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ONLINE Meeting Information

Date    Tuesday, April 3, 2018

Time   3:00PM - 4:30PM 

Agenda & Minutes

3:00 PM

Roll Call

NOTE:  Due to time limitation, we will not review minutes from last Steering meeting: January 31, 2018.  We will remove these during the May 2 meeting. 

MIS Changes Coming that Affect CCCApply

Fields that MIS expect to download:

MIS Amended to include new reporting elements (SB amended)

• Sexual Orientation (Want added to downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
• Transgender (Want added to the downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
• CCCID - You're already getting this now.
• SSID (maybe needed for the on-boarding process) Need support from the CO (Ask Tim to take the lead on this). 
• Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23 - look at this via DED

Other fields that follow Adult Ed (data elements) - intrusive list of questions that will add a great deal of questions to the application

Not yet updated on the CO MIS website (should be updated by August 2018)

Consult with Todd Hoig - new elements are required for AEBG, Perkins, and other areas.  So far, CCCApply (via the Tech Center) hasn't received any direction on these changes.

There is a lot of push back from colleges if these are required to be added to CCCApply. 

Comments from Michael Q:
"StrongWorkforce did meet with Tim and provided a heads up that these may be coming. I informed the group that the committee were not necessarily going to put new questions on the application. I was not aware that there were new MIS elements added and the expectation was that the data came from CCCApply. Who said that it needed to come from CCCApply?
Yes"

Questions to the Apply development team (via Tim/Patty)

• How quickly could we get the AB620 fields into the downloads?
• How quickly could we get the AB620 fields into the Report Center?
• If we added these fields into the RC, would colleges be able to run a report going back to November 2017?

Need a way for researchers and admissions to get that data from Report Center (user accounts). 
Need it for the Summer 2018 (so each college needs this data based on their Summer term dates). 

NEED to prepare change requirements
Onscreen language that needs to be reviewed:

• This information is only used for summary demographic reporting.
• Your responses are kept private and secure.
• Providing this information is optional.
• It is not available to admissions personnel and will not be used for a discriminatory purpose.

Residency Logic & Integrity Flag Inconsistencies with Date Element Dictionary

• Set Residency Review Sub-Committee Meeting to begin logic review 

• (Reminder: 2018 Sub-Committees)

RESIDENCY LOGIC REVIEW OBJECTIVES

1. Review the existing Residency algorithm and ensure it matches what our current DED says
2. Identify bugs and prioritize their fix
3. Review that we comply with all current state residency regulations & laws
   1. And make sure the DED is updated to match
4. Review if we are collecting unnecessary data
   1. And if so, discuss removing any overlap questions or requirements
5. Review all integrity flags 
   1. To ensure documentation is matching actual code
   2. To identify any bugs and prioritize those bugs
   3. Are we missing any flags
6. Review how the logic is identifying homeless youth and foster youth 
   1. Ensure we are streamlining that process
   2. Implement streamline processes

Volunteers = Jason Ralphs, Mitch, Michelle, Patty, Pilar @ Santa Ana College (Tyler Bain, Unicon) 

Please solicit our college experts to help with this project.  

2018-2019 Roadmap & Deliverables

The CCCApply annual update for spring 2018 consists of:

New CCCApply Administrator 

1. Mostly feature parity (which mean, all the same feature functionality as currently exists in the current Administrator)
2. New Features include:
   1. Major module - 2 new filters - Major Category & Ed Goal Alignment 
   2. SPAM Filter 

Pilot Release - May 25th (30 Day Preview)
Production Release - June 22

Look for Communication campaign starting as early as next week.

2018 CCCApply Workshop Feedback

Sending out a Workshop survey to all colleges. 

New Change Requests (Homeless Youth Residency Issues)

Didn't get to it.  Will have to send out information by email. Add to the Parking Lot for next meeting.

