10/23/23 Weekly Status Report

1.

MODERATE: Could affect any college.

Y

Seat Count & Hybrid Courses/Modality Changes: 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

• N/A - code fix has been pushed to production.

• 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

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

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

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

10/26/23

2.

MODERATE: Could affect any college.

N

Financial Aid Workflow Process Not Working:

• 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

https://cvc-oei.atlassian.net/browse/BLQ-1015

10/27/23

3.

Severe: Affects All Colleges

Y: Mike brought up to Parchment

• CVC leadership team received a lot of negative feedback on Unified Subject Search and how there are many shortcomings in the current search experience.

Parchment

• The unified search is being shelved this year, but in advance of that... we need a functioning keyword search that performs better.

• We need to work with Parchment to develop a timeline for development on the improved Keyword search functionality, e.g. elastic search and sunsetting Subject search.

• Meeting scheduled on Wed, Nov 1 for CVC to discuss with Parchment.

high

Epic: https://cvc-oei.atlassian.net/browse/BLQ-1000

10/27/23

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

10/24/23

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 10/23-10/29. 

https://docs.google.com/spreadsheets/d/1mW1uxQkRRdTGYA2mjdR-airLdXRcaAwSxZJXCAF_cLQ/edit?usp=sharing

10/27/23

3.

Financial Aid Integration

• Chaffey

• Mt. Sac

• Long Beach

• Chaffey - Blocked until Parchment can rectify workflow issue.

• Mt. Sac - Blocked until Parchment can rectify workflow issue.

• Long Beach - Blocked until Parchment can rectify workflow issue.

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

• Mt. Sac Financial Aid Integration Project Plan

• Mt. Sac Financial Aid Integration Project Plan

• https://docs.google.com/spreadsheets/d/1uQy6tAarYiZFVyZm7lWB5aeUQ7_nwfogb7-_UMOzRpk/edit#gid=0

10/27/23

4.

Canvas Solution for ILP Colleges

• No new updates.

• 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

10/27/23

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

10/27/23

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) 

  • The fix to address the issue where the UI was not hiding courses that were no longer available when the courses changed from any number of sections to zero sections has been deployed. Parchment tested this with the Santa Ana College course MATH287. While we believe this will address many of the issues we have seen with courses not being hidden as expected. Parchment will continue to monitor for other occurrences, and asks that CVC continues to work with us to refine this process. We will have more opportunity to test this in the coming weeks as Winter and Spring terms are made available. 

• 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 workflow issues have been resolved, but we encountered an API error when testing with Chaffey. Currenting working to resolve the Chaffey issue so that we can proceed with testing. Will test with Mt. SAC on 10/26/2023 to see if we can confirm a successful end to end test this week. 

Lane 2: Renewal Enhancements

• Financial Aid implementations at Long Beach, Chaffey, and Mt SAC - pending college availability, CVC to schedule kick-offs  - Logan to meet with Parchment on 10/26/23 to test Mt. SAC configuration. Parchment is working with CVC to determine the cause of the errors being received from the Chaffey API. Long Beach City College Kick Off call scheduled for 10/26/23. 

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CSU/UC Log in Page enhancement - BLQ-961/BLQ-520 Changes deployed to production 10/24/23. Parchment to begin reporting back on CCCApply clicks. 

• CCPG Overview - BLQ-948 Parchment reviewed new process for CCPG during CRM on 10/17/23. Updated screenshot sent to CVC for review. CVC has indicated they will provide feedback in coming weeks.  

• Preferred Name Enhancement BLQ-713 Parchment is updating the field to read “Preferred First Name”.

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 Jason to send Mike next steps.  

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 - Done. Donna confirmed the final email subject line has been updated. 

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 - One of the results needs to have the word “transferrable” added. The team has this in the queue.  

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

10/26/23

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.

