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Table of Contents

CCCApply has created a new, optional non-credit workflow feature in the CCCApply

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CCCApply has created a new, optional non-credit workflow feature in the CCCApply Standard Application. Development requirements for the first version of the new feature were designed under the guidance of the CCCApply Redesign Workgroup, the CCCApply Advisory sub-committee for Non-Credit application;

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Product information is available here: CCCApply Non-Credit Application

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Project Outline

Below is an outline of the CCCApply Non-Credit Application Pilot Project, including development and production phases:

Table of Contents

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College Pilot Project

Project Overview
1. Project summary & objectives
2. Project Timeline
Goals & Success Criteria
College Participation & Requirements
UAT Plan & Objectives
1. UAT Objectives & Success Criteria
2. Required Documentation
3. College IT Implementation Steps
4. Data Fields & Downloads
5. Admin Configuration & Reports
6. Feedback Process

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Development requirements for the initial version of this application (v.1.0) were drafted and implemented by the CCCApply Redesign Workgroup and sub-committee for the Non-Credit Application. Details of the v.1.0 development specification can be found here: Non-Credit Change Requirements and CCCApply Non-Credit Application.

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Pilot

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Overview

A soft launch release to a limited number of colleges for a 12-week pilot project deploy to the CCCApply pilot environment on February 2019, as part of the CCCApply release 6.4.0.

The A set of pilot project will be managed under the direction of the CCCApply Redesign Workgroup, the CCCApply Advisory Non-Credit colleges will work with the Workgroup and sub-committee, and CCCApply product management. The pilot project will and objectives of this pilot phase includes , will address the following project objectives and timelines:as well as the CCCApply product development team, to ensure the initial development design and IT implementation processes meet the success criteria outlined below. A continuous feedback process has been outlined to ensure all bugs and missing critical requirements are identified and prioritized for production release.

The overarching goal for the project is to prepare the new feature for a larger scale Beta version release to more colleges in May 2019, and ultimately to production release to all colleges in June 2019.

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Pilot Objectives

The objectives for the pilot project are designed to ensure that the new Non-Credit app workflow feature meets the minimum viable feature functionality and implementation requirements to support colleges comply with changes to the state residency requirements for non-credit students.

A set of pilot colleges will work with the Workgroup and sub-committee, as well as the CCCApply product development team, to ensure the initial development design and IT implementation processes meet the success criteria outlined below. A continuous feedback process has been outlined to ensure all bugs and missing critical requirements are identified and prioritized for production release.

Project objectives that will be addressedresidency requirements for non-credit students.

Additional pilot objectives:

Approved pilot colleges will commit two staff representatives to participate in the full 12-week project (One admissions office and one IT staff participants) and complete minimum UAT activities
Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
Pilot project management will document and share college feedback and track progress of overarching goal to meet production phase timeline

Project Timeline

A tentative schedule of project activities are detailed below (subject to change).

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Date	Description	Release
February 19	CCCApply 6.4.0 release to the CCCApply Pilot environment (see Release 6.4.0 Summary Notes)	CCCApply 6.4.0 Pilot
February 19	Non-Credit Application 1.0 - Soft launch release to the CCCApply Pilot environment	Non-Credit v.1.0 Pilot
February 20 - 28	Non-Credit Pilot begins 12-Week Pilot Activities
March 15	CCCApply 6.4.0 Production release (see Release 6.4.0 Summary Notes)	CCCApply 6.4.0 Prod
April 8	Non-Credit Application (v.1.x) Pilot Update (Tentative)	Non-Credit v.1.1 Pilot
April 15	Deadline for development changes and bug fixes (Tentative)
May 9	Code freeze for CCCApply 6.5.0 Pilot Release and Non-Credit App v.1.2
May 15 - 22	Non-Credit Pilot officially ends - last meeting
May 31	CCCApply 6.5.0 Pilot release (includes the Non-Credit Application 1.2 Pilot release)	CCCApply 6.5.0 Pilot
June 28	CCCApply 6.5.0 Production release (includes the Non-Credit Application 1.2 Production release)	CCCApply 6.5.0 Prod

