10/30/23 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.

• Testing in progress. CVC will provide results this week/next week.

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

11/3/23

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

N/A - testing in progress

• Testing is in progress at CVC.

• Goal is to schedule calls to set up marker courses week of 11/13 if all testing passes/works as expected.

high

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

11/3/23

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

• CVC leadership escalated that we need a functioning keyword search that performs better.

• Parchment heard our feedback and the criticism from the colleges and will meet internally to see what they can do to strategize/provide feedback as soon as possible.

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

high

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

https://cvc-oei.atlassian.net/browse/BLQ-979

11/3/23

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

10/31/23

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 10/30-11/5.

https://docs.google.com/spreadsheets/d/1D7dxns63_wNzVd442nHGPNcXokd03RJa12iT-LHt1mE/edit?usp=sharing

11/3/23

3.

Financial Aid Integration

• Chaffey

• Mt. Sac

• Long Beach

• Chaffey - CVC testing with Parchment to see if issue resolved.

• Mt. Sac - CVC testing with Parchment to see if issue resolved.

• Long Beach - Long Beach advised they will let us know when the marker courses are set up. From there, we will schedule call to test as long as the workflow issues proves to be resolved.

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

• https://docs.google.com/document/d/14iYhW3bH98jMF_dBL25PX-XYxuKvEKwcXdDJOt4Gq8A/edit#heading=h.2zugpd6l1cxb

• 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

11/3/23

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

11/3/23

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) Parching is continuing to make adjustments to better track the data and log changes. We are optimistic that the work completed to this point will have a positive impact on the Winter and Spring terms. Parchment will continue to update CVC as additional progress is made.

• 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 - Working to complete an end to end test with a college. Chaffey was returning errors, and we got stalled with Mt. SAC. Mike to complete additional tests in Logan’s absence.  

Lane 2: Renewal Enhancements

• Financial Aid implementations at Long Beach, Chaffey, and Mt SAC - pending college availability, CVC to schedule kick-offs  - Mt. SAC test pending. Long Beach City College, next called to be scheduled. Need to resolve Chaffey API error to move forward with testing.  

  • 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 CVC to share their feedback on the example that was sent on 

• Preferred Name Enhancement BLQ-713 Parchment is updating the field to read “Preferred First Name”. Ready to begin collecting this information on the AER and sending to N2N when CVC indicates everyone is ready. 

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 Parchment delivered necessary information to CVC (Mike Vogt) on 10/27/2023.

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

5. Prerequisites UI Messaging to Students BLQ-997 - Parchment making updates based on CVC feedback.  

6. Enrollment Report Showing Error Messages BLQ-286  - Accessibility review planned for November 2023.

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

8. Payment Status, Errors, and Reconciliation BLQ-724  - in progress.   - need language from CVC for this error message

9. The UI Should Display an Error Message When a Student Enters a State Other than CA on the AER Form BLQ-1011 In staging environment for CVC testing. 

high

11/3/23

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.

• The CCCTC came back and advised the 500 errors should now be resolved because of a prod fix on the CCCTC side.

• After looking at our reports, CVC is still getting the 500 errors after the CCCTC pushed the fix to production.

• CVC to provide examples back to the CCCTC advising of errors still occuring/

high

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

11/3/23

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) - 11.1.23: Remaining Steps for Go-Live - Confirm PDFs in XAP Beta - IN PROGRESS, Action Item (Parchment): Follow-up regarding 99999 Program Code, Paul (El Camino) install CSBP programs in PROD - PENDING, Parchment update PROD - PENDING

• Feather River CCD (ECA) -11.2.23 - Mike advised that we need to reach out now because they are working on phase 1. AManda to reach out Monday Nov 6.

• Grossmont-Cuyamaca CCD (ECA) - 11.2.23 - Amanda is waiting on Parchment to provide a list of what colleges are on robo. If they are on robo, then we need to hold off from starting.

• 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) 10.24.23 - 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 - 11.2.23 - Mike said to go ahead and email them to advise them to get set up now bc they will benefit when they start because of the no fee modelue with Parchment.

• 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) 11.2.23 - Mike said to go ahead and email them to advise them to get set up now bc they will benefit when they start because of the no fee modelue with Parchment.

• 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) 11.1.23: Met with XAP and Delta and they are now live on XAP communicator.

• San Mateo County CCD - 11.2.23 - Per Mike/Donna hold off on reaching out to them.

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

• Shasta-Tehama-Trinity Joint CCD (ECA) -11.2.23: Met wit hshasta and Mike and went over options. College si planning to go parchment for sending. They need to meet internally to get all items squared up and then will reach out to me and Mike for when they are ready. From there, I'll send an email and cal invite to Parchment to get a call scheduled.

• Sierra Joint CCD - 11.2.23- no cohort established, hold off on sending until then.

• Siskiyou Joint CCD (ECA) 11.2.23 - Per Mike, Amanda needs to reach out now.

• Solano CCD - 11.2.23 - Per Mike, hold off.

• 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) 11.2.23 - Mike advised Amanda to reach out to them now to advise PArchment plan for 2025 - it might save them time and effort.

• 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

11/3/23

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/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/PICE-490

medium

11/1/23

https://cvc-oei.atlassian.net/browse/PICE-491

high

11/6/23

https://cvc-oei.atlassian.net/browse/PICE-492

medium

11/6/23

https://cvc-oei.atlassian.net/browse/PICE-493

medium

11/6/23

https://cvc-oei.atlassian.net/browse/PICF-393

medium

11/3/23

https://cvc-oei.atlassian.net/browse/PICF-394

high

11/6/23

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