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This annual report provides an overview of the requirements and specifications for all Approved Change Requests and program enhancements that have been approved by the CCCApply Steering Committee throughout the 2016-2017 FY (including the September 2016 Release 5.5, and the 2017 Annual Update Release 6.0). It also details the requests that have been deferred or declined, as well as the specific systems where each change will be implemented. Changes will appear on the Pilot (beta) environment servers between 

Overview 

CCCApply is the online gateway to the California Community Colleges. Each year at our 113 colleges, nearly three million students from all over the world build their career skills, prepare for transfer to four-year colleges and universities, or simply enrich their lives through learning.CCCApply is owned and operated by the California Community Colleges Chancellor's Office, and governed by the CCCApply Steering Committee, a committee of over 56 active, experienced CCC admissions, research and IT administrators and staff.Developed by the CCC Technology Center, the following list of applications and services makes up the CCCApply suite of applications:

  • CCCApply Standard Application
  • CCCApply International Application
  • Board of Governors Fee Waiver Application 
  • CCCApply Administrator
  • CCC Report Center
  • CCC Title IX Survey Application
  • CCCApply Download Client Tool
  • CCC Helpdesk Application
  • School Maintenance Table
  • God Tool 

Project Charter & Mission Statement 

2016-2017 Milestones

  • Executed RFP to develop the next version of CCCApply (v.3.0)
  • Finished development of a new CCC Administrator (v.2.0) tool which will serve multiple CCCTC web applications and vendor products, including CCCApply. Due to launch in October 2017.
  • Facilitated adoption and implementation for 18 colleges to the OpenCCCApply, BOG, and International Applications; 
  • Developed and implemented the CCC Single Sign On Initiative for 53 colleges Adoption: CCC SSO Proxy Integration 
  • Streamlined an integrated pathway between MyPath, the new Student Services Portal, and CCCApply; currently five colleges have implemented that 
  • Implemented new  worklow  and implemented the CCCApply > MyPath Integrations (Santa Rosa Jr. College; Fresno City College; Sierra College;  
  • OpenCCC wins 2017 CENIC Innovation Award for OpenCCC Federated Identity Initiative
  • Professional Development: 2017 CCCApply & eTranscript California Workshop - 280 attendees across both days.
  • OpenCCCApply Migration to Amazon Web Service Cloud Web-based Infrastructure
  • Addressing abandoned applications through 24hr & 7 day system-generated email reminders
  • Developed an approved paper-based version of the CCCApply Standard Application for colleges.

Research & Development

Releases & Annual Update Schedule

Milestones

Development & IT Roadmap

2017-2018 Portfolio Roadmap (Public)

    • April 2017 - RFP for New / Upgraded CCC Web Applications
      (CCC Software Development 
    • October 2017 - OpenCCC Upgrade - MyPath Integration
    • July 2017 - Report Center Upgrade to TIBCO/JasperSoft Subscription version
    • September 2017 - Launching New Administrator 2.0 (Multi-App Super Administrator)
    • 2018 - Integration with Project Glue, Assess, MyPath, Course Exchange
    • 2018 - MyPath Integration
    • Maintain Legacy Systems through 2019-2020
      • OpenCCC Legacy
      • CCCApply Legacy  (New CCCApply/IA/BOG integration
      • Administrator Legacy  (CCC Administrator 2.0 under-development)
      • Download Client Legacy (Universal College Adaptor under-development)
    • New DevOps Vendor - Infiniti
    • New Server Hosting Service - Amazon Web Services
      • CCCApply servers move to Amazon (AWS) April 21, 2017
        • Continuous Deployment Model for 2017-2019
        • Maintain Annual Update Release for Downloads & Logic change
      • CCC Report Center moves to Amazon (AWS) - Upgrade to TIBCO/JasperSoft Subscription Instructure

CCCApply Standard Application and OpenCCC Account

CCC Administrator & CCC Report Center

Board of Governors (BOG) Fee Waiver Application 

International Application 

CCC SSO Proxy Integration 

Pilot (Beta) Environment

 This annual report provides an overview of the requirements and specifications for all Approved Change Requests and program enhancements that have been approved by the CCCApply Steering Committee throughout the 2016-2017 FY (including the September 2016 Release 5.5, and the 2017 Annual Update Release 6.0). It also details the requests that have been deferred or declined, as well as the specific systems where each change will be implemented. Changes will appear on the Pilot (beta) environment servers between 


...

