1/8/24 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 next week to Parchment.

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

1/7/24

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 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.

  • Start including this feature as a P2 implementation requirement.

high

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

1/7/24

3.

Users Were Not Able to Authenticate to CVC via Proxy

Yes

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)

• CVC and CCCTC

• 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.”

• The CCCTC rolled back their previous code to help eliminate this issue over the holidays.

• Once we return in Jan 2024, Parchment will continue to work on this/investigate this further.

high

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

1/7/24

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 1/23/24

high

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

1/12/24

2.

Weekly Error Report

• Attached is the weekly error report.

high

Below is the enrollment report for 1/8 - 1/14. 

https://docs.google.com/spreadsheets/d/18hbBR0JAJUu9Pk9dExovESEZiaXhlhhPf_QX3_EYgaI/edit?usp=sharing

1/14/24

3.

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

1/12/24

4.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• Cuesta Reverse Import Course Units Counts Off BLQ-845 Additional research to be completed. 

• Financial Aid Integration Workflow BLQ-1015 - On Hold while CVC determines which colleges will be included for next steps.    

• Banner-Ethos - Course Availability Impacted by Inventory Nightly Import PICF-407 - As of Tuesday, January 9th, Donna (CVC) and Courtney (Parchment) have confirmed that the courses still being hidden for Shasta College are currently transmitting a term code of 2023S which is resulting in the courses being hidden for the Spring 2024 term. 

• Is Parchment sourcing the Home College FAFSA school code? PICE-513 Creating a new field to store college FAFSA numbers. Additional work to be done to then display the FAFSA number instead of the current FICE number. 

Lane 2: Renewal Enhancements

• Financial Aid implementations  - On Hold while CVC determines which colleges will be included for next steps.    

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

  • BLQ-976 

  • BLQ-977

  • BLQ-978

• CCPG Overview - BLQ-948 Parchment is adding a new field to store FAFSA code in addition to the ETrans FICE code. Once this field has been added, Parchment will populate the FAFSA code for schools based on the list provided by CVC (Donna). Parchment will also finalize changes to the CCPG when making the change to display FAFSA code instead of FICE code to the learner. 

• Preferred Name Enhancement BLQ-713 & BLQ-1022  - This has been moved into Production.   

• Document search result output sorting methods BLQ-979 & BLQ-1008 - Work to begin in 2024.  

Lane 3: Prioritized Enhancements and Research

1. Drop/Withdrawal and Freeze Date Considerations for Financial Aid Integration Marker Courses | All SIS' and Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard -  BLQ-1010 and BLQ-988  - Parchment work is still in progress. 

2. Payment Status, Errors, and Reconciliation BLQ-724  - Researching updates to batch application status to reflect when confirming payment processing to the teaching college may have had an error. 

3. Session Management Changes BLQ-1026 and  UI Changes for Open Registration Dates and Inventory Imports BLQ-967 - Reviewing to determine next steps. 

4. 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 - No change. 

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

6. North Orange CCD - Multiple Payment Posts PICE-504 - Parchment research ongoing. 

7. Available Seat Filter Logic Change: Home College Courses Should Always Display Regardless of the Open Registration Date BLQ-1033 - In the queue. 

8. Make Text Updates To Email "CVC Exchange: Request to use financial aid BLQ-1028 - In the queue. 

9. Add synch/asynch (format) field to downloadable sections reports BLQ-989 - Parchment team is working on getting the Delivery Method added to the CSV download for Sections Report. 

10. Add Language for DSPS Accommodations BLC-107 - In Parchment queue. 

11. Fraud Score % Change And Start Sending New Reports BLQ-954 - Parchment to provide additional information on the public API documentation to determine next steps. 

Parchment Deliverable Pending:

• Enrollment Report Showing Error Messages BLQ-286  - Accessibility review is complete, report to be made available soon. 

• Complete application/integration diagram - BLQ-673 Diagram to be shared with CVC when available.. 

Additional Notes: 

These CVC Q3 priorities are still being discussed by the Parchment team. Further details will be shared as they are determined. 

• BLQ-1038

• BLQ-1017

• BLQ-1030

high

1/12/24

5.

eTranscript Implementations & Follow up with colleges

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

• Barstow 1.9.24: Parchment advised, "I checked in with the PM for Barstow, and they have decided to add an SSO component to their set up alongside the work being done for XAP. I am being told that from a technical perspective, we are ready to move XAP to production for go live. That being said, the school is wanting to wait to make those changes to production until the SSO work is also ready to be migrated. The team is hopeful they will go live in the next few weeks.

• 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 - 1.9.24: Met with Compton to go over receiving. They have to run everything past the board and so they will do so in Feb for an approval go live. Until then, we can go ahead and set up test accounts and get them in beta. Once they send questionnaires back, Sean will set up users and I'll reach back tou to schedule call. Amanda to talk to Mike about SaaS solution for eTranscripts and let them know.

• Copper Mountain CCD (ECA) - 1.8.24: Sent email to college to check on status and where they are and ask that they provide an update. They advised, "We are making progress on the exported transcript file from Colleague. We have completed Row 08C - 'Term Identification Section' from the data dictionary. This week will start analyzing and adding Row 08E- Student's Course Detail Segment to the electronic transcript." Amanda advised she will touch base at beginning of Feb.

