12/11/23 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 with CVC.

• CVC will provide results ASAP

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

12/15/23

2.

Severe: Affects Financial Aid Integration

N

Financial Aid Pilot:

• Issues with Workflow

• Peoplesoft college dropped out of pilot

• Colleague and Banner pilot colleges both have stopped responding

Parchment

• Workflow issue was resolved by Parchment, but CVC needs to test.

• We can’t test to prove it’s working until we have a pilot college test with us and they have stopped responding.

• CVC to reach out again after Jan 1 to all college, as well as determine a new Peoplesoft college to use.

• CVC brought this hinderance up in the 12/12/23 CVC leadership meeting and next steps are as follows:

  • Need to talk to Chris and Greg for support.

  • Have a conversation with CCCSFAAA leadership and tell them we need their help in piloting.

high

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

12/15/23

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 12/12/23

high

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

12/15/23

2.

Weekly Error Report

• Attached is the weekly error report.

high

Below is the enrollment report for 12/11-12/17. 

https://docs.google.com/spreadsheets/d/1ftPnTWAdEACmD6MHrOHkjWDrudSUbWa-OCJ3ZjljNVQ/edit?usp=sharing

12/15/23

3.

Users Were Not Able to Authenticate to CVC via Proxy

On Friday, Dec 15th, all student attempts to authenticate to our platform via the proxy seem to be failing. No one was been able to sign in. We've seen 100% failure rate on all attempts from every user who has tried at every college since about 6 AM Friday morning.

CVC reached out to CCCTC support team but they didn’t seem to have any insight into what could be causing this as they have shared that no one else has reported any issues.

However, we kept receiving a 403 Forbidden error message when we try to connect to any college via the Proxy. This is impacting both production and pilot and began failing around the same time on Friday. Whenever a user selects any college where we would normally route them to the appropriate SSO page, we instead are getting this error.

CVC Exchange - Sign In - Powered by Quottly (select any college)

• We escalated this to Mike Caruso at the CCCTC and he advised they were able to log in with no issues.

• After further research, it looks like the CCCTC had some additional IP restrictions and our IP was possibly whitelisted.

• This issue was resolved same day, but we are working with the CCCTC and Parchment to ensure this does not happen in the future.

• CVC and Jason from Parchment are working to investigate to ensure this doesn't happen again in the future.

  Jason has provided the following update about next steps and continuing research with the CCCTC: “I've gotten some additional information on this, the net of which is that this part of our application isn't capable of being configured on a guaranteed static IP. There's work we can do to make it semi-static, meaning it still may change with some, but even so change of the outbound IP can happen for reasons outside our control. 

  A "more static IP" change is not something we can implement immediately, given the holidays and that such a change may impact other users.

  I can't speak to if this was also a risk in the Heroku infrastructure days or not, but I'm slightly concerned as in our current state, as this could happen again based on factors we can't really control.

  So, I have these questions for the Tech Center:

  • Is this a new practice? If so, can it be rescinded until we have time to ensure there's a lesser risk configuration on our side?

  • Can the Tech Center whitelist by fqdn, rather than by IP? On our end, this is the best solution because we can implement what we have in the rest of the platform, which ensures traffic will always be sourced from 

  egress.parchment.com even though the IP addresses assigned to that may change in a way we can't control.

  As an aside, we don't have great logging of this on our side, so normally we'd put a monitor in place that fires the moment we start seeing it. We're not in a position to do that yet.”

high

https://cvc-oei.atlassian.net/browse/BLQ-1041

12/15/23

4.

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 - opted to not participate at this time.

• CVC is looking to target another Peoplesoft college to participate in the pilot.

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

12/15/23

5.

Canvas Solution for ILP Colleges

• Database access to ILP team today

• Test environment is not updated for Kern, so will work to get this updated.

• Development will be done by 12/19/23.

• Go live in production will happen on 12/19/23.

• Kern will be configured and will go live.

• Other colleges can utilize the code, but will need to be configured in the future. CVC to manage this on an ongoing basic.

• Mike has another meeting to discuss testing and implementation on 12/18/23.

high

12/15/23

6.

Parchment Weekly Sprint Jira Status Updates

Product Priorities:

Lane 1: Major Functional and Implementation Blockers

• Course Modality Display Research - BLQ-855 (PICE-398/399) No change.

• 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. Additional testing to be completed by CVC.

• Cuesta College - SSO Issues with Student Attributes Persisting in the AER PICE-501 - Done.  The team has reviewed this issue and has determined that if an admin is going to use the system in this way, they must always use a new incognito window, and close the browser after each session. This will ensure that the cookies related to the session are not tied to a new session, in a new browser, when a new student needs to enroll. It is not enough to clear the cache to prevent this scenario.  

• PICF-407 

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. Chaffey may have refreshed their test environment. Mike is working to determine next steps with the college.  

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CCPG Overview - BLQ-948 Migrated to production. All colleges have been set to “Default” so that no changes will be made to current settings until an admin updates the selection for the college. 

• Preferred Name Enhancement BLQ-713 Parchment adding informational text to the AER form. 

• BLQ-979 Document search result output sorting methods BLQ-1008 - Work pending.  

Lane 3: Prioritized Enhancements and Research

1. Complete application/integration diagram - BLQ-673 Diagram to be shared with CVC. 

2. Drop/Withdrawal and Freeze Date Considerations for Financial Aid Integration Marker Courses | All SIS' BLQ-1010 - Parchment work is still in progress. 

3. Enrollment Report Showing Error Messages BLQ-286  - Report to be shared with CVC. 

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

5. Payment Status, Errors, and Reconciliation BLQ-724  - Need to discuss Mike’s question during next CRM. 

Instead of specific language, because the language of the error message on the “Details” page seems sufficient, would it be possible to add the error icon to the Schedule page next to the “Enrolled & Paid” status,  so the student knows there is an issue with payment from that screen as well. This should remain until the payment posts successfully.