Overview 

CCCApply is the online gateway to the California Community Colleges. Each year at our 113 colleges, nearly three million students from all over the world build their career skills, prepare for transfer to four-year colleges and universities, or simply enrich their lives through learning.CCCApply is owned and operated by the California Community Colleges Chancellor's Office, and governed by the CCCApply Steering Committee, a committee of over 56 active, experienced CCC admissions, research and IT administrators and staff.Developed by the CCC Technology Center, the following list of applications and services makes up the CCCApply suite of applications:

  • CCCApply Standard Application
  • CCCApply International Application
  • Board of Governors Fee Waiver Application 
  • CCCApply Administrator
  • CCC Report Center
  • CCC Title IX Survey Application
  • CCCApply Download Client Tool
  • CCC Helpdesk Application
  • School Maintenance Table
  • God Tool 

Project Charter & Mission Statement 

Milestones

  • Executed RFP to develop the next version of CCCApply (v.3.0)
  • Finished development of a new CCC Administrator (v.2.0) tool which will serve multiple CCCTC web applications and vendor products, including CCCApply. Due to launch in October 2017.
  • Facilitated adoption and implementation for 18 colleges to the OpenCCCApply, BOG, and International Applications; 
  • Developed and implemented the CCC Single Sign On Initiative for 53 colleges Adoption: CCC SSO Proxy Integration 
  • Streamlined an integrated pathway between MyPath, the new Student Services Portal, and CCCApply; currently five colleges have implemented that 
  • Implemented new  worklow  and implemented the CCCApply > MyPath Integrations (Santa Rosa Jr. College; Fresno City College; Sierra College;  
  • OpenCCC wins 2017 CENIC Innovation Award for OpenCCC Federated Identity Initiative
  • Professional Development: 2017 CCCApply & eTranscript California Workshop - 280 attendees across both days.
  • OpenCCCApply Migration to Amazon Web Service Cloud Web-based Infrastructure
  • Addressing abandoned applications through 24hr & 7 day system-generated email reminders
  • Developed an approved paper-based version of the CCCApply Standard Application for colleges.

News & Events

  1. CENIC Awards OpenCCC with Innovation Award

    1. Patty & Roberto tapped to receive the award at the CENIC conference, April 21 in San Diego on behalf of all the many, many folks who’ve work on this project since the very beginning.

  2. New Portal Software Development RFP In-Progress: Development of new version of CCCApply approved via new RFP:  “New Portal Software Development RFP” includes complete re-write of Apply, BOG, International and OpenCCC Account.  High-level Requirements include:

    1. Universal Form Builder platform for customization (building blocks)

    2. Responsive design for mobile devices

    3. Internationalizaton - Spanish for ESL, (Design for multiple languages)

    4. WCAG 2.0 AA accessibility standards

    5. Integration with MyPath and Project Glue (bye bye Download Client, hello College Adapter and relational database exchange, microservices, machine learning, recommendations engine.

  3. CCCApply 2017 Annual Update schedule March 31; 30-Day Pilot Preview Begins March 1, 2016

    1. Annual Update announcement went out on Friday, Feb 3. The “Pre-Release Summary” was posted on the CCC College Support Site (www.ccctechnology.info) and comments are being monitored daily.

    2. Per CCCApply Communication Policy - established between CCCTC and CCCCO in March 2016 - all major or annual releases will be announced 60+ days in advance of release, and colleges will have a 30-Day preview period at least in the PILOT Environment - to add new data fields to download files and incorporate any residency logic changes into workflow processes.
      Stay Informed on 2017 Annual Update: To receive weekly updates by email on the 2017 Annual Update, click “Follow” on the Support Site announcement here.