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Goal	Success Criteria
Ensure MVP product complies with residency-exempt requirements in AB 3101 Ensure the design and development of the Non-Credit workflow path feature & functionality meets minimum viable product requirements for use with non-credit students as mandated in AB 3101	Chancellor's Office Legal staff confirm NC app workflow meets AB 3101 requirements CCCCO MIS confirms data reporting requirements are met with the new feature Pilot colleges confirm the feature functionality complies with residency changes for Non-Credit students Pilot colleges confirm MVP product meets general requirements for non-credit to credit status transition Colleges can easily identify non-credit submitted applications in downloads and reports
Ensure product functionality meets MVP requirements for college non-credit programs Ensure the functional design (user interface and admin configurations) meet the minimum viable requirements for the majority of college non-credit programs .	Colleges want to use the Non-Credit feature (optional) Colleges can customize the Non-Credit workflow feature to display custom non-credit programs and courses on the Enrollment page (Intended Major/Program of Study field; Major Category filter); Colleges can successfully customize and filter the display of their non-credit programs and courses; Colleges can successfully Pilot colleges confirm that the feature functionality meets general requirements for Non-Credit programs
Ensure IT implementation is simple and fully compatible with existing Standard Application implementation Ensure college IT implementation of the new Non-Credit workflow includes minimal risks and requires minimal reporting and admin configuration changes, and compatible data downloads changes to the CCCApply Standard Application IT setup (including pre- and post-application processes and web services)	College IT successfully modifies existing Standard Application Format Definition XML file with new fields and changes to existing fields; successfully updates Download Client jar file for pilot & production College using SuperGlue for Apply (with College Adapter) has modified process to export the new and updated data set to staging table; College using full SuperGlue SIS process can successfully import new and updated data set to college SIS College admissions staff has added new Non-Credit data fields to Standard Application in the CCCApply Administrator Rules & Messages (optional); College admissions/research staff has modified existing Submitted Applications views and reports in the Report Center (optional).
All required Tech Center applications have Non-Credit application functionality & data Ensure all dependent CCC Tech Center products and services have been updated with the new and revised Non-Credit Application data fields and reports are accessible to authorized college administrators and staff.	Authorized researchers can access the Non-Credit data fields and reports in the CCC Data Warehouse All internal Tech Center product can access the new Non-Credit data fields in the Student Profile
Develop (generic) best practices for college support, IT, and admissions implementation of the new Non-Credit feature Identify, test, document and publish best practices for college support of and/or implementation of the Non-Credit workflow feature functionality for (general) college admissions non-credit programs.	Best practices and other knowledge base support information is authored by college users and published in the CCCApply Public Documentation sites Support FAQs is authored by college users and published in the Support Site

Pilot College Participation & Requirements

The CCCApply Non-Credit Application Pilot project will initially consist of 6 - 8* district colleges from the CCCApply Redesign Workgroup and the CCCApply Advisory Committee's sub-committee for Non-Credit Application. Pilot project activities are scheduled across a 12-week period between February 19 - June 15, 2019.

Participating Colleges

Colleges from within the CCCApply Redesign Workgroup and the CCCApply Advisory Committee that will be participating in the project:

City College of San Francisco
Coastline College
North Orange CCD
Santa Rosa College
Sierra College
Cerritos College

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Participation activities and requirements include:

Attendance at all meetings
Complete all UAT Implementation activities and testing goals
Contribute to design and requirements discussions; provide feedback and support to other pilot colleges
Contribute to the development of best practices and support materials

Pilot UAT Plan & Objectives

The user acceptance testing (UAT) plan process and objectives for the CCCApply Non-Credit Application Pilot project are listed below.

