expected results. They are optimistic that this change will address many of the visibility issues, but they will continue to monitor the system as well.

• They’ve asked that we please also continue to provide specific examples of any course/section that is not appearing as expected so that they can research individual instances as we work to further refine this process. 

• After Nov 6 when the next term imports, Logan will test this to see if the issue still exists or if the fix has addressed the issues.

HIGH

BLQ-855 - Getting issue details... STATUS

PICE-398 - Getting issue details... STATUS

PICE-399 - Getting issue details... STATUS

10/25/23

2.

MODERATE: Could affect any college.

N

• 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

• Information from Parchment: “I was able to touch base with the team, and in checking the tests that Logan entered last week, we found that the workflow for the marker course did not trigger as we expected. We are anticipating a quick resolution, but with the holiday in Argentina today, it did not make sense to meet with the college.”

• Parchment development will be focusing on this on Tuesday, Oct 17.

• Parchment will report on what the issue and ETA.

• Parchment to report to CVC on status ASAP. This is top priority for their development team.

HIGH

BLQ-1015 - Getting issue details... STATUS

10/20/23

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

10/20/23

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 10/16-10/23.

https://docs.google.com/spreadsheets/d/1TPD8VKPJOYZaj9fzmyiffVSnROAFTOpahO8z-R5g0Jg/edit?usp=sharing

10/20/23

3.

Financial Aid Integration

• Chaffey

• Mt. Sac

• Long Beach

• Chaffey - pilot has started and is in progress. On hold until Parchment can rectify workflow issue. Permissions issue being tested today and should be resolved.

• Mt. Sac - pilot has started and is in progress. On hold until Parchment can rectify workflow issue.

• 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

10/20/23

4.

Canvas Solution for ILP Colleges

• No new updates since last week.

• ILP will begin using a batch process to support the logins.csv until the API issues can be resolved with Instructure.

• Mike will report updates as he has them.

HIGH

10/20/23

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

10/20/23

5.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• Ventura Course Modality Display Research - BLQ-855 (PICE-398/399) 

  • There was a bug - if there were no sections, the API call was breaking and things were not getting updated as expected. The fix for this was deployed 10/18/23.

  • Parchment is researching what is going on with the nightly import to try to determine why in some cases is it not running as expected (Santa Ana example)

  • Parchment will implement better logging, so that we can continue to improve the process keep tracking, and continue to address

  • Please continue to report Inconsistencies in courses being displayed 

• 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 - Parchment working to resolve this by Monday, 10/23/23.

Lane 2: Renewal Enhancements

• Financial Aid implementations at Long Beach, Chaffey, and Mt SAC - pending college availability, CVC to schedule kick-offs  - Parchment working through Marker Course workflow process. Once resolved, we will be ready to resume testing with Chaffey and Mt. SAC 

  • 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 Parchment reviewed new process during CRM on 10/17/23. Updated screenshot to be sent to CVC for review. 

• Preferred Name Enhancement BLQ-713 Parchment is testing this enhancement.

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 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. 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. 

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

6. Prerequisites UI Messaging to Students BLQ-997 - Work is currently in progress.  

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

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

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

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

11. The UI Should Display an Error Message When a Student Enters a State Other than CA on the AER Form BLQ-1011 Working to update the error message text. 

HIGH

10/20/23

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.

• No new updates this week.

• Update from the CCCTC: They have confirmed that condition, although it appears to be a false negative.

  They have suggested to Jason that this be escalated to Mark Cohen's team to investigate to see if any recent workflow changes affected the workflow from receiving a delivery status successfully from the Adaptor in order to report a status 200 instead.  If there is a block in the Adaptor's response back to the parent workflow, logic would have it report the 500 status even though the Adaptor itself was successful but its response was simply not received.

HIGH

BLQ-1016 - Getting issue details... STATUS

10/20/23

7.

eTranscript Implementations & Follow up with colleges

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

• Barstow 10.17.23: Kevin and Felicia will be meeting on 10/16 to update the Robo integration to allow for XAP functionality. XAP team will also begin working on the upload setup, and provide us with an update once completed. Parchment advised that their team will have an update after our next meeting, however, let me know if you have any questions or need anything in the meantime. Amanda to follow up by 10/26 if no response by then.

• 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) 10.11.23 - Todd from Parchment flw up with Jeanette again on testing progress. Will wait for he to respond. If no respond by 10.18, I will flw up with Jeanette

• 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) 10.23.23 - Parchment sent out an email to ask if we can reschedule the Nov 8th call to Tue Oct 31. Will look for an updated cal invite to be sent.

• 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) 10.16.23: PArchment delivered an etranscript. College advised they are in the middle of this investigation and have to figure out how to remove the empty Memo that you received on the transcript. They asked Parchment if there a way on the parchment side to ignore those empty tags in case we run into some other snags in the process of removing them on my end? These tags have been in place for a very long time. Parchment responded that they are looking into this and will get back to them.

• 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) 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 coordiate. They will continnue 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) 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

10/20/23

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

PICE-484 - Getting issue details... STATUS

MEDIUM

10/9/23

PICF-383 - Getting issue details... STATUS

HIGH

10/2/23

PICE-486 - Getting issue details... STATUS

MEDIUM

10/12/23

PICF-387 - Getting issue details... STATUS

MEDIUM

10/13/23

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

PICF-390 - Getting issue details... STATUS

MEDIUM

10/23/23

BLC-129 - Getting issue details... STATUS

HIGH

idP/EPPN

4.27.23

BLQ-891 - Getting issue details... STATUS

HIGH

Product Maintenance

4.1.23

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

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

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

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

Cencus Date Issue

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