    3. Wanna know what’s being released in March? See the Pre-Release 6.0 Notes Summary - with links to each Change Specification.

 

  1. 2017-2018 BOG Fee Waiver Application will release on March 31 as part of the Annual Update release. The new BOG will be available for preview and implementation in Pilot Environment beginning March 1, 2017.  See the full 2017-2018 BOG Fee Waiver Change Specification here.
    Need help getting to the Pilot Environment?

  2. 2017 CCCApply & eTranscript CA Workshop - April 12 & !3, Sac City College.

    1. CCCApply Sessions were announced today:  3 tracks: Admissions & Records, IT & Reporting, and “On the Roadmap”.  Click here for schedule and details.

    2. Keynote speaker confirmed:  Pam Walker, Vice Chancellor of Education Services, CCCCO.

  3. CISOA Conference March 25 - 27, 2017

    1. Patty will present on the status of CCCApply Annual Update at the  CISOA Conference on March 26, 2017.

 

  1. CACCRAO Conference April 23-27, 2017

    1. Patty & Mike Quiaiot, CCCCO, will present at the General Session of the CACCRAO Conference, April 23-27, 2017 in San Diego, CA.  This is a pretty big deal.

 

  1. Research Underway:  

    1. Request for Separate Non-credit Version of CCCApply  Application

      1. Steering Committee & CCCCO collaborating on a Whitepaper with executive summary;

      2. Steering  sub-committee meeting 2/27 to finalize first draft. Hope to present information at upcoming conferences.

    2. CCCTC Data Scientist Crunches Numbers on CCCID Duplicates (It’s going down!)

      1. Duplication rate as of January 31, 2017 = .002%

    3. Submitted App Data, Student Satisfaction Survey, and Google Analytics Support Research on Abandoned Application Stats

      1. Investigating Abandoned Applications Stats - Pulling data together now to better understand time between start and submission of applications, apps started but not submitted on the same day, etc

    4. Google Analytics being implemented across all CCCApply applications, Account Recovery, OpenCCC

  2. XAP CCCApply Data Purge Project Update:

    1. Xap-CCCCO Master Contract expired in June 2016 (Original exp. Date = June 30, 2014)

    2. In July 2016, a copy of the remaining Xap-CCCApply data was purchased by contract extension, and In October, the data was transferred to the Tech Center via secure SFTP, overseen by Jeff Holden, CISO, and stored in secure database.

    3. December 12, the data purge was complete.

NOTE:  The raw data received from Xap is still unformatted, but safely preserved in secure database. Tech Center team will work on formatting the remaining data on a college by college basis, as time permits. In the meantime, if a college needs to retrieve a copy of a submitted application that is not yet formatted in the Report Center, they should submit a request to CCCApply College support.

  1. Decrease in Support Calls to Helpdesk - Since September 2016 Release:

    1. Incoming calls for support to the CCC Help Desk has decreased from 6,593 in September 2016 to 3,337 in October 2016; a 65% decrease. See "Application Stats" below for table of submitted applications vs. Incoming Support calls for year over year running totals.

    2. Significant decrease may be attributed to the new account recovery enhancement, Password Reset by Email Link, developed and released September 30 (Release 5.5).


...

Implementation

Adoption Update As of February 6, 2016

Image Added

Standard Application
The following six colleges are still implementing

  • Feather River College

  • Palomar College

  • Santa Monica College

  • San Diego City College

  • 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)

...

