3/18/24 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

3/22/24

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 to reach out to the CCCTC and check on the status.

high

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

3/22/24

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.

• Parchment submitted requirements to Ellucian.

• Ellucian received and is actively looking into this and advise if this is configurable or if they need to do development.

high

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

3/22/24

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

3/22/24

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 3.26.24

high

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

3/24/24

2.

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.

• Error report is now on the Student Enrollment Details Report at the person level. We will remove this line from upcoming reports.

N/A

Will attached this next week once we have access to the report.

3/24/24

CVC Support Cases Report

Parchment has started to send support case reporting with granular level breakdown.

N/A

N/A

This report will be provided on a monthly basis.

3/24/24

4.

CVC Enrollment Tracker

Parchment has started to send enrollment tracker reporting with granular level breakdown.

N/A

N/A

This report will be provided on a monthly basis.

3/24/24

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.

• 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.

• No new updates this week.

high

3/22/24

6.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

• Financial Aid Integration Workflow BLQ-1015 - Moving forward with Copper Mountain College and Allan Hancock College as meetings are scheduled. Will update if there are any new blockers. 

• System time zone for CVC Test and Prod sites PICE-537 - Parchment team to review and find solution in coming weeks.  

Lane 2: Renewal Enhancements

• Financial Aid implementations  - Allan Hancock KO meeting was on 3/4/2024. Copper Mountain meeting scheduled for 4/1/24. Next steps to be determined as AHC is available.   

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

• Document search result output sorting methods BLQ-979 & BLQ-1008 - Questions regarding whether this will be elastic search or something similar have been raised. CVC is hoping for a demo of the planned changes during the week of April 15th to prepare for a meeting on April 26, 2024. 

• Student Eligibility Checker - Ongoing, in process. 

  • BLN-729 N2N To Create API Specs, Place on Conf, And Send To Parchment

  • BLN-745 Parchment To Develop Feature Flag To Enable College Rollout Enablement

  • BLN-746 Parchment To Develop Progress Bar

  • BLN-748 Parchment To Develop Ability To Consume eligibilityStatus = and eligibilityStatusReason =

  • BLN-749 Parchment Work for Term Rule Requirement

  • BLN-837 Parchment to Add/Display CVC Provided URL To Student Ineligible Page

Lane 3: Prioritized Enhancements and Research

1. Add The Student's Teaching College SIS ID To Congratulations Page BLQ-1023 Mock up was approved, will going into staging on Friday, 3/22 for CVC to review for promotion to production. 

2. Payment Status, Errors, and Reconciliation BLQ-724  - CVC has provided updated language, Parchment work pending.

3. Add Additional Text To The Drop Email Notification BLQ-1031 - In the work queue.  

4. Determine Method to Identify Students Who Exist in the Teaching College Canvas Instance BLQ-572 - In progress.

5. Parchment to Analyze and Provide Results for Expected APIs and Final States BLQ-1067 - Ongoing, goal to have completed by end of this week.  (This is also related to Complete application/integration diagram - BLQ-673 Diagram to be shared with CVC when available.)

6. Session Management Changes BLQ-1026 and  UI Changes for Open Registration Dates and Inventory Imports BLQ-967 - No change. 

7. Course Audit Needs to Still Run if the Student Dropped BLQ-1056 - We believe this is a UI issue and are investigating further. Will correct as needed. If it is found that this is more than a UI discrepancy, we will adjust our plan at that time.  

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

9. Prevention Solution/Future Proofing For Issue That Occurred Where Users Were Not Able to Authenticate to CVC via Proxy BLQ-1041 - Mike believes we need to reconnect to finalize a permanent solution between Parchment and the Tech Center. Next steps TBD.  

10. 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. 

Parchment to Provide Technical Requirements for SaaS eTranscripts Compatibility BLQ-1061 - this has been provided to Ellucian. Next steps are TBD.

high

3/22/24

7.

eTranscript Implementations & Follow up with colleges

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

• Allan Hancock: 3.20.24: Met with the college and from a XAP and Parchment perspective, the infrastructure is in place and transcripts should be trickling in. Amanda requested a call to go over how the CVC unsolicited transcripts will work. Once they provide dates, I'll schedule a meeting.

• Barstow 3.20.24: Sent email to Barstow and Parchment team asking for a status update. They are meeting with Parchment, Kevin Klempke on Monday 3.25. I asked that they provide us an update after the call.

• Cabrillo CCD - 3.5.24: Emailed Parchment back advising that we are blocked on moving forward with Cabrillo until we have a SaaS solution in place. I will keep them informed with updates.

• Compton CCD - 3.20.24: Reached out to Richette and asked to get the next call scheduled for receiving. She responded that she is including her Administrative Assistant, Tynay, on this email. She will assist with scheduling this meeting.

• Copper Mountain CCD (ECA) - 3.21.24: Sean and I met with Copper Mountain today on eTranscripts and they are set up in beta and everything is working as expected. They want to wait to roll to prod in May for eTranscripts so they can go live as a P2 TC and XAP at the same time. I am going to go ahead and schedule a meeting in early May to get their XAP communicator installed in prod and then another call when they go live as a P2 to roll to prod with XAP.

