10/2/23 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.

https://cvc-oei.atlassian.net/browse/BLQ-855

https://cvc-oei.atlassian.net/browse/PICE-398

https://cvc-oei.atlassian.net/browse/PICE-399

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

https://cvc-oei.atlassian.net/browse/BLQ-855

https://cvc-oei.atlassian.net/browse/PICE-398

https://cvc-oei.atlassian.net/browse/PICE-399

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

• Chaffey CVC Financial Aid Integration Overview

• https://docs.google.com/document/d/1uidhs4zbKHyOCthAHe01luaNreagjMjp5zvRC0p-3Yk/edit#heading=h.2zugpd6l1cxb

• Mt. Sac Financial Aid Integration Project Plan

• Mt. Sac Financial Aid Integration Project Plan

• Chaffey Marker Course Test Cases

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.

https://cvc-oei.atlassian.net/browse/BLN-751

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) - 

  • PICE-398 - Parchment identified that the Course in question had been manually hidden which resulted in the sections of that hidden course to also remain hidden even though the sections were set to be visible. The Course being hidden overrides the section availability. - Logan provided feedback which Parchment is reviewing.

  • PICE-399 - still in review

  • BLQ-855 - still in review. Additional details from 9/26 SCRUM shared with the Parchment team. 

• Root cause analysis on incorrectly sent Transfer Articulation emails PICE-472 and 475 - 

We don't have a strong audit trail related to this issue, but we have spent time on it and our best assessment is that a few users accessed their profile link in the Exchange and updated the setting under Notifications to Allow Notifications. 

What we have documented is that the Allow Notifications opt-in was developed at the product suite level, without the context of which services a particular user is licensed, and so while CVC only uses Course Sharing and not the Credit Transfer features of the suite, when notifications are enabled users will be sent emails that are meant for our members who do use our Credit Transfer feature to manage equivalencies, as we saw in this case.

We have made a change so that going forward, users will not be able to opt in to emails for a service that is not currently licensed. 

• 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 and Chaffey have had calls to re-engage the colleges for this process. CVC is still working to schedule a Kick Off call for Long Beach City College. Parchment awaiting confirmation of date for next Chaffey call.  

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CSU/UC Log in Page enhancement - BLQ-961 CVC shared feedback today. Parchment to review for next steps.  

• CCPG Overview - BLQ-948 Parchment to share concept for review by end of September

Lane 3: Prioritized Enhancements and Research

1. Complete application/integration diagram - BLQ-673 In Progress

2. Change The Sender Email Address For Emails Sent Via SendGrid - BLQ-995 Insert update after CRM with CVC on 10/3

3. 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. 

4. Discrepancy in UI and Export of Student Enrollment Report | Bakersfield College PICE-471 Resolved. Additional details pending.

5. Revising Student Email Content BLQ-1009 - In progress. Anticipated completion by end of week. 

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

7. Prerequisites UI Messaging to Students BLQ-997 - Additional details shared by CVC this week. Parchment is reviewing next steps. 

8. Enrollment Report Showing Error Messages BLQ-286  - This was reviewed, and items in the ticket have been resolved. Parchment will work to complete an accessibility review and share the results of those findings with CVC in the coming months. 

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

10. Status Update Failed Research BLQ-980  - in progress 

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

high

10/4/23

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

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

105//23

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/PICF-378

medium

8/28/23

https://cvc-oei.atlassian.net/browse/PICE-471

medium

9/14/23

https://cvc-oei.atlassian.net/browse/PICE-477

high

9/25/23

https://cvc-oei.atlassian.net/browse/PICF-381

high

9/27/23

https://cvc-oei.atlassian.net/browse/PICE-484

medium

10/9/23

https://cvc-oei.atlassian.net/browse/PICF-383

high

10/2/23

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

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