Research

Over the past year the CCC Technology Center, with help from the CCCApply Steering leadership team and Michael Q. from the Chancellor's Office, have been looking hard at various aspects of our application in order to:

  • Address concerns submitted by CACCRAO, the CCCCO, and individual colleges, regarding the length of the Standard application, and that students may be abandoning the application due the length;
  • Address concerns from the Academic Senate that the application, as it is, creates barriers for Noncredit students, both in regards to the lengthly process, as well as the overall relevance of the questions for this population;
  • Gain a better understanding of the state, federal, and other, laws and regulations that the questions on the application comply with and which ones we can legally remove based on these legal or regulatory requirements;
  • Gain a better understanding of the application process from the student's perspective, including their level of satisfaction with the application overall; whether or not they would recommend CCCApply to others, and finally give them the opportunity to comment on the application process (positive and negative comments allowed - no restrictions).  

Research Completed

  • CCCApply Application Abandonment Research (Time to Completion; Top Ten Colleges with Highest Abandonment Rate; Frequency of Abandonment across CCCApply Pages)
  • CCCApply Legal Requirements Review (Required Questions in CCCApply)
  • Duplicate CCCID Accounts
  • Analysis of Student Satisfaction Survey 
  • Cluster Analysis on Comments from Student Satisfaction Survey

Research projects currently in-process:

  • Fraudulent Applications - for the primary purpose of determining how best to combat / prevent future fraud activity
  • Number of Duplicate CCCIDs Since September 2016 = for the primary purpose of determining how best to improve the Account Creation and/or Account Matching services in OpenCCC.
  • Deeper Analysis of Abandoned Application Data based on the page they left the application on


CCCApply Abandonment & Time to Completion Analysis

< Patty to enter summary and link to the report once it's been shared with Steering.>


CCCApply Legal Requirements Review

(Required Questions in CCCApply)



Cluster Analysis on Student Satisfaction Survey

The optional Student Satisfaction Survey that appears to applicants at the end of the CCCApply applications (post-submission) includes three questions intended to better understand how satisfied students were with our online application.  

  1. Experience: "“How would you rate your experience applying to this college using the online application?”
    Very Satisfied
    Satisfied
    Neutral
    Dissatisfied
    Very Dissatisfied

  2. Recommend:  "Would you recommend this online application process to other students?”  
    Yes or No
  3. Comments: "Please share any comments you would like to make about this online application.”
    Applicants are provided an open text box to enter their comments.


...

Roadmap

Roadmap of Portfolio of Applications


...

Release Management

Releases & Annual Update Schedule

CCCApply Enrollment Stats - 2014-2017

The Enrollment Cycle Stats - data chart and worksheet helps CCCApply identify trends in enrollment activity, and plan dates for the CCCApply Annual Update release.  (March Update aligns to dips in spring enrollment for Fall terms.)

Image Added


CCCApply MAINTENANCE MODE

On April 1, 2016 - right after the 2016 Annual Update (March 31) and the launch of the International Application , our focus and development roadmap for CCCApply shifted from a software development phase to ”Maintenance mode” phase; the long-standing Unicon Apply development team was slashed and developers were reassigned to other high-priority projects, such as Common Assessment, Online Education, and MyPath, which will eventually house all the projects (portlets) in a single sign-on Portal environment.

The objective was to maintain the existing CCCApply (and Account) versions until we are ready to go to RFP on the replacement project (CCCApply 3.0 - responsive, localized, universal form building blocks, compliant with WCAG 2.0 AA accessibility standards, and integrated with MyPath SSP.

“Maintenance Mode” means that only bug fixes, state mandates, and high priority feature enhancements will be prioritized for development for/in the current version of CCCApply until some of the other projects are completed.

Development & IT Roadmap

2017-2018 Portfolio Roadmap (Public)

    • April 2017 - RFP for New / Upgraded CCC Web Applications
      (CCC Software Development 
    • October 2017 - OpenCCC Upgrade - MyPath Integration
    • July 2017 - Report Center Upgrade to TIBCO/JasperSoft Subscription version
    • September 2017 - Launching New Administrator 2.0 (Multi-App Super Administrator)
    • 2018 - Integration with Project Glue, Assess, MyPath, Course Exchange
    • 2018 - MyPath Integration
    • Maintain Legacy Systems through 2019-2020
      • OpenCCC Legacy
      • CCCApply Legacy  (New CCCApply/IA/BOG integration
      • Administrator Legacy  (CCC Administrator 2.0 under-development)
      • Download Client Legacy (Universal College Adaptor under-development)
    • New DevOps Vendor - Infiniti
    • New Server Hosting Service - Amazon Web Services
      • CCCApply servers move to Amazon (AWS) April 21, 2017
        • Continuous Deployment Model for 2017-2019
        • Maintain Annual Update Release for Downloads & Logic change
      • CCC Report Center moves to Amazon (AWS) - Upgrade to TIBCO/JasperSoft Subscription Instructure

