9/18/23 Weekly Status Report

Product Project Risks

Item #	Severity Level	Escalated Y/N	Description/Risk	Owner	Mitigation Strategy	Next Step	Priority	JIRAs	Date

Item #

Severity Level

Escalated Y/N

Description/Risk

Owner

Mitigation Strategy

Next Step

Priority

JIRAs

Date

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

9/22/23

2.

Moderate

Localized: Regression issue

Yes

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:

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:

9.22.23

Weekly Project/Product Summary

Item #	Topic	Item Details: Weekly Activity/Decisions	Next Steps	Priority	Important Links & Documentation	Last Update Date

Item #	Topic	Item Details: Weekly Activity/Decisions	Next Steps	Priority	Important Links & Documentation	Last Update Date
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 10/3/23 based on the Parchment/CVC retro scheduled for 9/26/23.	high	https://docs.google.com/document/d/1S3zLxqu6CLDmIO6Eq1YmOlo-gPG_Hwn6-lyaEiTpkQE/edit	9/22/23
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 9/18-9/24. https://docs.google.com/spreadsheets/d/1MgbMZf85hnTQdVJ78sMVRMnp0zCDMcFTFQzwzrcmErw/edit?usp=sharing	9/22/23
3.	Financial Aid Integration	Chaffey - Pilot in progress. Mt. Sac - Kickoff will be scheduled in the next 1-2 weeks Long Beach - CVC reached out to college to kickoff pilot.	Chaffey - pilot has started and is in progress. Mt. Sac - responded and will scheduled kickoff in 1-2 weeks. Long Beach - waiting to hear back from the college.	high	Project Timelines Chaffey Financial Aid Integration Project Plan Chaffey CVC Financial Aid Integration Overview 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	9/22/23
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		9/22/23
5.	Parchment Weekly Sprint Jira Status Updates	Product and Priorities status updates: Lane 1: Major Functional and Implementation Blockers Ventura Course Modality Display Research - BLQ-855 (PICE-398/399) - remains In Progress, team researching root cause Root cause analysis on incorrectly sent Transfer Articulation emails PICE-472 - remains In Progress, team researching root cause 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 - Meeting with Chaffey scheduled for 9/25/2023. BLQ-952 BLQ-920 BLQ-972 BLQ-976 BLQ-977 BLQ-978 CSU/UC Log in Page enhancement - BLQ-961 Parchment reviewing CVC feedback on language changes; will provide a new example for review. Logo to be updated in production to match the change made in staging. CCPG Overview - BLQ-948 Parchment to share concept for review by end of SEP Lane 3: Prioritized Enhancements and Research Complete application/integration diagram - BLQ-673 In Progress Updated Badge Data Import Process for Bad Source Data PICE-453 - Complete Change The Sender Email Address For Emails Sent Via SendGrid - BLQ-995 Who can we work with to help with the domain verification for this change? Amanda to work with Mike to identify the best point of contact. Will discuss further on the CRM call on 10/3/2023. Drop/Withdrawal and Freeze Date Considerations for Financial Aid Integration Marker Courses \| All SIS' BLQ-1010 - Logan will send over some samples with withdrawals for review - Parchment will add an email to the Home College when a student is Dropped for a Withdrawal reason, so that the learner can be reviewed. Will talk through additional details with Chaffey during the call on Monday, 9/25/2023. Discrepancy in UI and Export of Student Enrollment Report \| Bakersfield College PICE-471 change is in testing. Additional details to be provided. Revising Student Email Content BLQ-1009 - not started Document search result output sorting methods BLQ-1008 - not started Prerequisites UI Messaging to Students BLQ-997 Enrollment Report Showing Error Messages BLQ-286 - not started Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard - BLQ-988 - not started Status Update Failed Research BLQ-980 - not started Payment Status, Errors, and Reconciliation BLQ-724 - not started		high		9/22/23
6.	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) 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) 9.13.23 - 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 https://cvc-oei.atlassian.net/wiki/spaces/CVCOEI/pages/1749647361 https://cvc-oei.atlassian.net/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	9/22/23

Active Production Issues

JIRA, Description, and Status	Priority	Created Date

JIRA, Description, and Status	Priority	Created Date
https://cvc-oei.atlassian.net/browse/PICE-399	highest	3/11/23
https://cvc-oei.atlassian.net/browse/PICE-398	highest	3/11/23
https://cvc-oei.atlassian.net/browse/PICF-338	MEDIUM	4/26/23
https://cvc-oei.atlassian.net/browse/PICF-372	medium	7/24/23
https://cvc-oei.atlassian.net/browse/PICE-453	medium	7/26/23
https://cvc-oei.atlassian.net/browse/PICE-451	medium	7/26/23
https://cvc-oei.atlassian.net/browse/PICE-463	medium	8/23/23
https://cvc-oei.atlassian.net/browse/PICE-469	high	9/7/23
https://cvc-oei.atlassian.net/browse/PICF-378	medium	8/28/23
https://cvc-oei.atlassian.net/browse/PICE-473	medium	9/18/23
https://cvc-oei.atlassian.net/browse/PICE-471	medium	9/14/23
https://cvc-oei.atlassian.net/browse/PICE-472	medium	9/18/23
https://cvc-oei.atlassian.net/browse/PICE-474	medium	9/18/23
https://cvc-oei.atlassian.net/browse/PICE-477	high	9/25/23
https://cvc-oei.atlassian.net/browse/PICE-475	medium	9/25/23
https://cvc-oei.atlassian.net/browse/PICE-476	medium	9/25/23