NEXT MEETING - MAY 2 - 12:00PM - CACCRAO Conference

PARKING LOT ITEMS

• Communication to colleges about the Public Documentation space & CCCApplyproject.org
• Communication to the Workshop attendees about the Annual Update, Spam Filter, and how to participate in the Steering Committee
• Change Requests
• Riverside CCD - Committee Members (DONE - Thanks!)
• CC Foundation - Ideas42 - Behavior Science Study on CCCApply UX

2018 Steering Committee Member Roster

2018 - 2019
CCCApply STEERING COMMITTEE MEMBERS

✓

Name

District

✓

Name

District

✓

Name

District

Richette Bell

Compton CCD

Karen Sea

San Joaquin-Delta CCD

Angela Embry 

El Camino CCD

Leigh Ann Unger

Rio Hondo District

Rozen Bondoc

Chabot-Las Positas

Ben Guzman

South Orange CCD

Mark DeAsis

Riverside CCD

Satish Warrier

X

Betty Glyer-Culver

Los Rios CCD

MaryLou Leyba

San Francisco CCD

Stephanie Murguia

Cerritos CCD

Cindy Gonzales

Los Rios CCD

Tuyen Nguyen

Rancho Santiago CCD

Clark Ray

Santa Rosa CCD

Vince Orton

Cerritos CCD

Craig Hayward

Janice Love (research)

Rancho Santiago CCD

San Francisco CCD

Gary Bird

CCCCO

Mike Quiaoit

CCCCO

Tim Calhoon

CCCTC

Patty Donohue

CCCTC

Post CACCRAO Conference - April 29, 2018 - May 2, 2018

Selection of new officers (Chair, Vice Chair)

Sacramento, CA - Holiday Inn Oldtown

CCCApply Steering Committee Meeting

(Set our 2019 calendar during this meeting)

Reminders and invitations with call-in zoom info will be sent out in advance of each meeting.  Mark your calendars now!

Roadmap & Deliverables

Applications / Projects

Q3   Jan 1 - Mar 30

Q4  Apr 1 - June 30

Q1  July 1 - Sep 30

OpenCCC Account

Development

• Requirements for converting pages (UI and style guide) to responsive design
• Sprint development on responsive design
• Requirements for integration to MyPath

Release: 2018 Annual Update - (TBD*) 

Pilot Release - May 25

Prod Release - June 22

*Release timeline based on Admin launch

Requirements:

Per TCI Grant Work Plan 17/18 - work to get CCCID registered as an official MIS Data Element.

CCCApply Applications

• Apply Standard
• Apply International
• CC Promise Grant

Development

• Requirements for UI upgrade across all three applications
• Administrator integration
• DW API
• SPAM Filter - Back-end / API
• SPAM Filter - Research PILOT
• Promise Grant Auto-population
• Promise Grant MyPath integration
• Requirements for converting all three apps to responsive design
• Sprint development on UI upgrade

Release: 2018 Annual Update

Development

• Sprint development on approved CRs
• Finish remaining Administrator integration
• SPAM Filter UI complete
• Sprint development converting all three apps to responsive design
• International app enhancements

Post-Release Activities

• New UI + responsive design
• Integration of Promise Grant to MyPath
• Administrator integration

Development

• Requirements for CCCApply 3.0
• MyPath Workflow Enhancements

CCCApply UX Review

Residency Review

Promise Grant & IA UX Reviews

Research & Data Security Review

CCCApply Administrator

 Development (Feature Parity)

• Re-write all modules  (database, API, backend code, integration, UI) in new architecture / infrastructure
• Majors Module - feature enhancements (implement new filters for meta majors & guided pathways)

Release: MVP (CCCApply Modules)

Development: 
Final migration to CCCAdmin
End of Life planning

(End of Life)

CCC Administrator

Admin Product Launches

• CANVAS College Adapter (Glue) 2.5 - January
• Data Warehouse 1.0 = March 

Ongoing Development

• Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API)
• CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface)
• Requirements for central architecture re-design to support API framework and authentication for project integration

PMO

• Accessibility Review (CCCApply UI screens) = January 21 (TBD) 
• Security & ARC Review (All applications modules + CAP) = TBD, before end of February

TEST Release MVP to support ETL process, Accessibility Review - mid January 2018

Operations
Steering sub-committee meetings; Review demos
Documentation Drafts
Enabling Services Transition Plan
Communication Plan & Schedule
Support & Training Plan
Migration Planning 

Release: Admin Product Launch:

CCCApply Modules:

