Page Comparison

Zoom URL & Meeting ID

Agenda

General Notes & Feedback (Change these to Action Items)

• Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting. 
• Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings. 
• Remind committee members to submit agenda items to the Chair to be added to the meeting agenda.  How do we do this in an efficient way?  Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earler (as suggested above).
• Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
• Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't ahve to be a recurring agenda item, but anyone can visit those stats whenever they want.  
• Look for other ways to streamline the meeting moving forward.  

Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.  

• *Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.

ROSTER: Click Expand to see current roster.

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research research

Research Projects

1. Abandoned Applications - Show chart from report
2. Submitted Applications - Time to Completion (Show chart)
3. White Paper Update - No work done since last meeting - Release, vacations, workshop, etc. Jump start on summer project. 
4. Student Satisfaction Survey (Machine Learning project)
5. SPAM Fraudulent Applications (Need data and examples from colleges)
6. Google Analytics (Show data - discuss how to share back with colleges)

NOTE:  No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.

CCCApply News

Application Stats

5,083,651

The table below provides monthly totals on submitted applications vs. incoming support calls to the Help Desk Call Center.  

NOTE:  The Account Recovery enhancement released on September 30, 2016 (Release 5.5) is proving to be very effective. See the number of incoming support calls in October & November 2016, versus the months prior to the enhancement implementation.  These numbers illustrate a decrease in the overall number of problem calls to the Help Desk by 64.65%.  

2017 Submitted Applications 

2017

Standard Application

BOGFW

IA

TOTALS 

Incoming Calls to the Help Desk

Ratio

2016 Submitted Applications vs. Incoming Support Calls to Help Desk 

2016

Standard Application

BOGFW

IA

TOTALS 

Incoming Calls to the Help Desk

Ratio

Submitted Apps Per Week

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 Average Apps submitted per HOUR:  1,020

As of March 1, 2017

Standard Application

The following six colleges are still implementing CCCApply Standard Application:

• Feather River College (Deploying soon!)
• Palomar College
• Santa Monica College
• San Diego City College (Pushed back to 2018! PeopleSoft implementation)
• San Diego Mesa College
• San Diego Miramar College

International Application

The following colleges are currently implementing the CCCApply International Application:

• Irvine Valley College
• Saddleback College
• State Center District (Just started)
  • Fresno City College
  • Reedley College
  • Clovis College

CCCApply News

CACCRAO Conference April 23-27, 2017

Congratulations!  OpenCCC Wins CENIC Innovation Award

Major kudos are in order! The California Community Colleges Technology Center has been awarded the CENIC 2017 Innovations in Networking Award for Educational Applications, in recognition of its groundbreaking work to develop a system-wide federated identity initiative - OpenCCC - for students across the CCC's 113 colleges. Cheers! to everyone at Unicon who contributed to this effort.

2017 Marketing Calendar

Pending Marketing Projects

1. CCCApply Infographic

                New Draft shared 3.07.17 based on the feedback provided by Steering from January 25 meeting. 

2. CCCApply Whitepaper

3. Ways to support the growth of CCCApply.

Other Priority Projects

Click on Links below for Roadmaps

Jan - March 31, 2017

AWS
Move 

April - August 2017

September 2017

Spring 2018

Staff & Resources Needed

OpenCCC Account (Legacy)

2017 Annual Update

Account UI Upgrade 

Development: 
Tomcat Upgrade
MyPath Integration

MyOpenCCC

MyPath integration Requirements

(RFP) Development

Release v1: TBD MyPath Integration

CCCApply Applications(Legacy)
BOG 
IA

2017 Annual Update
March 31 - Prod Release
March 1 - PILOT Release 

Post Release Activities (Tech Deb

Development/Tech Debt
Tomcat Upgrade (May)
Administrator 2.0 Integration

Release 6.1: September
Admin 2.0 Integration with Legacy CCCApply apps'

Release: 2018 Annual Update

EOL activities

*Tomcat Upgrade*
uPortal Upgrade

Maintenance Mode continues;

CCCApply Portlets

RFP In-Progress
Rewrite includes Apply, BOG, International Forms 

NEW Development 
Requirements & Development:

Universal Form Build

Development: Universal Form Build 
Responsive design
Internationalize 

CCCApply Administrator(Legacy)

2017 Annual Update
Development/Review

March 31 - Prod Release
March 1 - PILOT Release 

Development: 
Migration to Admin 2.0
Supp Questions module

(End of Life)

CCC Administrator 2.0 (New)

New Development
Documentation Drafts
Support & Training Plan
Migration Planning 

Release V1 to Test for Accessibility Review - June 15, 2017

Release V1 to PILOT for College migration and testing - July 15,

Development

Prod Launch September 15

Migration
Support documentation 
Support training
 

*Per budget meeting with Lou 2/7/17 

CCC Report Center Roadmap

2017 Annual Update

Full Application Reports 

End-of-Life (EOL)

EOL

TIBCO Jasper (AWS) Report Center

Research AWS Jaspersoft subscription models;

Draft requirements docs

Migration plan; continuous deployment across Dev-CI, Test, Pilot, Prod
Develop/Upgrade User Documentation

Launch Jasper Upgrade (Cloud)
Support & Training

Residency reports (feature enhancement)

Support & Training

Proxy / SSO Integration

2017 Annual Update

CCCID Transfer API
College Integrations 
Development: UI/UX Enhancements 

College Integrations

InCommon project mgmt support; Vendor integration

Tech Projects - Ongoing

Spring 2017

Summer 2017

Fall 2017

Notes

Move Apply & Account to AWS

Tomcat Upgrade / uPortal Upgrade
Apply, Account, BOG, IA               

Upgrade Jasper Report Center

More projects will be moving into the Report Center. Syed will pick up the additional dev work there.