• College of the Desert CCD (ECA) 1.11.24: Sent email to Parchment and college to get status and next steps.

• 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) - 1.8.24: Sent email to college to get a kickoff meeting started and scheduled.

• Imperial Valley CCD (ECA) -1.8.24: Sent email to college and asked for a status. They are ready to go live they said. Amanda coordinating a final zoom call for go live date.

• Long Beach CCD (ECA) 1.11.24: Emailed Kyne to see if he's ready for go live and asked if he wanted to jump on a call.

• 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) 1.11.24: Sent email to college and Parchment to check status.

• Napa Valley CCD - 1.10.24: Emailed atorres@napavalley.edu, malopez@napavalley.edu, brodriguez@napavalley.edu, jcota@napavalley.edu, anrmail@napavalley.edu and asked for a kickoff call. Scheduled meeting for 1.23.24.

• Palo Verde CCD - 1.11.24: Sent email to Shelley requesting a call to start set up for etranscripts receiving.

• 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) 1.11.24: Nicholas responded that they are pretty much ready to go live. Sean checked on his end and they are all set there for when they go live. I advised to let me know when they are going live and I will schedule a meeting with A&R to train them.

• San Diego CCD (ECA) 1.11.24: Reached out to the college to get a call scheduled to get this in place. They responded with some availability and I will schedule when others respond, as well.

• 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) 1.4.24: Parchment sent out the following email to the college: I am following up on your sample generation. Our team noted we've not yet 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 at your earliest convenience, or confirm when we may expect this information?

• 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) -1.11.24: Becky emailed me back and said they are ready to proceed. I asked her to make sure she and I are on the same page with me reaching out to Parchment and if she confirms yes, I'll get that process started.

• 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) 1.11.24: Sent email to Courtney at Parchment advising that we were advised that Irvine and Saddlebacl went live and no one told us. And, looks like Irvine is working fine but saddleback is having issues. Requested a meeting with Courtney.

• Victor Valley CCD (ECA) 9.16.23: Victor Valley is going to switch to SaaS in April 2024, so we will be placing this one on hold until after that migration.

• West Hills - 1.9.24: Melissa from Parchment said there is a kickoff call scheduled for Feb 21.She sent over invite to me and Sean for kickoff.

• West Kern CCD (ECA) 1.16.24: Taft is ready to go live but wants to test first. I emailed them back advising that we should meet to discuss testing. Sent him mine and Sean's availability and will schedule when he responds.

• West Valley-Mission CCD (ECA) 11.2.23 - Per Mike - hold off since they dont have a cohort established.

• Yosemite CCD (ECA) -1.16.24: Received the following update from the college: "The setup of eTranscripts is going well. Here is what we have accomplished so far…. Successfully produced a flat file that is accepted by XAP Successfully transmitted an electronic transcript from MJC to Columbia Successfully transmitted several electronic transcripts from MJC to Chabot College Here is what we are currently working on…. Data remediation surrounding grade notations Continued Beta testing with MJC Enrollment Services and Columbia Admissions & Records It is our goal to have all data remediation and Beta testing completed by end of January. We will keep you updated on our progress.

• Yuba CCD (ECA) 1.11.24: Sent email to Yuba to ask status of set up and how things are progressing.

• 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: Teaching Colleges Sending Transcripts

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

1/12/24

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-408

medium

11/20/23

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

highest

11/30/23

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

medium

12/10/23

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/PICE-514

high

12/20/23

https://cvc-oei.atlassian.net/browse/PICE-519

high

1/12/24

https://cvc-oei.atlassian.net/browse/PICE-518

high

1/5/24

https://cvc-oei.atlassian.net/browse/PICE-517

high

1/4/24

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

high

1/11/24

https://cvc-oei.atlassian.net/browse/PICF-423

medium

1/11/24

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

High

idP/EPPN

4.27.23

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-845

medium

System Enhancement

7.26.22

12/21/23

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

medium

Reverse Import

5.17.23

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-280

highest

Student Eligibility Checker

4.22.23

https://cvc-oei.atlassian.net/browse/BLQ-673

Documentation

12.3.21

https://cvc-oei.atlassian.net/browse/BLQ-977

Financial Aid Integration

6.12.23

https://cvc-oei.atlassian.net/browse/BLQ-978

Financial Aid Integration

6.12.23

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-988

medium

Admin Panel/Reporting

10/10/23

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/BLC-133

medium

API

9/28/23

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

high

Preferred Name

10/10/23

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

high

Census Date Issue

10/16/23

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

https://cvc-oei.atlassian.net/browse/BLN-730

high

Program Code

7/6/23

https://cvc-oei.atlassian.net/browse/BLQ-989

medium

Sync/Asynch

https://cvc-oei.atlassian.net/browse/BLQ-1036

medium

UI Language update

11/21/23

https://cvc-oei.atlassian.net/browse/BLQ-1037

medium

Admin Panel

11/28/23

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

highest

Search

06/12/23

https://cvc-oei.atlassian.net/browse/BLQ-1022

medium

Preferred Name

10/24/23

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

high

EPPN

04/27/23

https://cvc-oei.atlassian.net/browse/BLN-803

medium

Sandbox

12/19/23

https://cvc-oei.atlassian.net/browse/BLN-775

medium

UI Language update

11/8/23

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