5/13/24 Weekly Status Report

2.3.4.1 Financial Aid Integration

AT RISK - based on college feedback, current plan may not work and may need to redesign solution.

2.3.4.5 CSU/UC Student Management

ON TRACK

2.3.4.5 Preferred Name

ON TRACK

2.3.4.2 Student Eligibility Checker

ON TRACK

2.3.4.3 Refining Searches

ON TRACK

2.3.4.4 eTranscripts Reporting To Colleges

ON TRACK

1.

Severe: Affects Financial Aid Integration

N

Financial Aid Pilot:

• Issues with Workflow

• Peoplesoft college dropped out of pilot

• At CISOA, colleges expresses concerns about marker courses and how it will negatively affect the A&R process.

Parchment

• We may need to deviate away from the original architecture that has been because of the pushback from colleges.

• No new updates this week.

• In process with Allan Hancock for the P2 Teaching College Implementations

• CVC leadership is investigating a possible new path.

HIGH

BLQ-1015 - Getting issue details... STATUS

5/10/24

2.

Moderate: 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.”

1. No new updates this week.

2. The CCCTC 'pushed pause' on this particular element of that security update, but they are unblocked in terms of continuing to make improvements via consistent security-focused deployments. It is something they need to resolve, but that work has just started, and there isn't a firm ETA yet.

3. Donna will either show Parchment how she gets around this in person at the on-site meeting this week OR on the 5/21 CRM.

HIGH

BLQ-1041 - Getting issue details... STATUS

5/10/24

3.

Severe: Will Affect All eTranscripts Sending Colleges Who Are on SaaS

Y

Manage The CCCTC/Ellucian SaaS Shared Application Staging Tables In Conjunction With The GLUE Data Model - SaaS Migration Process

Mike V.

For colleges who are either a SaaS client or migrating over to SaaS, the current Ellucian APIS will not support eTranscript CA sending infrastructure. This affects colleges that are already live with eTranscript sending through Parchment/XAP as well as the ones who are migrating.

• No new updates this week.

• Parchment submitted requirements to Ellucian.

• Ellucian received and is actively looking into this and advise if this is configurable or if they need to do development.

HIGH

BLC-138 - Getting issue details... STATUS

5/10/24

4.

Search Issues on CVC.edu

Y

Colleges escalating issues in why they dont see their coarses listed in the search.

CVC

• TBD

CVC to bring this up with the Parchment team in their in-person visit.

HIGH

5/9/24

5.

Excessive Lag Time for Imports

Y

There is a queue now of imports tah tare supposed to run nightly and are running into the day.

Parchment

TBD

CVC to bring this up with the Parchment team in their in-person visit.

HIGH

5/9/24

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 4.30.24

HIGH

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

5/10/24

2.

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 updates this week.

HIGH

5/10/24

3.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• System time zone for CVC Test and Prod sites PICE-537/Date mismatch on drop date in UI PICE-546  - This has been corrected and should now be marked complete. Please let me know if there are specific examples where this is not working as expected. 

Lane 2: Renewal Enhancements

• Financial Aid implementations  - Next steps to be determined following discussions on marker courses.  

  • BLQ-1064

• Parchment Search Functionality Changes BLQ-1034 Parchment will continue to work on the changes required for the new search functionality. The Parchment team continues to update subject mappings as needed.  

• Student Eligibility Checker - Parchment testing in the Banner sandbox. 

  • BLN-729 N2N To Create API Specs, Place on Conf, And Send To Parchment

  • BLN-745 Parchment To Develop Feature Flag To Enable College Rollout Enablement

  • BLN-746 Parchment To Develop Progress Bar

  • BLN-748 Parchment To Develop Ability To Consume eligibilityStatus = and eligibilityStatusReason =

  • BLN-837 Parchment to Add/Display CVC Provided URL To Student Ineligible Page

Lane 3: Prioritized Enhancements and Research

1. Session Management Changes BLQ-1026 - Parchment team to begin planning  for week needed in the coming weeks. 

2. Parchment to Provide Technical Requirements for SaaS eTranscripts Compatibility BLQ-1061 - Ellucian has advised it will be up to several more weeks before we have information on next steps. 