Q1 Sprint Priority Items

Legend

Backlog = Prioritized, Development Not Started

in Progress = In Development/Status

In Testing = In Review or Testing

DONE = Finished/Closed

Low = Low Priority

medium = Medium Priority

High = High Priority

Jira, Description, and Status	Priority	Component	Date Started	Date Completed

Jira, Description, and Status	Priority	Component	Date Started	Date Completed
https://cvc-oei.atlassian.net/browse/BLN-445	low	Product Maintenance	1.12.23	7.3.23
https://cvc-oei.atlassian.net/browse/BLN-652	Low	SIS	1.31.23	7.5.23
https://cvc-oei.atlassian.net/browse/BLN-646	medium	Error Handling	3.21.23	7.5.23
https://cvc-oei.atlassian.net/browse/BLN-645	medium	Error Handling	3.21.23	7.5.23
https://cvc-oei.atlassian.net/browse/BLN-610	medium	API	1.12.23	7.3.23
https://cvc-oei.atlassian.net/browse/BLQ-992	medium	Website UI	7.25.23	7.31.23
https://cvc-oei.atlassian.net/browse/BLC-129	High	idP/EPPN	4.27.23
https://cvc-oei.atlassian.net/browse/BLC-115	High	API	4.18.23	9.11.23
https://cvc-oei.atlassian.net/browse/BLQ-891	High	Product Maintenance	4.1.23
https://cvc-oei.atlassian.net/browse/BLQ-846	High	Product Maintenance	1.4.23	9.22.23
https://cvc-oei.atlassian.net/browse/BLQ-920	Highest	Financial Aid Integration	2.22.23
https://cvc-oei.atlassian.net/browse/BLQ-952	Highest	Financial Aid Integration	3.28.23
https://cvc-oei.atlassian.net/browse/BLQ-972	High	Financial Aid Integration	6.8.23
https://cvc-oei.atlassian.net/browse/BLQ-855	High	Product Maintenance	1.18.23
https://cvc-oei.atlassian.net/browse/BLQ-779	High	System Enhancement	8.4.23
https://cvc-oei.atlassian.net/browse/BLQ-845	medium	System Enhancement	7.26.22
https://cvc-oei.atlassian.net/browse/BLN-280	Highest	Student Eligibility Checker	4.25.22
https://cvc-oei.atlassian.net/browse/BLN-650	Highest	Error Handling	1.18.23	8.3.23
https://cvc-oei.atlassian.net/browse/BLN-538	High	SIS/Sandbox	10.20.22	9.12.23
https://cvc-oei.atlassian.net/browse/BLN-539	High	SIS/Sandbox	10.20.22
https://cvc-oei.atlassian.net/browse/BLN-545	medium	SIS/Sandbox	10.20.22	9.19.23
https://cvc-oei.atlassian.net/browse/BLN-380	medium	SIS/Sandbox	3.21.23
https://cvc-oei.atlassian.net/browse/BLN-644	medium	Error Handling	1.11.23	8.3.23
https://cvc-oei.atlassian.net/browse/BLN-427	low	Performance	3.21.23	8.24.23
https://cvc-oei.atlassian.net/browse/BLN-35	lowest	SIS/Sandbox	3.21.23	9.19.23
https://cvc-oei.atlassian.net/browse/BLN-675	medium	Reverse Import	5.17.23
https://cvc-oei.atlassian.net/browse/BLN-677	medium	Reverse Import	5.25.23	9.11.23
https://cvc-oei.atlassian.net/browse/BLN-670	high	Person Match	5.8.23
https://cvc-oei.atlassian.net/browse/BLN-664	medium	eTranscripts	3.2.23
https://cvc-oei.atlassian.net/browse/BLN-705	high	Boomi	6.12.23
https://cvc-oei.atlassian.net/browse/BLN-726	medium	Error Handling	7.5.23	9.18.23
https://cvc-oei.atlassian.net/browse/BLN-727	medium	Error Handling	7.5.23
https://cvc-oei.atlassian.net/browse/BLN-728	medium	Error Handling	7.5.23	9.18.23
https://cvc-oei.atlassian.net/browse/BLQ-987	high	SSL Cert	7.11.23	7.24.23
https://cvc-oei.atlassian.net/browse/BLQ-991	high	ASSIST File	7.24.23
https://cvc-oei.atlassian.net/browse/BLN-730	high	Program Code	6.8.23
https://cvc-oei.atlassian.net/browse/BLN-280	highest	Student Eligibility Checker	4.22.23
https://cvc-oei.atlassian.net/browse/BLQ-984		Payment Processor	6.29.23	8.31.23
https://cvc-oei.atlassian.net/browse/BLQ-974		Financial Aid Integration	6.12.23	9.13.23
https://cvc-oei.atlassian.net/browse/BLQ-996		Admin Panel	8.10.23	8.30.23
https://cvc-oei.atlassian.net/browse/BLQ-975		Financial Aid Integration	6.12.23	9.13.23
https://cvc-oei.atlassian.net/browse/BLQ-673		Documentation
https://cvc-oei.atlassian.net/browse/BLQ-948		Financial Aid Integration
https://cvc-oei.atlassian.net/browse/BLQ-976		Financial Aid Integration
https://cvc-oei.atlassian.net/browse/BLQ-977		Financial Aid Integration
https://cvc-oei.atlassian.net/browse/BLQ-978		Financial Aid Integration
https://cvc-oei.atlassian.net/browse/BLQ-895		MIS Shared Application
https://cvc-oei.atlassian.net/browse/BLQ-995		Emails
https://cvc-oei.atlassian.net/browse/BLQ-961		CSU/UC Student Management: Route Appropriately
https://cvc-oei.atlassian.net/browse/BLQ-1008	medium	Documentation	9/14/23

Quarterly Dates

CVC Quarterly Dates	Parchment Quarterly Dates	N2N Quarterly Dates

CVC Quarterly Dates

Parchment Quarterly Dates

N2N Quarterly Dates

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