• PILOT = May 25*
• PROD = June 22*

Migration Project - ALL Colleges data & users ETL and testing

Ongoing Development

• Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API)
• CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface)

Admin Product Launches

• Course Exchange 3.0
•  TBD

Administrator UX Review

CCC Report Center

Planned EOL - Move to new version of Jasper (TIBCO subscription)

End-of-Life (EOL)

TIBCO Jasper (AWS) Report Center

Planned Upgrade: CCC Report Center - TBD

CCC SSO Proxy

Release: SSO Proxy Upgrade 1.8.0 

Enhancements & Bug Fixes

Pilot Release:  January 12
Prod Release: January 19

Operations

College/District proxy integrations continue

NOTE: ALL CCCApply colleges MUST complete proxy integration for CCC Administrator release

Operations

College/District proxy integrations continue

CCCApply Admin Enhancements in CCC Administrator (v2.0)

Requirements

All CCCApply admin features in Epics/stories for v.1.1.0:

• Supplemental Questions module
• Rules Engine module
• Messaging module
• Interface enhancements (Application landing pages - links, secure documentation)
• College & District module enhancements (custom messaging, expanded contacts)
• User Account enhancements

Requirements

All CCCApply admin features in Epics/stories for v.1.1.0:

• Supplemental Questions module
• Rules Engine module
• Messaging module
• Interface enhancements (Application landing pages - links, secure documentation)
• College & District module enhancements (custom messaging, expanded contacts)
• User Account enhancements

Possibly before fall - Wes will have bandwidth to start incorporating Glue/MMI/CE into Admin 2.0

CCCApply UX Review

Promise Grant & IA UX Reviews

Admin UX Review

Tech Projects - Ongoing

Q3 

Q4

Q1 2018/19

Sub-Committee Projects

SPAM Filter Utility

Research & Development

• Continue project work with Seyvu (Infiniti) and Apply dev team on development (opt-in utility that will require commitment from PILOT colleges.

Release Plan

• SPAM Filter back-end API complete
• SPAM Filter user-interface screens in CCC Administrator complete
• Pilot colleges testing
• Documentation drafted
• Before & After research

Admin UX Review

CCCApply UX Review

Research & Data Security Review

Data Security

Spam Filter Web Service

CCCID registered in MIS Data Element Dictionary

MyPath Workflows & Integration

Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.

• Integration of OpenCCC Account into MyPath
• Integration of CC Promise Grant into MyPath workflow
• Streamline workflows and re-directs

CCCApply UX Review

Residency Review

Promise Grant & IA UX Reviews

Research & Data Security Review

Admin UX Review

CCC Report Center

Requirements:

Prepare for upgrade to Jasper 6.4.2

Plan, Test, Move, Test

Deployment management

Prepare for upgrade to Jasper 6.4.2

Plan, Test, Move, Test

Research & Data Security Review

Admin UX Review

Accessibility Priorities

Pre-Review Activities

• Work with CAO on internal review of OpenCCC & CCCApply UI upgrade development (early)
• Work with CAO on internal review of CCCApply admin modules in CCCAdmin (early)
• Update report to punt major revisions of CCCApply to next version (3.0)

Pre-Release Reviews

• Schedule and pass internal review of OpenCCC & CCCApply UI upgrade screens;
• Schedule and pass internal review of CCCApply admin modules in CCCAdmin (early)
• Requirements:  CCCApply 3.0 accessibility updates (where are we at wrt new direction?)

CCCApply UX Review

Admin UX Review

2018 Sub-Committees

These are the old notes from the November meeting (which echo loudly of notes from previous meetings) - once again it's a hot topic.

**Get permission to identify the folks who were on the Non-Credit call to change Title V (to invite to a Steering meeting - to hear their goals and to express to them that we want to work with them but show the all the implications of what needs to happen and what needs to be fixed. Emphasizing that we aren't saying NO, it's that we want to ensure that everyone has all the facts.  We could dedicate a special meeting to this issue (they present, we present).  How do they suggest we collect IPEDS data, AB620 data, residency data).

NEED Chair for this Advisory Committee - 
Set meeting dedicated to this issue

Can we change regulations? 
Can we change college processes?