3. Determine Method to Identify Students Who Exist in the Teaching College Canvas Instance BLQ-572 - Next steps, TBD.  

4. Change drop email notifications for FA admins BLQ-1080 - Done, moved to production

5. Show "Withdrawn" Status in Student Dashboard and Admin Dashboard BLQ-988 - Done, moved to production

6. Payment Status, Errors, and Reconciliation BLQ-724  - CVC has provided updated language, Parchment work pending.

7. Course Audit Needs to Still Run if the Student Dropped BLQ-1056 - Parchment reviewing additional information to determine next steps. 

8. Cuesta Variation in Unit Count Across Different Terms- Course Units & Seat Counts

9. BLQ-845 - new info provided by CVC. To be reviewed by Parchment. 

10. Add Additional Text To The Drop Email Notification BLQ-1031 - In the work queue. 

11. Show Message in UI for Users When We Get CCCID Invalid Errors | contactInfo API Only BLQ-1091 - Parchment reviewing CVC feedback. Next steps TBD.

HIGH

5/17/24

4.

eTranscript Implementations & Follow up with colleges

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

• Barstow 4.17.24: Testing via email between Parchment and the college/troubleshooting.

• Cabrillo CCD - 3.5.24: Emailed Parchment back advising that we are blocked on moving forward with Cabrillo until we have a SaaS solution in place. I will keep them informed with updates.

• Compton CCD - 4.18.24 Blocked for sending based on them being SaaS.

• Copper Mountain CCD (ECA) - 4.22.24: Scheduled a checkin call for May 15th at 3:00 for checkin/go-live conversations.

• College of the Desert CCD (ECA) 5.6.24: Met with Parchment for connection testing. Next scheduled date to meet is 5.16.24 from 11-12. College will continue to test until we meet on the 16th.

• Feather River CCD (ECA) 4.8.24: Sent cal invite to meet for eTranscripts sending for 4.15. 24.

• Grossmont-Cuyamaca CCD (ECA) -4.22.24: College advised they want to meet to discuss getting set up. Amanda scheduled meeting for May16 from 3-4. They want to use parchment.

• Marin CCD - 3.21.24: emailed Jon at the college and asked to set up a kickoff meeting to get this process started. No cohort established yet.

• Merced CCD (ECA) 5.6.24: Parchment followed up with college - Jeanette advised she is hoping to get some data this week.

• Napa Valley CCD - 4.4.24: Met with Napa and they want to test this week. They plan to be ready for go live by 4.11.24. If I have not heard from them by then, I'll email them to get a status.

• Porterville - Kern CCD: 4.4.24: Met with Maria Braidi, new director, and they are having a meeting in 2 weeks to talk internally to see if they want to break contract with Certree or start picking back up with Parchment again. She will let us know what they decide. If I dont hear from them by May 1, I will folow up.

• Palo Verde CCD - 3.25.24: College emailed me back stating, " I currently use parchment for sending electronically, will this satisfy those requirements perhaps?" Amanda responded back that no, it wont meet the reqs. She asked that I send her some dates of availability. Amanda sent email with date and will schedule when she responds.

• Peralta CCD (ECA) 3.25.24: College responded that she will provide my availability once she hears back from their IT department as to where we are with this project. She will be back in touch with you and your team within the next 2-weeks to setup a meeting.

• San Diego CCD (ECA) 5.6.24: Sent follow up email to Courtney to see if they filled out their table and cc'd Sean to see if they got the XAP communicator set up. Depending on answer, I will respond to Donna and Ali.

• San Francisco CCD 4.22.24: Monika at the college told me she needs a timeframe on how long it takes to set up bc their plan is to explore a timeline in next spring to start this process. I told her the timelines and asked if she wanted to schedule a meeting to discuss details.