• Based on the update last week, CVC has asked the CCCTC to escalate this internally.

high

https://cvc-oei.atlassian.net/browse/BLQ-1016

10/26/23

7.

eTranscript Implementations & Follow up with colleges

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

• Barstow 10.25.23: Sean and college had a meeting to setup XAP for sending and they are currently finishing up with Parchment for testing the sending. I emailed the Parchment team so they can advise next steps.

• 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) - 10.24.23: sent email to college to follow up and see how they are progressing. If not response by Nov 15th, will flw again.

• College of the Desert CCD (ECA) 10.23.23 - XAP is in the process of getting the XAP communicator set up in the next 3-4 days. He has sent the request to his IT team. Parchment said if they can get the test records today, Parchment can get those configurations today. The goal is to have Parchment to send test records over to the by middle next week, Nov 1-2. Parchment will schedule a follow up call Nov 14th.

• El Camino CCD (ECA) - 10.25.23 - Met with Parchment and College and we are about 10 business days out from going live for sending. Action Item (Parchment - Tim): Follow up internally to provide migration and Go-Live information during next week's (11/1) status call, Parchment migration steps, Parchment migration timing, ECC migration tasks (if any), Go-Live timing

• 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) -10.25.23 - sent email to Melody and Don asking for a status update. They advised that they are now a live TC." I have circled back to Jeff about the final step needed. We have the configuration ready in both PROD and TEST to run the process and are successfully generating the XML files needed. We are at the point now where we need to move the files to a location for Don to access via SFTP, or move them to the Windows server on our end, so that Don can wrap up his piece in setting up the process to send to XAP when present. Jeff has requested that I look into a Banner baseline functionality in SHACTRL to map where XML transcripts are sent before we settle on a cron job or other external method. We are so close! Will flw up again Nov 15th if no response.

• Long Beach CCD (ECA) 10.24.26 - sent email to Kyne to see where they are and to see if they are ready to go live. If no response by mid Nov, will flw up again.

• 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 10.24.23 - Sent email to Jeanette to see how things are progressing and asked her to respond to Todd's email for status and next steps.

• 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) 10.24.23 - sent email to college asking for them to provide a status update. Parchment chimed into the email and stated We would like to run more tests to wrap this up and schedule the go-live. Can someone please share 10-15 example students from your test environment we can use for testing? Please make sure these are students with no holds on their account. We need the FN, LN, DOB, Student Id. You can share this as a google doc or excel, as long as we can copy and paste. :) The sooner the better so we do not miss your deadline."10.24.23 - sent email to college asking for them to provide a status update. PArchment chimed into the email and stated We would like to run more tests to wrap this up and schedule the go-live. Can someone please share 10-15 example students from your test environment we can use for testing? Please make sure these are students with no holds on their account. We need the FN, LN, DOB, Student Id. You can share this as a google doc or excel, as long as we can copy and paste. :) The sooner the better so we do not miss your deadline."

• College of the Redwoods (ECA) 10.24.23: Sent email to college and Parchment asking for them to provide a status on where things are. The college advised Scheduling the cut-over for the week of November 6th would work for us. We are scheduled to complete Phase 2 of the CVC project by the end of November. Amanda asked Parchment if we should schedule a meeting for next steps. If no response by Nov 1 will flw up.

• Riverside CCD (ECA) 10.24.23 - We have been exchanging emails with the college and XAP and they are making progress. Amanda sent email today asking for Riverside to provide a status to see if they are close to being ready to go live. They advised they are chipping away and almost there/ready to go live.

• San Diego CCD (ECA) 10.25.23 - Emailed college to schedule kickoff - sent them dates and times. Will schedule as soon as they respond.

• 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 - Next meeting scheduled with Parchment on 10/31.

• 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) -10.25.23: In tlaking to Mike Vogt, he reached out to Becky on next step for the Parchment solutions. Amanda scheduled a meeting with me, Becky, and Mike for Nov 2 to discuss next steps/specifics.

• Sierra Joint CCD - 10.20.23 - no cohort established, hold off on sending until then.

