1/29/24 Weekly Status Report

Severe:

Y

• Per the Chancellor’s Office @ONE work plan, the CVC is conducting research on the efficacy of its course review process.

• In December 2023, CVC requested the number of Quality Reviewed courses available in the Exchange.

• The research is nearly complete but cannot be released until we have this piece of data.

Parchment

• CVC has asked Parchment to deliver this as soon as possible, no later than 2/9/24.

high

N/A

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.

• 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

2/1/24

3.

Moderate: 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.

• Next meeting to dive deeper into this will be on 1/23/24 with the Parchment technical team and Jason, the CCCTC, and CVC.

high

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

2/1/24

4.

Severe: Will Affect All eTranscripts Sending Colleges Who Are on SaaS

Y

Manage The CCCTC/Ellucian SaaS Shared Application Staging Tables In Conjunction With The GLUE Data Model - SaaS Migration Process

Mike V.

For colleges who are either a SaaS client or migrating over to SaaS, the current Ellucian APIS will not support eTranscript CA sending infrastructure. This affects colleges that are already live with eTranscript sending through Parchment/XAP as well as the ones who are migrating.

Meeting is scheduled for Feb 9th with Ellucian, CVC, and the CCCTC.

high

https://cvc-oei.atlassian.net/browse/BLC-138

2.1.24

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 2/6/24

high

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

2/1/24

2.

Weekly Error Report

• Attached is the weekly error report.

high

Below is the enrollment error report for the week of 1/29

https://docs.google.com/spreadsheets/d/1Bb-5B1GVHTQznXYF6Yem7K3i3_VLyM0tb2kbqyEsadU/edit#gid=1592384542

2/1/24

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.

• No new movement. Mike to reach out to them in and discuss next steps in January and get an actionable plan together.

high

1/17/24

4.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• North Orange CCD - Multiple Payment Posts PICE-504 - Parchment identified an issue where the payment confirmation was being sent more than once. This was corrected, however CVC provided one new example from 1/25/2024, so the Parchment team is completing additional research.     

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

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

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

• Document search result output sorting methods BLQ-979 & BLQ-1008 - Work to begin in 2024. Additional conversation to be had during CVC Quarterly meeting on 2/29/2024.

Lane 3: Prioritized Enhancements and Research

1. Session Management Changes BLQ-1026 and  UI Changes for Open Registration Dates and Inventory Imports BLQ-967 - No change, however has been reprioritized per CVC. 

2. Change The Text and Adjust The Layout in the Home California College Section on cvc.edu BLQ-1038 - This is still being discussed with the Parchment team. 

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

4. Preferred Email Address: Add a Field for Student's Preferred Email on Student Profile BLQ-1030 - Parchment team discussing possible next steps. 

5. 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, however has been reprioritized per CVC. 

6. Add Additional Text To The Drop Email Notification BLQ-1031 - Parchment team to begin work to make this change. 

7. Add Additional Badge Indicators and Seat Count Information to the Student Enrollment Details Report BLQ-1049 - Further discussions needed. Parchment is requesting we add this to the CRM for February 13th. 

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

9. Create a UI Tool Tip to Explain the Distinction Between Synchronous and Asynchronous Courses BLQ-1017 - Additional conversation between CVC and Parchment needed before next steps. 

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

11. 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 to process drop/withdrawal codes is still in progress, CVC working internally as well to determine best path of three workflow options discussed during Combined Requirements Meeting 11/7/2024. 

12. Payment Status, Errors, and Reconciliation BLQ-724  - Parchment needs CVC to provide wording/contact information to be provided during exception processing.  

13. Make Text Updates To Email "CVC Exchange: Request to use financial aid BLQ-1028 - Ready for CVC testing.

14. Add synch/asynch (format) field to downloadable sections reports BLQ-989 - Parchment is working on final changes to pull correct field in CSV download to indicate synchronous versus asynchronous.

Parchment Deliverable Pending:

• Enrollment Report Showing Error Messages BLQ-286  - Security team completing this review. To be shared with CVC when report is available. 

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

high

2/1/24

5.

eTranscript Implementations & Follow up with colleges

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

• Allan Hancock: 2.1.24: They used to send eTranscripts through Parchment but are now turned off on the Parchment side. Amanda to reach out to college bc they are Feb 24 P2 cohort. They were using Robo.

• 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 - 2.1.24: Met with Compton to go over receiving and sending. Their board has approved them to start the receiving in Feb, but they are blocked on the sending set up based on them being a Banner SaaS school. Mike is in the process of working with Ellucian to set the APIs updated so this can be set up and in place.

• 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) -1.29.24: Held final call with college and they are ready to go live. Sean is going to put the request in with XAP devs to turn them on live. From there, Sean will email us all that they are live. COllege advised they will probably query students to ensure all is well and then give us the greenlight to send out the go live email. Amanda to flw up by Feb 5th if no email movement.

• Long Beach CCD (ECA) 2.1.24: Live for sending!

• 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 doesn't respond, no need to follow up for several months out since they have not established a cohort yet.

• Merced CCD (ECA) 1.22.24: Parchment responded with updates they made. next steps is college getting them answers to two questions and then there will be a new sample set shortly.

• Napa Valley CCD - 1.23.24: Met with Napa to demo process. Sean sent them over the contract and questionnaire. He will also work on getting their test accounts set up as soon as we receive it back. From there, Amanda will reach out to schedule testing. Amanda to follow up Feb 6th if contract and questionnaire not received back by then.

• 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) 1.22.24: Nicholas reported an error on 1.12.24 and advised he will look into it. Once resolved, they should be ready to go live. Amanda emailed his to check status. Sean to respond to him on the error.

• San Diego CCD (ECA) 1.29.24: Met with the college to go over the options for sending eTranscripts. Sean sent over technical documentation for the set up in case they want to go that route. Amanda also sent email to Mike V and cc'd Marina on CVC covering fees in future. Once Mike responds, we will see which route the colleges want to go next and determine next steps from there.

• 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) 1.24.24: Parchment and Delta still troubleshooting via email.

• 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) -2.1.24: Scheduled meeting with Shasta and Parchment on Feb 9th for sending next steps.

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

• Siskiyou Joint CCD (ECA) 1.29.24: Sent cal invite for 2/12 for etranscripts receiving call kickoff.

• 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) 2.1.24: Live for Sending!

• 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) 1.23.24: Met with Kyle and he is going to test taft to taft. Advised him to let us know when he is finished testing and I can schedule meeting for go live. If no response by middle of Feb, Amanda to follow up. Sean is waiting for them to have theeir testing env turned on so they can test, should be 1-2 days. Sean advised Kyle on how he can test. Kyle will.

• 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

2.1.24

Voluntary Product Accessibility Template® (VPAT®)
WCAG Edition

Parchment provided CVC with the accessibility review report.

Assigned to Mike to review.

high

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

2.5.24

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/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/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-517

high

1/4/24

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

medium

1/11/24

https://cvc-oei.atlassian.net/browse/PICE-523

high

1/22/24

https://cvc-oei.atlassian.net/browse/PICF-431

medium

1/26/24

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

1.18.24

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

1.16.24

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

1.4.24

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

1.10.24

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

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

high

Preferred Name

6.6.23

1.9.24

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