• San Joaquin Delta CCD (ECA) 5.6.24: Todd from Parchment sent email asking for status from college.

• San Mateo County CCD - 3.21.24 - Sent email to demellon@smccd.edu to schedule meeting to do a kickoff call. No cohort established yet and they are not a home college.

• Santa Monica CCD - 11.2.23 - Per Mike- hold off on reaching out.

• Shasta-Tehama-Trinity Joint CCD (ECA) - 4.22.24: Courtney from Parchment checked in with the college asking if they had questions regarding the test transcripts that Parchment sent over for your review.

• Sierra Joint CCD - 4.3.24 - College reached out to XAP and asked to start the process for the sending set up. Sean sent out dates/times. Hoever, they responded saying they arent interested in having this conversation based on being a CVC TC bc they are not starting that yet...they advised the following: Our interest is to understand what's possible with eTranscriptsCA beyond accepting electronic transcripts. We'd like to understand more about sending electronic transcripts as well as accepting (and sending?) electronic requests. We are not considering becoming a CVC-Teaching College at the moment, but we are collaborating with Sacramento State on the Placer Center project and sharing transcripts electronically will be important to that effort. Amanda sent email to Sean and Sean suggested dates for them to meet. Sean will schedule once he hears back.

• Siskiyou Joint CCD (ECA) 5.6.24: Just went live for eTranscripts receiving. Amanda scheduled call with college for eTranscript sending and what it looks like to build it in house for 5/14.

• 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 revisit 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.

• Victor Valley CCD (ECA) 9.16.23: BLOCKED 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 Kern CCD (ECA) 2.19.24: Sent email to Kyle and asked how testing is going/see if they will be ready to go live this week or next.

• 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.

• Yuba CCD (ECA) 4.18.24: They received what State Center did and they showed us what they plan to do to build this in house based on what state center did. They did a demo what what they accomplished so far and the started with edi format, so Sean said only csv or askii. They will go back and re-format. They will email us for another meeting when they have next steps figured out.

• 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

5/10/24

Staging Environment

On Monday, May 13th, the Parchment team would like to do some work that will involve taking the staging environment offline. We are looking at taking the system offline for 4 hours at 4pm PT on Monday, 5/6.