UAT Objectives & Success Criteria
Required Documentation
Getting to the Pilot Application
IT Implementation Steps
Data Fields & Downloads
Admin Configuration
Reports
Feedback & Support Processes

UAT Objectives & Success Criteria

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New and revised Non-Credit app data fields have been added to their existing CCCApply Standard Application Format Definition XML and ran a successful job in Pilot
Download Client for the Pilot Standard Application has been updated with latest version of the "transfer-client.jar" file in Pilot environment
Colleges have tested downloads successfully using the Download Client
Colleges have modified and successfully exported new data set to Glue for Apply staging table

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non_credit
integrity_fg_81

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product can access the new Non-Credit data fields in the Student Profile

Develop (generic) best practices for college support, IT, and admissions implementation of the new Non-Credit feature

Identify, test, document and publish best practices for college support of and/or implementation of the Non-Credit workflow feature functionality for (general) college admissions non-credit programs.

Best practices and other knowledge base support information is authored by college users and published in the CCCApply Public Documentation sites
Support FAQs is authored by college users and published in the Support Site

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Pilot College Participation

The CCCApply Non-Credit Application Pilot project will initially consist of 6 - 8* district colleges from the CCCApply Redesign Workgroup and the CCCApply Advisory Committee's sub-committee for Non-Credit Application. Pilot project activities are scheduled across a 12-week period between February 19 - June 15, 2019.

Participating Colleges

Colleges from within the CCCApply Redesign Workgroup and the CCCApply Advisory Committee that will be participating in the project:

City College of San Francisco
Coastline College
North Orange CCD
Santa Rosa College
Sierra College
Cerritos College

Participation Requirements

Participation activities and requirements include:

Attendance at all meetings
Complete all UAT Implementation activities and testing goals
Contribute to design and requirements discussions; provide feedback and support to other pilot colleges
Contribute to the development of best practices and support materials

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Pilot UAT Plan

The user acceptance testing (UAT) plan process and objectives for the CCCApply Non-Credit Application Pilot project are listed below.

UAT Objectives & Success Criteria
Required Documentation
Getting to the Pilot Application
IT Implementation Steps
Data Fields & Downloads
Admin Configuration
Reports
Feedback & Support Processes

UAT Objectives & Success Criteria

UAT Objective	Success Criteria
IT Implementation Steps & Testing
Data Fields & Downloads Configuration Testing	New and revised Non-Credit app data fields have been added to their existing CCCApply Standard Application Format Definition XML and ran a successful job in Pilot Download Client for the Pilot Standard Application has been updated with latest version of the "transfer-client.jar" file in Pilot environment Colleges have tested downloads successfully using the Download Client Colleges have modified and successfully exported new data set to Glue for Apply staging table
MVP Admin Configuration (Optional) Testing
Modifying & Running Non-Credit App Reports Testing
Using the Feedback & Support Process

Note

The Non-Credit Application workflow path feature is an Optional special implementation in the CCCApply Standard Application - All Changes Are Backwards Compatible - No Actions Required: All the front-end changes deployed in the Non-Credit Application path within CCCApply Standard Application (user interface changes, hidden pages and questions, disabling of web services, etc.) should NOT AFFECT YOUR STANDARD APPLICATION. All Non-Credit Application back-end changes are optional and not mandatory for colleges to implement. Admissions, Financial Aid, and IT staff can rest assured there are no action REQUIRED by colleges that do not wish to implement the Non-Credit Application.

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Required Documentation

Technical specifications for the Non-Credit Application feature in the Standard Application are included in the CCCApply Standard Application Data Dictionary.

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Follow the steps below to setup the Non-Credit Application workflow feature to conduct user acceptance testing:

Log in to your college /wiki/spaces/PD/pages/131465676 and start a new CCCApply Standard application from your My Applications page.
Complete the new application from the Enrollment page to the Needs & Interests page. Continue on to the Demographic Information page.
Note: This includes the Account Information/Mailing, Education, Citizenship/Military, Residency pages.
Complete the Gender/Transgender section;

Complete the Parent/Guardian Education Level;

Review the new Race & Ethnicity layout changes and enter the following information:

Hispanic/Latino question: Select the Yes radio button to expand the Hispanic/Latino sub-categories. Select one or more checkbox options.
Race Group categories: Select one or more of the race group checkboxes to expand the corresponding ethnicity sub-categories.

