2/26/24 Weekly Status Report

1.

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.

• In process with Allan Hancock and Copper Mountain P2 Teaching College Implementations

high

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

2/29/24

2.

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.”

• CVC and Parchment are actively working on this with the CCCTC.

high

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

2/29/24

3.

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.

• Ellucian requested technical requirements. Parchment/CVC in the process of writing those and sending to Ellucian.

• Parchment in process of getting link to submit requirements to Ellucian.

• From there, Ellucian to advise if this is configurable or if they need to do development.

high

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

2/29/24

Moderate: Could Affect Quarter Colleges

Y

CVC was made aware that DeAnza College students were able to cross enroll before their open registration date official started.

Parchment

CVC caught the situation and was able to get those student courses canceled, as well as reach out to the students to inform them they need to find a different course to cross enroll into.

Parchment will take a look at the logs to see who enabled their dates in the session management part of the admin panel.

• CVC has escalated the 2 JIRAs that can fix this issue. Parchment to review internally and get back to us.

• In the meantime, CVC will manually monitor this until solution is in place.

https://cvc-oei.atlassian.net/browse/BLQ-1026

https://cvc-oei.atlassian.net/browse/BLQ-967

2/29/24

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 3.12.24

high

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

2/29/24

2.

Weekly Error Report

• Attached is the weekly error report.

• Parchment is building this into the Student Enrollment Report so that in the near future we can run this report on demand.

high

Below is the enrollment error report for the week of 2/19-2/28.

2/29/24

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.

• CVC is actively working to expand the ILP testing group to Lassen to complete testing of the logins workaround with a Colleague client. Meeting with Lassen IT on 2/23.

• New new updates this week. CVC will report updates based on call from last week on next week’s report.

high

2/23/24

4.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• North Orange CCD - Multiple Payment Posts PICE-504 - This is resolved. Given the ongoing use of Donna’s account for testing, we do not anticipate being able to identify the unusual activity prior to the changes made to prevent this from occurring further. 

• Financial Aid Integration Workflow BLQ-1015 - Meeting with Allan Hancock College scheduled for March 4, 2024. 

Lane 2: Renewal Enhancements

• Financial Aid implementations  - Testing to resume in March with Allan Hancock College  

  • BLQ-952 

  • BLQ-920 

  • BLQ-972  

• 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. 

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 - In the work queue.  

7. Add Additional Badge Indicators and Seat Count Information to the Student Enrollment Details Report BLQ-1049 - Amanda, Mickinzie, and Courtney to meet to determine next steps.

8. Available Seat Filter Logic Change: Home College Courses Should Always Display Regardless of the Open Registration Date BLQ-1033 - This is complete and has been moved to production.

9. Create a UI Tool Tip to Explain the Distinction Between Synchronous and Asynchronous Courses BLQ-1017 - In progress. 

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  - CVC has provided updated language, Parchment work pending.

13. Cuesta Reverse Import Course Units Counts Off BLQ-845 Additional research to be completed. CVC team checking to see if there are any current examples that can be reviewed. 

Parchment Deliverable Pending:

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

high

2/29/24

5.

eTranscript Implementations & Follow up with colleges

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

• Allan Hancock: 2.19.24: Looks like they have 1 sending activity this quarter so far. Last month they had 0. Amanda reached out to the CVC P2 implementation team to have them ask and ensure they are still set up to send through XAP.

• Barstow 2.22.24: Nathan Brown is the new DBA and he is taking over. I forwarded him the chain of emails so he has all the details and asked Erin to provide any additional info needed. Will flw up if no response by March 9th.

• 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 - 2.14.24: College responded with "I submitted the questionnaire, but the contract won't be available until after the February 20th board meeting.". Amanda to respond to see if they want to go ahead and get meeting scheduled after that date.

• Copper Mountain CCD (ECA) - 2.19.24: Sent email to check on progress of set up since they have officially kicked off their P2 CVC TC implementation.

• College of the Desert CCD (ECA) 2.1.24: Parchment sent an email and advised the college needs to upload samples and download PDFs. Once Parchment receives feedback, they will schedule a go-live call.

• Feather River CCD (ECA) -2.19.24: Sent email to college again asking that they send me their availability this week and next week. When they respond, I'll schedule the call. Gretchen from the college responded and said that she has forwarded this to the IT Director, Scott Tuss who is the person we need to talk to. I responded asking her to send me his email or if I should just coordinate everything through her. She sent me his email and I emailed him asking to meet. Will reach back out on March 18th if no response by then.