This icon should also be included on the admin panel for administrators to see that there was an issue with payment posts or payment post error status indicator would be similar to the Parchment administrator view so college and CVC staff can tell when there is an issue with a student’s specific payment, particularly the Teaching College Bursar.

6. Session Management Changes BLQ-1026 - Reviewing to determine next steps. 

7. UI Changes for Open Registration Dates and Inventory Imports BLQ-967 - Reviewing to determine next steps. 

8. Enhanced Workflow for Late Enrollment into Courses with Prereqs & Canceling Applications Where a Prereq Check or Person Match Check is Pending and the Course Has Started BLQ-1018 and BLQ-1027 - Reviewing to determine next steps.

9. Need Address Validation on the AER Form BLQ-1029 - Next steps to be determined.

North Orange CCD - Multiple Payment Posts

PICE-504- Parchment is researching why there are four payment calls. CVC has confirmed the student was only charged one time. Additional details pending.

high

12/14/23

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 - 12.14.23 - Compton reached out and asked that we send over the XAP contract. Sean did so. They are ready to kickoff again. Amanda responded and said that I can schedule a call to go over sending and receing again when they are ready. Will wait to hear back and then will schedule.

• Copper Mountain CCD (ECA) - 11.21.23 College responded with the following: Currently, we are still working on Colleague's exported file. Some fields were hard coded so we had to create data fields in Colleague to save information such as the Accreditation and FERPA information. This week we will work on including the student's courses and grades. We are making progress.

• College of the Desert CCD (ECA) 12.18.23: Parchment delivered the sample transcripts to the college today. Parchment asked that the college let them know when they are done reviewing/testing so we can resume with next steps.

• El Camino CCD (ECA) - 12.6.23 - Live in production for sending.

• 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) 12.11.23: Parchment met with college and the college needs to review the new batch of samples after the PROD/INT refresh and share feedback when available. Parchment needs to notify the college when a new sample batch is ready for your review.

• Napa Valley CCD - 12.14.23 - We now have the greenlight to reengage with the college to become a receiving college. AManda working with Alison to get contact names.

• 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 module with Parchment.

• Peralta CCD (ECA) 11.30.23: Sean and I met with Peralta and went over everything they need to do in order to build this in house. Amanda to touch base with then again on Jan 29 to see how things are progressing.

• Riverside CCD (ECA) 12.11.23 - College reached out and asked Sean to send me transcripts for testing.Sean sent examples to the college."

• 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 model 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) 12.18.23: Parchment sent out the following email to the college: Our team is working on samples, but has noted we've not received the directory path from Robo to your XAP directory. Once we have this info we can generate your samples. Can you share that info today perhaps if it is readily available now, or tell us when we might expect it with the holidays fast approaching?

• 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 with Shasta and Mike and went over options. College is 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 - 11.14.23 - 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 revist 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.

• South Orange County CCD (ECA) 12.11.23: The XAP functionality is deployed in production. The college now needs to update the WS_Customs file on the "robo", Windows Server 2019 machine, and then stop and start the 2 services to be able to populate that new field.

• 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 Hills - 11.20.23 - Parchment advised they are on the Feb kickoff timeframe. Mike advised that works fine. Amanda to follow with Parchment in Jan to ensure still on track.

• 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) 12.11.23 - College reached out saying they;ve made amazing progress but have run into an error they need our help with. I sent them mine and Sean's schedule this week and will schedule the meeting when they respond.

• Yuba CCD (ECA) 11.21.23 - College responded and advised they are wrapping up implementation of superglue for the application, and will be transitioning to this project soon. I’m going to review the documentation we received back in May, and discuss it with Sonya and our IT team. I’ll reach out when we have questions/are ready to discuss. Amanda will reach out again in Jan 2024 to check status if no response.

• 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

12/15/23

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-451

medium

7/26/23

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

medium

9/14/23

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

medium

10/17/23

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

medium

10/17/23

https://cvc-oei.atlassian.net/browse/PICE-494

medium

11/9/23

https://cvc-oei.atlassian.net/browse/PICF-402

medium

11/13/23

https://cvc-oei.atlassian.net/browse/PICF-401

medium

11/13/23

https://cvc-oei.atlassian.net/browse/PICF-407

highest

11/20/23

https://cvc-oei.atlassian.net/browse/PICF-408

medium

11/20/23

https://cvc-oei.atlassian.net/browse/PICE-504

highest

11/30/23

https://cvc-oei.atlassian.net/browse/PICF-406

medium

11/26/23

https://cvc-oei.atlassian.net/browse/PICE-505

medium

11/11/23

https://cvc-oei.atlassian.net/browse/PICE-507

high

12/11/23

https://cvc-oei.atlassian.net/browse/PICF-416

medium

12/10/23

https://cvc-oei.atlassian.net/browse/PICF-420

medium

12/18/23

https://cvc-oei.atlassian.net/browse/PICF-418

medium

12/14/23

https://cvc-oei.atlassian.net/browse/PICE-512

medium

12/14/23

https://cvc-oei.atlassian.net/browse/PICE-513

medium

12/18/23

https://cvc-oei.atlassian.net/browse/PICE-510

high

12/12/23

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

8/10/23

11/30/23

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

CSU/UC Student Management: Route Appropriately

10/24/23

11/7/23

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

12/11/23

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

highest

10/11/23

11/17/23

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

10/31/23

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

12/11/23

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

11/2/23

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

https://cvc-oei.atlassian.net/browse/BLN-784

highest

Reverse Import

11/17/23

https://cvc-oei.atlassian.net/browse/BLN-789

highest

Script update LACCD

11/17/23

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