CCCApply Standard Application and OpenCCC Account

CCC Administrator & CCC Report Center

Board of Governors (BOG) Fee Waiver Application 

International Application 

CCC SSO Proxy Integration 

Pilot (Beta) Environment

 


Development Roadmap

 

NOTE: OpenCCC Account System is NOT in maintenance mode and enhancements will continue to be developed as needed.

  1. 2017 Annual Update - Scheduled for March 31, 2017

  2.  

  3. CCCApply 3.0 RFP

  4. (See below for more information about the RFP).

    1. Development of the next version of CCCApply will be part of CCCTC Portal Software Development RFP

    2. Timeline: First draft starting December 12; proposed release April 2017.

    3. See notes below for more information about the CCCTC Portal Software Development RFP, which includes the re-design of CCCApply.  

  5. 2017-2018 BOG Fee Waiver Application:

    1. Change requirements just received from CCCCO on 11/28/16

    2. Significant changes required (Homeless Youth AB801 2015 Income; New Method B Income Table)

    3. Release March 2017

  6. Administrator 2.0

    1. Development of new version of the CCCApply Administrator (2.0) underway

    2. Scope of project includes multiple CCC applicatons with common objecst (Terms, Majors, Users, Rules, etc.)

    3. Projects: Apply, BOG, International, Course Exchange, Assess, Project Glue, eTranscripts, and more

    4. Requirements for Apply are still being gathered (Majors, Ed Goal Alignment, etc.),

    5. Tentative release  v1 Fall 2017, RFP

  7. OpenCCC Facelift (Phase I) vs. new development

    1. OpenCCC will be revised as part of the RFP

    2. In the meantime, development will begin to give OpenCCC a facelift (branding, colors, messaging)

    3. Requirements are being written now; more information coming soon.

  8. CCCApply Move to Amazon Web Services (Possible Date Change)

    1. It's possible that our move from Rackspace to Amazon Web Services (all server hosting) may require some downtime.

    2. During the November meeting we determined that the most optimal time to take CCCApply down would be Feb 17-18 (due to President's Day Holiday).

    3. CTO is taking this under consideration; safety and security are of utmost importance.

    4. Date for move is still pending.

  9. CCC SSO Proxy

    1. As part of the CCC SSO (Single Sign-On) Initiative, students will access all CCC web applications with one username and password.

    2. In order to implement this, colleges are configuring their college or district IdP to pass specific attributes during each student sign-in session (CCCID & EPPN)

    3. Colleges are working with the CCC Proxy team to configure their systems

    4. The student experience requires some students to encounter the OpenCCC proxy, where students without CCCIDs will be asked to create an Account.

    5. Information about the CCC SSO Initiative and the Proxy is documented in a public documentation space here:  CCC SSO Federation

    6. A demo has been recorded to illustrate the Proxy.  Click here to see the demo.

    7. If you have any questions about the Proxy, or the student experience, contact Patty Donohue, pdonohue@ccctechcenter.org

...

 

All OpenCCC & CCCApply Projects - 2017-2018

...

 

 

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Accept and evaluate requests

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Draft specifications

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Finalize specifications

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Program changes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Develop test plan

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Develop messaging to users

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TEST changes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Program corrections

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Implement changes on Pilot Site                        

Implement messaging to users

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Validate and sign-off changes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Go LIVE on Production

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Plan next year’s enhancements

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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—>

 



 

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CCCApply Steering Committee

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