6/3/2024 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.

• Leadership is investigating a possible new path.

HIGH

BLQ-1015 - Getting issue details... STATUS

5/31/24

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 6.4.24

HIGH

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

6/6/24

2.

Parchment Weekly Sprint Jira Status Updates

Product 

Lane 1: Major Functional and Implementation Blockers

• Antelope Valley not showing pre-reqs or pre-req workflow PICF-456/Cuesta Variation in Unit Count Across Different Terms- Course Units & Seat Counts BLQ-845 - Parchment team reviewing how to account for differences in sections between two terms so that data for an upcoming term does not overwrite the data for the current term. 

• System time zone for CVC Test and Prod sites PICE-537/Date mismatch on drop date in UI PICE-546 - Parchment team reviewing a change to address the timezone issues we have continued to see. 

• Restrict Error Message Visibility in Download Report PICE-542 - pending release to production. 

• Registration Error Emails Sent to Students PICE-544 - Researching and documenting for CVC review.  

• Student Dashboard - Drop Course PICE-558 - Dev team is researching. 

• San Diego CCD - Home College validations w/ Contactinfo enabled PICE-561 - Dev team is researching. 

• Peralta CCD | Keyword search customization PICF-416 - Additional research pending. 

• Cabrillo Courses Missing First Letter PICF-468 - Complete

• Discrepancy in UI and Export of Student Enrollment Report | Bakersfield College PICE-471 - Report discrepancy is due to exchange admins being able to see registrations where the offering was deleted, and the campus admins do not see these records. Need to determine if all users should see these records, and if so, how to identify them so that they are not confused. 

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 is engaged in ongoing discussions to determine next steps. 

2. Parchment to Provide Technical Requirements for SaaS eTranscripts Compatibility BLQ-1061 - no update at this time. 

3. Determine Method to Identify Students Who Exist in the Teaching College Canvas Instance BLQ-572 - work is in review and will be tested in the coming days. 

4. Show Message in UI for Users When We Get CCCID Invalid Errors | contactInfo API Only BLQ-1091 - Team is determining next steps. 

5. Expected Behavior of Any Payment Errors (Applies To Any Payment Processor) BLQ-724 - Parchment team will target having this work complete by the end of June. 

6. Course Audit Needs to Still Run if the Student Dropped BLQ-1056 - In the backlog for the team to complete. 

7. Update AER form language for Adult Learner, Dual-Enrollment, and International Student consents to enhance clarity and student-friendliness BLQ-1066 - In the backlog for the team to complete. 

8. Add Additional Text To The Drop Email Notification BLQ-1031 - Work is on the to do list. Additional data fields are being created, and then the email can be updated accordingly. 

9. Payment Screen Language When a Student Makes Payment Post BLQ-1036 - Parchment team reviewing this work to determine if this can be completed by the end of June. 

10. Add Section Notes as a column to the Sections report downloadBLQ-1086- Parchment team can add this information.

HIGH

6/6/24

3.

eTranscript Implementations & Follow up with colleges

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

• Barstow 5.23.24: Parchment responded and stated they had sent an email early-mid April asking the following. We are ready to enable in production to go live whenever they are ready and advise on the below. We just didn't get a response yet...They need this question answered,""Are they wanting this enabled for all eligible receiver of eTranCA, or only doing this for CVC?"" Amanda responded to email and asked Barstow to respond/advised we can jump on a call if needed. Will flw up net week if no response today."

• 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.

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

• Grossmont-Cuyamaca CCD (ECA) - 5.30.24: Sean met with The Grossmont Cuyamaca team this morning to configure XAP Communicator to testing transcript uploads. Currently, only Grossmont College is set for Uploads. He is waiting for the XAP team to enable uploads for Cuyamaca College. Sean provided the paths for Grossmont College’s upload directories in the test environment.

• 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) 5.24.24: Todd reached out to Merded to flw up. No response. Amanda followed up on 5/28 via email.

• 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) 5.21.24: College and Sean met - they are building this in house. The call was an initial meeting to discuss XAP Communicator Integration with PeopleSoft at Peralta. I outlined, in basic terms, the process of extracting student data from PeopleSoft, creating an ASCII or XML report in the correct eTranscriptCA format, and uploading it via XAP Communicator. I explained that the “lift” to develop a process was on the College(s) as XAP’s IT team doesn’t have expertise in PeopleSoft to assist. They asked about their previous set-up for sending transcripts and I explained that this was managed through integration with Credentials/Parchment.Following the call, Sean sent the Peralta Team all the required implementation resources required including a very detailed sample implementation provided by Los Rios Community College District. The Peralta team will go over the materials and will plan a foll-up meeting.

• San Diego CCD (ECA) 6.3.24: Parchment emailed the college and advised, "Thank you, George! We are working on mapping these directories on the Parchment side. So that our team can complete the parser for the district, we need to have some test students to pull data for review. Who is the best person to work with to obtain the examples below?

• 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) 5.28.24: Todd sent the following email to the college: Wanted to follow up with you all about your progress in running the XAP process in Beta and reviewing the resulting samples. Sean, I am hoping you may be able to provide their team assistance if they are not sure how to run the XAP connector, ensure its configuration is completed in Beta, and most importantly that they can process and see these samples. Once that process is complete, Parchment needs the Delta College Team to review the samples produced by the XAP and give us feedback on their formatting and content accuracy. If everything looks good, we're ready for your go live. Please let me know how we can better set a timeline on this XAP sample review in the Test Environment and what the status of running the XAP connector is today to create the samples at Delta College for review.

• 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) 5.14.24: Met with Siskiyous team and they will have to build the sendinf process in house. Amanda sent them over the eTranscript samples Coast built. They advised they will probably not have this ready to go by the time they go live as a P2 TC, but should not be a problem to be live at the end of the first term. Advised Mickinzie will check in with them every 2-3 weeks to see how things are progressing and monintor for go live readiness from there.

• 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) 5.30.24: The college has the XAP communicator installed BUT their servers live at Ellucian so they can't make the updates needed and get us the paths on the TEST and Prod Env until Ellucian does their piece. They are submitting a ticket to Ellucian today. I will escalate with my contact at Ellucian and hopefully we can get all this updated ASAP so we can get you all the paths.

• 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

6/6/24

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-451 - Getting issue details... STATUS

MEDIUM

4/22/24

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-458 - Getting issue details... STATUS

MEDIUM

5/8/24

PICE-558 - Getting issue details... STATUS

HIGH

5/31/24

PICE-562 - Getting issue details... STATUS

MEDIUM

6/3/24

PICE-561 - Getting issue details... STATUS

HIGH

6/3/24

PICE-559 - Getting issue details... STATUS

MEDIUM

6/3/24

PICF-466 - Getting issue details... STATUS

MEDIUM

5/24/24

PICF-467 - Getting issue details... STATUS

HIGH

5/28/24

PICF-468 - Getting issue details... STATUS

HIGH

5/31/24

BLQ-1067 - Getting issue details... STATUS

HIGH

Analysis & Documentation

2.29.24

6.3.24

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

6.3.24

BLQ-988 - Getting issue details... STATUS

HIGH

Admin Dashboard

7.12.23

5.20.24

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

6.3.24

BLN-842 - Getting issue details... STATUS

MEDIUM

Person Match

3.11.24

5.13.24

BLN-739 - Getting issue details... STATUS

MEDIUM

Documentation

8.14.23

6.3.24

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

6.3.24

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