5/3/24

PICE-471 - Getting issue details... STATUS

MEDIUM

9/14/23

PICE-494 - Getting issue details... STATUS

MEDIUM

11/9/23

PICF-402 - Getting issue details... STATUS

MEDIUM

11/13/23

PICF-416 - Getting issue details... STATUS

MEDIUM

12/10/23

PICF-408 - Getting issue details... STATUS

MEDIUM

11/20/24

PICE-537 - Getting issue details... STATUS

MEDIUM

3/5/24

PICF-438 - Getting issue details... STATUS

MEDIUM

3/12/24

PICE-542 - Getting issue details... STATUS

HIGH

3/13/24

PICE-544 - Getting issue details... STATUS

HIGH

3/29/24

PICE-546 - Getting issue details... STATUS

MEDIUM

4/16/24

PICF-449 - Getting issue details... STATUS

MEDIUM

4/19/24

PICF-451 - Getting issue details... STATUS

MEDIUM

4/22/24

PICF-453 - Getting issue details... STATUS

MEDIUM

4/26/24

PICE-548 - Getting issue details... STATUS

MEDIUM

5/6/24

PICF-456 - Getting issue details... STATUS

MEDIUM

5/6/24

PICF-457 - Getting issue details... STATUS

MEDIUM

5/7/24

PICF-455 - Getting issue details... STATUS

MEDIUM

5/7/24

PICE-549 - Getting issue details... STATUS

HIGHEST

5/9/24

PICF-458 - Getting issue details... STATUS

MEDIUM

5/8/24

PICF-460 - Getting issue details... STATUS

MEDIUM

5/9/24

BLQ-1067 - Getting issue details... STATUS

HIGH

Analysis & Documentation

2.29.24

BLQ-1026 - Getting issue details... STATUS

HIGH

Session Management

11.21.23

BLQ-967 - Getting issue details... STATUS

HIGH

Session Management

11.21.23

4.15.24

BLQ-1064 - Getting issue details... STATUS

HIGH

Financial Aid Integration

2.29.24

BLQ-952 - Getting issue details... STATUS

HIGH

Financial Aid Integration

4.19.23

BLQ-920 - Getting issue details... STATUS

HIGH

Financial Aid Integration

2.22.23

BLQ-1061 - Getting issue details... STATUS

HIGH

SaaS

2.9.24

BLQ-979 - Getting issue details... STATUS

HIGH

Search Engine

6.12.23

4/29/24

BLQ-572 - Getting issue details... STATUS

HIGH

Canvas

2.13.24

BLQ-1003 - Getting issue details... STATUS

HIGH

eTranscripts

9.12.23

BLQ-1073 - Getting issue details... STATUS

HIGH

C-ID

3.21.24

4.17.24

BLQ-1080 - Getting issue details... STATUS

HIGH

Drop Email Notifications

3.26.24

BLQ-1002 - Getting issue details... STATUS

HIGH

eTranscripts

9.12.23

BLQ-1010 - Getting issue details... STATUS

HIGH

Financial Aid Integration

9.14.23

BLQ-673 - Getting issue details... STATUS

HIGH

Documentation

12.3.21

BLQ-988 - Getting issue details... STATUS

HIGH

Admin Dashboard

7.12.23

BLQ-1015 - Getting issue details... STATUS

HIGH

Financial Aid Integration

10.16.23

BLQ-724 - Getting issue details... STATUS

HIGH

Payment Processor

11.17.24

BLQ-1056 - Getting issue details... STATUS

HIGH

Course Audit

2.6.24

BLN-835 - Getting issue details... STATUS

HIGH

Program Code

2.27.24

BLN-789 - Getting issue details... STATUS

HIGH

Term Activate

11.21.23

BLN-280 - Getting issue details... STATUS

HIGH

Student Eligibility Checker

4.22.21

BLN-845 - Getting issue details... STATUS

HIGH

API

4.14.24

BLN-775 - Getting issue details... STATUS

HIGH

API Errors

11.8.23

BLN-799 - Getting issue details... STATUS

HIGH

Search Match

11.28.23

BLN-841 - Getting issue details... STATUS

HIGH

API

3.11.24

5.6.24

BLN-848 - Getting issue details... STATUS

MEDIUM

Research

3.26.24

4.4.24

BLQ-991 - Getting issue details... STATUS

MEDIUM

ASSIST

4.1.24

BLQ-845 - Getting issue details... STATUS

MEDIUM

Course Units & Seat Counts

7.25.22

BLQ-1031 - Getting issue details... STATUS

MEDIUM

Emails

11.6.23

BLQ-1036 - Getting issue details... STATUS

MEDIUM

UI Text Updates

11.21.23

BLQ-286 - Getting issue details... STATUS

LOW

Accessibility

2.2.24

BLN-842 - Getting issue details... STATUS

MEDIUM

Person Match

3.11.24

BLN-739 - Getting issue details... STATUS

MEDIUM

Documentation

8.14.23

BLN-727 - Getting issue details... STATUS

MEDIUM

Error Improvements

7.5.23

BLC-139 - Getting issue details... STATUS

HIGH

Duplicate CCCIDs

2.20.24

BLC-140 - Getting issue details... STATUS

MEDIUM

CVC Website

2.29.24

BLN-849 - Getting issue details... STATUS

HIGH

API

4.3.24

BLQ-1086 - Getting issue details... STATUS

HIGH

Admin Panel

TBD

BLQ-1034 - Getting issue details... STATUS

HIGHEST

Search Functionality

11.13.24

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