• Grossmont-Cuyamaca CCD (ECA) - 2.20.24: College emailed me back advising that they need to discuss internally and she will get back to me in 1-2 weeks on a time to meet. I advised her of the lighter lift since they are a Parchment client. If I've not heard back from her by March 7th, I'll reach back out to her to flw up.

• 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) 2.28.24: College asked that a meeting be scheduled to discuss. Waiting for Parchment to response.

• Napa Valley CCD - 2.20.24: Met with Napa and went through the setup and how to test. Next steps...Sean will set up the rest of the users and send their access. From there, they will test in beta. Amanda to check base with them Jessica on 2.27.24.

• Palo Verde CCD - 2.19.24: Amanda to reach out to Mike to see if I should hold off or reach out. They are not a HC

• Peralta CCD (ECA) 2.19.24: Sent email to college to check status/have them provide an update.

• Riverside CCD (ECA) 2.12.24: Nicholas advised no need to me - he should be fine. Amanda to follow up with him by March 4th if no response/they are not live yet.

• San Diego CCD (ECA) 2.19.24: Amanda sent email asking if they have made a decision on building this in house or if they want to use Parchment. Amanda waiting for them to 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) 2.28.24: Parchment emailed college asking for an update, college said they will gather info and let us know.

• 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) -2.12.24: Amanda sent cal invite for XAP comm for Wed 2.14.24 Sean sent over all the technical doc they need.Courtney sent template for test ids so Kevin can get started on parser. They now have the XAP communiator set up and in place. Amanda let Courtney know. Next steps is waiting on the Parchment Team/courtney to let us know when parser is in place.

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

• Siskiyou Joint CCD (ECA) 2.19.24: Amanda sent email asking for status of contract being sent back as well as if they have been able to test yet.

• 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.

• 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 - 2.21.24: Had kickoff call with college and Parchment. Parchment advised they need to get robo in place. They have XAP communicator installed and in place already. Looking to have them go into UAT first of April and go live mid-April based on their scheduled.

• West Kern CCD (ECA) 2.19.24: Sent email to Kyle and asked how testing is going/see if they will be ready to go live this week or next.

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

• Yosemite CCD (ECA) -2.19.24: Sent email to college to get an update on where they are with testing.

• Yuba CCD (ECA) 3.4.24: Met to set up XAP communicator. Next steps is for them to set up process internally. Amanda to check in 3 weeks from now to check on progress.

• 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

2.29.24

6.

Common Course Numbering

CVC attended a common course numbering workshop where discussions are starting to happen about the upcoming change.

TBD

low

https://cvc-oei.atlassian.net/browse/BLQ-661

2/22/24

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/PICF-416

medium

12/10/23

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/PICF-408

medium

11/20/24

https://cvc-oei.atlassian.net/browse/PICE-536

medium

2/27/24

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

1.23.24

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

2.6.24

https://cvc-oei.atlassian.net/browse/BLN-664

medium

eTranscripts

3.2.23

1.23.24

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

2/22/24

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

2/23/24

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

2.6.24

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

medium

Sync/Asynch

7.13.23

2.14.24

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

2/22/24

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

https://cvc-oei.atlassian.net/browse/BLQ-976

highest

Financial Aid

6.12.23

1.9.24

https://cvc-oei.atlassian.net/browse/BLQ-1028

high

Financial Aid

11.2.23

2.13.24

https://cvc-oei.atlassian.net/browse/BLQ-1017

medium

UI Language update

10/18/23

https://cvc-oei.atlassian.net/browse/BLQ-1002

high

eTranscripts

9.12.23

https://cvc-oei.atlassian.net/browse/BLQ-1061

highest

eTranscripts

2.9.24

https://cvc-oei.atlassian.net/browse/BLQ-1033

medium

Seat Filter

11.9.23

https://cvc-oei.atlassian.net/browse/BLQ-1031

medium

Email Drop Notification

11.6.23

https://cvc-oei.atlassian.net/browse/BLQ-1064

highest

FA Integration

2.29.24

https://cvc-oei.atlassian.net/browse/BLQ-1065

highest

FA Integration

2.29.24

https://cvc-oei.atlassian.net/browse/BLN-836

highest

Program Code

2.27.24

https://cvc-oei.atlassian.net/browse/BLN-835

highest

Program Code

2.27.24

https://cvc-oei.atlassian.net/browse/BLC-137

high

FA Integration

1.30.24

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

medium

eTranscripts SaaS

3.5.23

https://cvc-oei.atlassian.net/browse/BLC-139

highest

CCCTC Proxy Trap

2.27.24

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