• College of the Desert CCD (ECA) 3.20.24: Sent email asking for a status update from college/parchment. Parchment responded that Samples were sent on 12/11/2023, we shared 28 files and if the XAP communicator is working currently they can then be uploaded and reviewed after processing. We are looking for the College of the Desert Registrar team to verify those 28 transcript files as accurate once the upload is completed with XAP and that processing is completed. If they are not approved, then we will be looking for feedback and can make any adjustments or schedule follow up. If they are approved, we are ready to schedule go live. Then we can get Florante some assistance on bulk upload formatting verification, as this is not part of what my team handles directly, but we'd be ready to move forward with our last steps if samples are approved." Will wait to see what the college responds with.

• Feather River CCD (ECA) -3.20.24: Sent email again asking for a call to get kicked off. Contact Scott advised he is a CISOA and will respond when they get back.

• Grossmont-Cuyamaca CCD (ECA) -3.21.24: Sent email to college asking for us to meet next week. Will follow on 4/4 if not response.

• Marin CCD - 3.21.24: emailed Jon at the college and asked to set up a kickoff meeting to get this process started. No cohort established yet.

• Merced CCD (ECA) 3.14.24: Met with Merced/Parchment/XAP and there are still issues with them getting sample files. Parchment will attempt to get those resent and when they do they want to give the school ime to review and then meet with them again. Todd when then schedule a meeting. Will flw up by April 4 if no response. Also - college brought up the lived name and preferred name new assembly bill. Amanda/Sean/Courtney to work on this as we have time to get this implemented.

• Napa Valley CCD - 3.5.24: Napa Valley reached out and advised they are ready to meet for next steps. Amanda scheduled meeting for April 3rd.

• Porterville - Kern CCD: 3.21.24: Emailed the A&R team to inquire about how they are sending transcripts. IT appears they have stopped sending.

• Palo Verde CCD - 3.21.24: Sent email to Shelly at the college and requested a meeting for kickoff.

• Peralta CCD (ECA) 3.21.24: Sent email to Dominique to advise we need to meet/get this project back on track since they are a live P2 teaching college. If no response, will have Mike escalate by 4/4.

• Riverside CCD (ECA) 3.21.24: Met with Nicholas and Sean answered the questions but needs to consult with the IT staff on one question. Sean to get back to them. Emails still going back and forth with troubleshooting questions.

• San Diego CCD (ECA) 3.21.24: Sent follow up email to see when everyone can meet. From there, Amanda to schedule.

• San Francisco CCD 3.21.24: Sent email to the college to schedule a call to go ahead and start the process for setting up eTranscripts. As soon as they respond, I'll schedule a call.

• San Joaquin Delta CCD (ECA) 3.21.24: Sent email to college and Parchment asking them to provide status/update/next steps

• San Mateo County CCD - 3.21.24 - Sent email to demellon@smccd.edu to schedule meeting to do a kickoff call. No cohort established yet and they are not a home college.

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

• Shasta-Tehama-Trinity Joint CCD (ECA) -3.18.24: Update from Parchment...Kevin Klemke, from Parchment let me know that he resent our test transcripts this morning. He noticed that our initial test files were still in the upload folder, and that the data was malformed. This has been corrected and new transcripts have been sent. The files from today will have overwritten the previously sent data. When you are able, please start the XAP communicator so that it can process these files. The hope is that they will process as expected and move into the success folder.

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

• Siskiyou Joint CCD (ECA) 3.11.24: Received signed contract and sent to Sean. Emailed Sean and the college to ask if Sean sent test files yet/needs users set up for accts or password resets. Amanda to flw up on 3.14 if no response.

• 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 - 3.18.24: Parchment/college are actively testing. Error with the log file on the Parchment side. Will continue to follow.

• 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) -3.20.24: Live for sending eTranscripts via XAP!

• 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

3/22/24

https://cvc-oei.atlassian.net/browse/PICF-338

MEDIUM

4/26/23

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/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/PICE-537

medium

3/5/24

https://cvc-oei.atlassian.net/browse/PICF-438

medium

3/12/24

https://cvc-oei.atlassian.net/browse/PICF-439

medium

3/13/24

https://cvc-oei.atlassian.net/browse/PICE-542

high

3/13/24

https://cvc-oei.atlassian.net/browse/PICE-543

high

3/15/24

https://cvc-oei.atlassian.net/browse/PICF-440

medium

3/24/24

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

3.14.24

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/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/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

3.1.24

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/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

https://cvc-oei.atlassian.net/browse/BLN-841

highest

API

3.11.24

https://cvc-oei.atlassian.net/browse/BLN-846

medium

API

3.18.24

3.20.24

https://cvc-oei.atlassian.net/browse/BLN-845

high

API

3.14.24

https://cvc-oei.atlassian.net/browse/BLN-842

medium

Person Match

3.11.24

https://cvc-oei.atlassian.net/browse/BLN-799

high

Search Match

3.14.24

https://cvc-oei.atlassian.net/browse/BLN-739

medium

Documentation

3.13.24

https://cvc-oei.atlassian.net/browse/BLQ-1071

highest

Search

3.15.24

https://cvc-oei.atlassian.net/browse/BLQ-1023

high

UI Updates

3.18.24

https://cvc-oei.atlassian.net/browse/BLC-140

medium

Student Eligibility Checker

3.11.24

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