At the Jan 31 meeting we discussed the objective that ALL steering members should help with the Workshop in some way. Either facilitate or present a session (co-present) OR help with registration or just attend the sessions and provide feedback, examples, expertise, and/or take notes.  Please let Patty and Michelle know if you can help.  

Meet weekly on Fridays at 11:00AM between January 19 - March 23, 2018, to stay on top of all workshop details.

• Michelle 
• Patty
• Stephanie
• Mitch
• Mark Cohen
• Christian Alvarado?

HIGH PRIORITY

Patty will send out a doodle poll to these folks and any others who can help with this effort for a meeting the week of Feb 12.  

Meet weekly (TBD) through June 30, 2018 to support testing, migration, and implementation for colleges moving to the new CCC Administrator in May 2018 (Pilot).  

1. Support CCCApply product manager with migration and implementation testing;
2. Help gather requirements development effort / user stories / requirements
3. Pilot colleges to support migration and implementation
4. Help update User documentation drafts

5. will support the CCCApply product manager with design, user experience, workflows and migration testing. 

   CCC Administrator 

• Richette
• Mitch
• Will M.
• MaryLou
• Michelle
• Tuyen
• LeeAnn
• Christian
• Ben Guzman

• Short-term objective:  Support Steering Committee and product manager on all residency logic issues, changes, and enhancements.
• Long-term objective: Deep dive analysis of current residency algorithm to recommend enhancements to streamline questions and steps to determine preliminary residency status in CCCApply. 
  • Can we shorten the residency questions and still calculate residency status accurately?
  • Do we need all the existing questions?

Need Advisory team leader and volunteers

Stephanie Murguia
Michael Q.
Tina Mani
Richette Bell
Michelle Pena
Mitch Leahy
Jason Ralphs
Chris Truong
Jason Ralphs

Michael Q. will send out doodle poll for these interested folks soon.

Support and advise the CCCApply product manager and CCCTC executive leadership team on research and analysis related to legislation and systemwide mandates. 

Areas to explore:

• Non-credit Admissions Application
• Can the language in Terms of Use be modified to better serve students, colleges, MyPath matriculation process, non-credit students? - what can be done within the parameters of FERPA, COPPA, and Ed Code/Title V 

Ask Gerald Sequiera (also a lawyer) could he support this effort

Gerald Sequeria - Ask if he can participate

• Olivia Alvarado - LACCD
• Mitch Leahy - Santa Rosa
• Will Minnich - San Mateo 
• Betty Glyer-Culver - Los Rios

Support and advise the CCCApply product manager and development teams on enhancing the design and user experience of the existing CCCApply legacy applications to best support CCC students and comply with state, local, and federal education laws and regulations.

Send general email out to this group and look for time to meet.  

Meet monthly through June 30, 2018.

1. Support design & development effort / requirements
2. UI/UX innovations, ways to enhance existing app without full rewrite
3. Requirements for next version of CCCApply (data collection / form engine)

Review change requests related to UI/UX

Moving the Personal Information 

• MaryLou
• Mitch 
• Michelle
• Betty G.C.
• Anna 
• Jason
• Paulette
• Will - Skyline 
• Angela 

Meet monthly through June 30, 2018. 

1. Gather requirements for CCCApply data deep freeze project;
2. Review and provide feedback of the existing CCC Report Center public report templates;
3. Support the CCC Tech Center's CISO with security awareness training, communication and documentation.

• Cindy Gonzales
• Will Minnich (proposed)
• Satish Warrier (proposed)

Meet monthly (or more frequently) through June 30, 2018.

1. Support the greater CCCApply Steering Committee with state, federal, and local international admissions policy counsel  
2. Enhance design & user experience of the International Application
3. Review and approve change requests pertaining to IA application
4. Work on integration plan for incorporating IA questions & data fields into Standard Application for planned Universal Form Engine*

• Olivia Alvarado
• Mitch Leahy
• Anna Salazar

Meet monthly (or more frequently) through June 30, 2018.

1. Support the greater CCCApply Steering Committee gather user stories & requirements for integrating OpenCCCApply applications into the MyPath Student Services Portal and matriculation workflows;
2. Enhance design & user experience of current Apply>MyPath integration
3. Review and approve change requests pertaining to MyPath integration