• 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) 10.23.23: College advised that I have been able to get rid of the duplicate/empty memo tags on my end no need for you to look at this anymore. Amanda emailed asking what next steps are. College responded that they have next steps and will let us know when done. Almost ready to go live.

• 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 coordinate. They will continue 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) 10.25.23 - Amanda reached out to college to see how things are progressing and asked them to provide a status update.

• 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

10/26/23

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/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-471

medium

9/14/23

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/PICF-387

medium

10/13/23

https://cvc-oei.atlassian.net/browse/PICE-487

medium

10/17/23

https://cvc-oei.atlassian.net/browse/PICE-489

medium

10/23/23

https://cvc-oei.atlassian.net/browse/PICF-388

medium

10/17/23

https://cvc-oei.atlassian.net/browse/PICF-389

medium

10/18/23

https://cvc-oei.atlassian.net/browse/PICF-390

medium

10/23/23

https://cvc-oei.atlassian.net/browse/BLC-129

High

idP/EPPN

4.27.23

https://cvc-oei.atlassian.net/browse/BLQ-891

High

Product Maintenance

4.1.23

10.26.23

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-380

medium

SIS/Sandbox

3.21.23

https://cvc-oei.atlassian.net/browse/BLN-675

medium

Reverse Import

5.17.23

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-727

medium

Error Handling

7.5.23

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-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-995

Emails

https://cvc-oei.atlassian.net/browse/BLQ-961

CSU/UC Student Management: Route Appropriately

10/24/23

https://cvc-oei.atlassian.net/browse/BLQ-1008

medium

Documentation

9/14/23

https://cvc-oei.atlassian.net/browse/BLQ-1010

medium

Financial Aid Integration

10/10/23

https://cvc-oei.atlassian.net/browse/BLQ-713

high

Preferred Name

10/10/23

https://cvc-oei.atlassian.net/browse/BLQ-1009

medium

Email Content

10/3/23

10/25/23

https://cvc-oei.atlassian.net/browse/BLQ-988

medium

Admin Panel/Reporting

10/10/23

https://cvc-oei.atlassian.net/browse/BLQ-997

medium

Prerequisites UI Messaging

10/10/23

https://cvc-oei.atlassian.net/browse/BLQ-980

highest

10/11/23

https://cvc-oei.atlassian.net/browse/BLQ-286

lowest

Accessibility

10/12/23

https://cvc-oei.atlassian.net/browse/BLQ-724

high

Payment Processor

10/10/23

https://cvc-oei.atlassian.net/browse/BLQ-1015

medium

Financial Aid Integration

10/16/23

https://cvc-oei.atlassian.net/browse/BLQ-1016

high

API

10/16/23

https://cvc-oei.atlassian.net/browse/BLC-133

medium

API

9/28/23

https://cvc-oei.atlassian.net/browse/BLC-134

medium

API

9/28/23

10/12/23

https://cvc-oei.atlassian.net/browse/BLN-686

high

Preferred Name

10/10/23

https://cvc-oei.atlassian.net/browse/BLN-685

high

Preferred Name

10/10/23

https://cvc-oei.atlassian.net/browse/BLN-681

high

Preferred Name

10/10/23

https://cvc-oei.atlassian.net/browse/BLN-682

high

Preferred Name

10/16/23

https://cvc-oei.atlassian.net/browse/BLN-684

high

Preferred Name

10/10/23

https://cvc-oei.atlassian.net/browse/BLN-683

high

Preferred Name

10/10/23

https://cvc-oei.atlassian.net/browse/BLN-761

medium

Documentation

10/11/23

https://cvc-oei.atlassian.net/browse/BLN-765

high

Census Date Issue

10/16/23

https://cvc-oei.atlassian.net/browse/BLQ-1011

medium

Error Messages

10/11/23

https://cvc-oei.atlassian.net/browse/BLQ-520

LOw

Redirect

10/23/23

https://cvc-oei.atlassian.net/browse/BLN-752

high

Waitlist

10/13/23

https://cvc-oei.atlassian.net/browse/BLN-771

high

Seat Counts

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