3/4/24 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

3/8/24

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

3/8/24

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.

• 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

3/8/24

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

3/8/24

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 3.19.24

high

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

3/8/24

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.

N/A

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

3/7/24

CVC Support Cases Report

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

N/A

N/A

The report can be accessed here:

https://mail.google.com/mail/u/0/#inbox/FMfcgzGxRxLTLgxwwtdrJjfQtkkpGtDx?projector=1&messagePartId=0.1

3/7/24

4.

CVC Enrollment Tracker

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

N/A

N/A

The report can be found here:

https://docs.google.com/spreadsheets/d/19tPwsQAQRarXteJ3HXxJ5dChYcOLS4ZUjuRMnDPvcgY/edit#gid=1060635069

3/7/24

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.

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

high

2/23/24

6.

Parchment Weekly Sprint Jira Status Updates

Lane 1: Major Functional and Implementation Blockers

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

Lane 2: Renewal Enhancements

• Financial Aid implementations  - Allan Hancock KO meeting was on 3/4/2024. Copper Mountain meeting pending. 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. Payment Status, Errors, and Reconciliation BLQ-724  - CVC has provided updated language, Parchment work pending.

2. Parchment to Provide Technical Requirements for SaaS eTranscripts Compatibility BLQ-1061 - this is complete. Requirements have been submitted to Ellucian. 

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

4. Parchment to Analyze and Provide Results for Expected APIs and Final States BLQ-1067 - Ongoing. 

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

6. Determine Method to Identify Students Who Exist in the Teaching College Canvas Instance BLQ-572 - next steps to be determined. Has been noted this will impact the LA District. 

7. Course Audit Needs to Still Run if the Student Dropped BLQ-1056 - Next steps to be determined. 

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 - Jason to provide additional information. 

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 Deliverable Pending:

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

high

3/7/24

7.

eTranscript Implementations & Follow up with colleges

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

• Allan Hancock: 3.5.24: Alison confirmed they are not sending. Amanda scheduled call on 3.12.24 to discuss getting set back up.

• Barstow 3.5.24: Erin from Parchment advised they found the SSO URL. They are actively testing and had responses back and forth on 3.7.24, as well.

• 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 - 3.5.24: Received email from college stating: "It looks like we have started receiving transcripts via eTranscripts from Parchment, but we do not have access to download the transcript. What is the log in information so we can access these transcripts? Will you be conducting some training for us? We also need some training documents to assist is we have questions or issues. This is a rather pressing matter since there may be other transcripts we need to download or access." I asked courtney and Sean to look into this and let us know.

• Copper Mountain CCD (ECA) - 3.7.24: We are on the last two rows of the electronic transcript. Almost done. After creating the export file, we will validate the file through the XAP Control Center. I advised her that after she has finished validation, we can schedule a zoom to connect/finalize.

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

• 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) 3.5.25: Nicholas advised he finally got the changes in for the files to be routed to their own college folders, but he's still hitting an error when using the XAP service. The file goes through fine when running through beta. Will wait for Sean to reply.

• 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 - 3.30.23 - 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) -3.11.24: From Parchment to the college: Kevin has completed the parser for Shasta College. We are going to drop several sample transcripts into the Upload directory in the test environment for your review. Please let us know if there are any questions, or if any of the data appears to be missing or incorrect. Will flw up with the college on 3.18 if no response by then.

• 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 - 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) -2.27.24: College responded with, "We are still finalizing our data validation efforts. However, we have met the following goals: Successfully create an electronic transcript Successfully upload an electronic transcript to XAP Beta Successfully transmit an electronic transcript on XAP Beta between sister colleges Successfully transmit an electronic transcript on XAP Beta to an outside college While we finalize our data validation efforts in-house, the colleges should be ready to move forward with next steps. To my knowledge, those efforts should be able to take place in parallel.

• 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: https://docs.google.com/spreadsheets/d/1e3Nq1Kt3qACJLqN4nWfmP-mWjdgK8_fSLiQb_ufBjdE/edit#gid=48089342

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

8.

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/PICE-537

medium

3/5/24

https://cvc-oei.atlassian.net/browse/PICE-539

high

3/7/24

https://cvc-oei.atlassian.net/browse/PICE-538

high

3/6/24

https://cvc-oei.atlassian.net/browse/PICE-540

medium

3/7/24

https://cvc-oei.atlassian.net/browse/PICF-437

medium

3/11/24

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

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