Xap Import/ Migration Project

Accessibility Priorities

Implement Spam Filters

Implement Additional Administrator 2.0 Features

• Pilot Release:  March 1, 2017
• Production Release:  March 31, 2017
• Approved Change Requests

Release Highlights

• AB 801 Homeless Youth

• New questions & data fields

• Update to Area B residency logic

• Google Analytics added across all apps and OpenCCC

• System-generated Email to Minimize Abandoned Applications

• CDE SSID API - Data Exchange with CDE

• California Colleges Guidance Initiative API - Data exchange with CCGI

• 2017-2018 BOG Fee Waiver Application

• Support for AB 801

• CCCCO-approved changes and Income table

• New skip logic added for special eligibilities

UPDATE 2/3/17:  60-Day Announcement went out to colleges.

Need to increase attendance.  

Registration is at 224 TOTAL (between both days).  Don't have a confirmed breakdown, but last breakdown showed: 

2017 CCCApply Workshop Sessions Schedule

/wiki/spaces/PD/pages/155058183

Workshop Planning UPDATE 3/07/17:

• Sessions confirmed. See Schedule of Sessions and Presenters for details.
• Keynote speaker confirmed: Pam Walker!  
• Rhonda Mohr has volunteered to lead the BOG Session if Tim Bonnel cannot do it. To be finalized soon.
• Bryan Miller, CCC Foundation, will lead the MyPath Student Services Portal session.
• The Accessibility Best Practices and Secure Data Handling Best Practices sessions will be separate sessions. 
• General session and break-out rooms have been ordered; technology and wi-fi will be available.
• On-site parking, maps, and other signage will be handled by Sac City College
• The Sac City College President will kick off the day with an opening "Welcome" address at 9:00AM. This will be followed by Michelle doing general housekeeping, introduce the vendors/sponsors, and any other notes about the day.

1. 2017 Annual Update - March 31, 2017 - Retrospective

   1. Release Notes Posted - See all feature enhancements and data fields.

   2. Bug was identified in International App supplemental questions during the 6.0 release - This prevented release of updates to IA only. 

      1. Had to roll back IA changes and schedule a "Patch Fix Release" for Friday, April 7. 

         1. Release 6.0.1 (patch fix) was successful and "zero downtime" - meaning we didn't have to take the site off-line during the release. 

         2. This method of "zero downtime" is what we are striving to achieve moving forward on Amazon Web Services (AWS) - our new, secure infrastructure & hosting service.

   3. Bug was identified in the new Homeless Youth checkboxes. 

      1. Release notes indicated these were "boolean" fields, but colleges reported these were breaking their downloads. 

      2. Development team reviewed and changed format to "string" format. 

      3. Updated the data dictionaries with correct data format  ("string" fields) and posted on Support Site.

   4. Need Online Tutorials for some of the changes = working on tutorial and documentation for "System-generated Emails."
       

2. NOTICE! Upcoming Maintenance Windows: OpenCCCApply Infrastructure Migration to Amazon Web Services (AWS)

   1. Migration of Development environments (Continuous Integration = CI; Testing = TEST) were moved successfully between April 7 - 14.

   2. Migration of Pilot site - rescheduled to April 21 (previously announced for April 14)

   3. Production environment migration rescheduled to MAY 5 (previously announced for April 21) requires a 4 Hour Maintenance Window (after 6pm)
       

3. RFP for Software Development - Update

   1. Working on contract for Project Management and reporting

   2. Gathering requirements for CCCApply 3.0, BOG, and International changes

      1. Scheduling a User Stories Summit for July 2017

   3. Integration requirements for OpenCCC Account system - first system to be developed
       

4. CACCRAO Conference April 23-26, 2017

   1. CCCApply Update scheduled as part of the afternoon general session on Tuesday, April 25

   2. Michael Q., Stephanie, Michelle? and Patty to deliver the update - Need final meeting to review presentation slides
   3. Suggestions for discussion points?
       

Marketing Update

2017 Marketing Calendar

Roadmap & Development

All OpenCCCApply Products

(See Other Priority Projects table below)

Tech Projects - Ongoing

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new-change-requests new-change-requests

New Change Requests

New Change Requests - Pending review during March 7 meeting.

Comments:

There's a bug in the Country Codes (No listing for United Kingdom - have Tyler double check the ISO 3166.  Ensure the country codes are listed within the data dictionary or reference in a link in an Appendix.

Deferred the Preferred Name issue.  Work on proposed language changes and decide at April meeting.

Deferred the "Special Character restrictions in the Username field until AWS is consulted and based on what they can provide us, determine if we make a technical change or requirements change to restrict characters other than @ and period from the Username field.

Deferred the Previous Name issue and redesign placement of the "I have no first name...et al. to adjacent to the input field. (However, based on responsive design UI, this may be moot point, the responsive design will resize the page anyway.  Perhaps a better design experience is needed altogether.).

Deferred the International App changes to the IA sub-committee. These need to be reviewed prior to code freeze for the September release.  

Title IX Survey data should be incorporated in to the Report Center (Phase I) then build the Title IX survey questions into an "Opt in" question block in the new version of CCCApply.

Add rest of notes here. 

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future-meetings future-meetings

Future Meeting Schedule

• Project Site updated with revised Meeting Information
• Steering has been notified by email(s) announcing schedule

Approval Poll Table