4/15/24 Weekly Status Report

2.3.4.1 Financial Aid Integration

at risk - based on college feedback, current plan may not work and may need to redesign solution.

2.3.4.5 CSU/UC Student Management

On Track

2.3.4.5 Preferred Name

On Track

2.3.4.2 Student Eligibility Checker

On Track

2.3.4.3 Refining Searches

on track

2.3.4.4 eTranscripts Reporting To Colleges

On Track

1.

Severe: Affects Financial Aid Integration

N

Financial Aid Pilot:

• Issues with Workflow

• Peoplesoft college dropped out of pilot

• At CISOA, colleges expresses concerns about marker courses and how it will negatively affect the A&R process.

Parchment

• We may need to deviate away from the original architecture that has been because of the pushback from colleges.

• No new updates this week.

• In process with Allan Hancock for the P2 Teaching College Implementations

• CVC leadership is investigating a possible new path.

high

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

4/19/24

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.”

1. No new updates this week.

2. The CCCTC 'pushed pause' on this particular element of that security update, but they are unblocked in terms of continuing to make improvements via consistent security-focused deployments. It is something they need to resolve, but that work has just started, and there isn't a firm ETA yet.

3. CVC and CCCTC are meeting on 4/17/24 to discuss.

high

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

4/14/24

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.

• No new updates this week.

• 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

4/12/24

4.

Severe: Affects All Colleges

Y

Parchment system timeouts, performance, and scalability.

Mike V.

• Jason called Mike and shared that all hands are on deck working on this

• We ran into similar issues last spring when we loaded all three term catalogs simultaneously. Amanda and Mike had voiced our concerns about scaling challenges to James at that time as the Spring/Summer/Fall load is the most data-intensive time of the year.  

• This was resolved in production on 4.22.24.

• Parchment team is working all hands on deck to resolve immediate issue and address this so that it does not occur in the future.

highest

4/19/22

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 4.23.24

high

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

4/19/24

2.

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 updates this week.

high

4/19/24

3.

Parchment Weekly Sprint Jira Status Updates

Product:

Lane 1: Major Functional and Implementation Blockers

• System time zone for CVC Test and Prod sites PICE-537/Date mismatch on drop date in UI PICE-546  - Parchment deployed a fix to account for the UTC/PST time difference. There was a miss related to the date, which we believe caused the issue identified in PICE-546. The team is working to resolve this issue. 

• Person Match Attribute - No longer able to clear pending requests TICE-546 - Parchment team is researching. 

Lane 2: Renewal Enhancements

• Financial Aid implementations  - Next steps to be determined following discussions on marker courses.  

  • BLQ-952 

  • BLQ-920 

  • BLQ-972

• Document search result output sorting methods BLQ-979 & BLQ-1008 - Parchment plan has been shared with the CVC team. Jason to attend consortium meeting on 4/26 to help present to the group/.

• Student Eligibility Checker - Parchment testing in the Banner sandbox. 

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

Lane 3: Prioritized Enhancements and Research

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

2. Session Management Changes BLQ-1026 - updated ticket has been reviewed with the Parchment team. Not able to commit to every item within the ticket at this time, however the team is able to commit to making significant changes to improve functionality and the workflow ahead of the Winter/Spring term management start. 

3. Parchment to Provide Technical Requirements for SaaS eTranscripts Compatibility BLQ-1061 - Ellucian has advised it will be up to several more weeks before we have information on next steps. 

4. Determine Method to Identify Students Who Exist in the Teaching College Canvas Instance BLQ-572 - Team continues to analyze additional info, should know more about next steps in the coming weeks.  

5. Enrollment Report - Include C-ID as a downloadable field BLQ-1073 - This has been completed. 

6. Change drop email notifications for FA admins BLQ-1080 - Work is in the queue to be completed. 

7. Show Message in UI for Users When We Get CCCID Invalid Errors | contactInfo API Only BLN-775 - Next steps to be determined. 

8. Show "Withdrawn" Status in Student Dashboard and Admin Dashboard BLQ-988 - Work is in the queue to be completed.  

9. Need Address Validation on the AER Form BLQ-1029 - Next steps to be determined. At this time, not able to commit to having this complete by the end of CVC Q4. 

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

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

12. Course Audit Needs to Still Run if the Student Dropped BLQ-1056- Additional feedback from CVC being reviewed to determine what next steps are needed.

high

4/19/24

4.

eTranscript Implementations & Follow up with colleges

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

• Barstow 4.17.24: Testing via email between Parchment and the college/troubleshooting.

• 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 - 4.18.24 Live for receiving! Blocked for sending based on them being SaaS.

• Copper Mountain CCD (ECA) - 4.22.24: Scheduled a checkin call for May 15th at 3:00 for checkin/go-live conversations.

• College of the Desert CCD (ECA) 4.22.24: Todd from Parchment responded and Wanted to follow up on the sample review in XAP processed files. He asked the following: Has there been an opportunity to process the files in XAP? Did they arrive? Any feedback on their content? I responded that we are looking forward for them to responding so we can go live.

• Feather River CCD (ECA) 4.8.24: Sent cal invite to meet for eTranscripts sending for 4.15. 24.

• Grossmont-Cuyamaca CCD (ECA) -4.22.24: College advised they want to meet to discuss getting set up. Amanda scheduled meeting for May16 from 3-4. They want to use parchment.

• 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) 4.8.24: Merced is reviewing the final files and will be ready to go live after their feedback from the review.

• Napa Valley CCD - 4.4.24: Met with Napa and they want to test this week. They plan to be ready for go live by 4.11.24. If I have not heard from them by then, I'll email them to get a status.

• Porterville - Kern CCD: 4.4.24: Met with Maria Braidi, new director, and they are having a meeting in 2 weeks to talk internally to see if they want to break contract with Certree or start picking back up with Parchment again. She will let us know what they decide. If I dont hear from them by May 1, I will folow up.

• Palo Verde CCD - 3.25.24: College emailed me back stating, " I currently use parchment for sending electronically, will this satisfy those requirements perhaps?" Amanda responded back that no, it wont meet the reqs. She asked that I send her some dates of availability. Amanda sent email with date and will schedule when she responds.

• Peralta CCD (ECA) 3.25.24: College responded that she will provide my availability once she hears back from their IT department as to where we are with this project. She will be back in touch with you and your team within the next 2-weeks to setup a meeting.

• Riverside CCD (ECA) 4.18.25: Live for eTranscripts sending!

• San Diego CCD (ECA) 4.9.24: Scheduled call for XAP and college to meet to set up the XAP communicator for 4/11.

• San Francisco CCD 4.22.24: Monika at the college told me she needs a timeframe on how long it takes to set up bc their plan is to explore a timeline in next spring to start this process. I told her the timelines and asked if she wanted to schedule a meeting to discuss details.

• San Joaquin Delta CCD (ECA) 4.11.24: College responded they are having issues with finding the records. Parchment and college are emailing back and forth.

• 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) - 4.22.24: Courtney from Parchment checked in with the college asking if they had questions regarding the test transcripts that Parchment sent over for your review.

• Sierra Joint CCD - 4.3.24 - College reached out to XAP and asked to start the process for the sending set up. Sean sent out dates/times. Hoever, they responded saying they arent interested in having this conversation based on being a CVC TC bc they are not starting that yet...they advised the following: Our interest is to understand what's possible with eTranscriptsCA beyond accepting electronic transcripts. We'd like to understand more about sending electronic transcripts as well as accepting (and sending?) electronic requests. We are not considering becoming a CVC-Teaching College at the moment, but we are collaborating with Sacramento State on the Placer Center project and sharing transcripts electronically will be important to that effort. Amanda sent email to Sean and Sean suggested dates for them to meet. Sean will schedule once he hears back.

• 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 - 4.3.24: live for sending eTranscripts!

• 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) 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.

• Yuba CCD (ECA) 4.18.24: They received what State Center did and they showed us what they plan to do to build this in house based on what state center did. They did a demo what what they accomplished so far and the started with edi format, so Sean said only csv or askii. They will go back and re-format. They will email us for another meeting when they have next steps figured out.

• 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

4/19/24

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-408

medium

11/20/24

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/PICE-544

high

3/29/24

https://cvc-oei.atlassian.net/browse/PICF-446

medium

4/8/24

https://cvc-oei.atlassian.net/browse/PICF-447

medium

4/16/24

https://cvc-oei.atlassian.net/browse/PICE-546

medium

4/16/24

https://cvc-oei.atlassian.net/browse/PICE-547

high

4/18/24

https://cvc-oei.atlassian.net/browse/PICF-448

medium

4/18/24

https://cvc-oei.atlassian.net/browse/PICF-449

medium

4/19/24

https://cvc-oei.atlassian.net/browse/BLQ-1067

High

Analysis & Documentation

2.29.24

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

High

Session Management

11.21.23

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

High

Session Management

11.21.23

4.15.24

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

High

Financial Aid Integration

2.29.24

https://cvc-oei.atlassian.net/browse/BLQ-952

High

Financial Aid Integration

4.19.23

https://cvc-oei.atlassian.net/browse/BLQ-920

High

Financial Aid Integration

2.22.23

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

High

SaaS

2.9.24

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

High

Search Engine

6.12.23

https://cvc-oei.atlassian.net/browse/BLQ-572

High

Canvas

2.13.24

https://cvc-oei.atlassian.net/browse/BLQ-1003

High

eTranscripts

9.12.23

https://cvc-oei.atlassian.net/browse/BLQ-1073

High

C-ID

3.21.24

4.17.24

https://cvc-oei.atlassian.net/browse/BLQ-1080

High

Drop Email Notifications

3.26.24

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

High

eTranscripts

9.12.23

https://cvc-oei.atlassian.net/browse/BLQ-1010

High

Financial Aid Integration

9.14.23

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

High

Documentation

12.3.21

https://cvc-oei.atlassian.net/browse/BLQ-988

High

Admin Dashboard

7.12.23

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

High

Financial Aid Integration

10.16.23

https://cvc-oei.atlassian.net/browse/BLQ-724

High

Payment Processor

11.17.24

https://cvc-oei.atlassian.net/browse/BLQ-1056

High

Course Audit

2.6.24

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

High

Program Code

2.27.24

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

High

Term Activate

11.21.23

https://cvc-oei.atlassian.net/browse/BLN-280

High

Student Eligibility Checker

4.22.21

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

High

API

4.14.24

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

High

API Errors

11.8.23

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

High

Search Match

11.28.23

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

High

API

3.11.24

https://cvc-oei.atlassian.net/browse/BLN-848

medium

Research

3.26.24

4.4.24

https://cvc-oei.atlassian.net/browse/BLQ-991

medium

ASSIST

4.1.24

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

medium

Course Units & Seat Counts

7.25.22

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

medium

Emails

11.6.23

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

medium

UI Text Updates

11.21.23

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

low

Accessibility

2.2.24

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

medium

Person Match

3.11.24

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

medium

Documentation

8.14.23

https://cvc-oei.atlassian.net/browse/BLN-727

medium

Error Improvements

7.5.23

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

High

Duplicate CCCIDs

2.20.24

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

medium

CVC Website

2.29.24

https://cvc-oei.atlassian.net/browse/BLN-849

High

API

4.3.24

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