Click Continue to go to the last page;

Complete the

Paste your college-custom Non-Credit App URL for the Pilot enviornment into a new Chrome browser window and navigate to the CCCApply sign-in page

If you have a Pilot OpenCCC test account, click "Sign In". Landing in your My Applications page, click on "Start a New Application"
If you don't have a Pilot OpenCCC test account, click on "Create an Account" and follow the three page account creation process

From your My Applications page, click on "Start a New Application".
1. Land on the Enrollment page and complete the required fields:
  1. Select a Term, Education Goal
  2. Select a Major Category and Major/Program of Study
Complete the required pages in the Non-Credit app workflow
1. Complete the Enrollment page
2. Complete the Account Information/Mailing page
3. Complete the Education page
4. Complete the Needs & Interests page (optional)
5. Complete the Demographic Information page (optional)
Complete all remaining required portions of the application and submit the application
1. Review your application responses on the Submission page sections: Review App, (optional)
2. Complete the Consent to Release Information , and Submissioncheckboxes (required)
3. Complete the Submission requirements (required)
4. After submission, note the application's Confirmation number (App_id) and your CCCID.
Reference the CCCApply Standard Application Data Dictionary (v.2018.2) Pilot Version
Jump to the Race & Ethnicity section from the Table of Contents (Race Group)

Review the data element specifications for all four Race & Ethnicity section fields:

Hispanic/Latino = <hispanic>
Race Group = <race_group>
Race Ethnicity = <race_ethnic>
Race Ethnicity = <race_ethnicity> (Note: This field has a different name in the International application)

NEW

Race & Ethnicity Full

= <race_ethnic_full>

Add the new Race & Ethnicity FULL field to your Pilot environment Format XML (CCCApply Standard & International files must be updated separately)

Follow the data specs for <race_ethnic_full> in the updated DED (CCCApply Standard Data Dictionary (v.6.3.0)

For CCCApply & International: The new data field has the same name for both application: <race_ethnic_full>

Review the confirmation screen and note your confirmation number for the Non-Credit application version you just submitted:

Note that the Confirmation number begins with a "NC-" preview

Continue to the Student Satisfaction Survey and complete the survey (optional)
Continue down the page and review the Special Links & Opportunities for your application
Click "Finish & Sign-Out" or if MyPath college, click "Finish and continue to MyPath" (confirm)
Return to the My Applications page and locate your submitted Non-Credit application in the submitted applications Table
1. Note the confirmation number begins with a "NC-" prefix
2. Sign out of My Applications
Add new Non-Credit App data fields to your CCCApply Standard Application download files
1. Add the new data fields to your existing Standard Application Format Definition XML file for the Pilot environment:
  1. Non-Credit Status = <non_credit>
  2. Integrity Flag 81 = <integrity_fg_81>
2. Note all specified data field changes (new values, formats, logic, etc.) as specified in the Change Log of the CCCApply Standard Application Data Dictionary v.2019.1
3. Review data dictionary specification information for these fields
1. For help updating your Format Definition file, see the CCCApply Download Client User Guide
Update your existing Download Client Jar File with new version (v.6.3.0)
1. Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.34.0).
  1. NOTE: The 'transfer-client.jar" file is has the same as the download client jar file
  2. Refer to the latest version of the Download Client Jar file.User Guide v.2019.1
  3. Refer to the Download Client User Guide for instructions on replacing and running the Jar file for each application in each environment (Pilot and Production).
2. Run a test download Job in the Pilot environment.
Repeat the process for the Production environment.

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New & Changed Data Field Information

For detailed data specifications, please refer to the corresponding application Data Dictionary, as well as the breakdown of change specs in: 2018-24R: Revise CCCApply to Support Non-credit Students & AB3101.

Data Field Name	Type	Data Element	Format / Length	Downloadable	Report Center / Admin Rules	Application
Non-Credit Status	New data field	<non_credit>		Yes	Yes	CCCApply Standard & Non-Credit
Integrity Flag 81	New flag	<integrity_fg_81>	boolean, 1	Yes	Yes	CCCApply Standard & Non-Credit
Residency Status

Note

Non-Credit Application - Full Data Set in Glue for Apply

The new Non-Credit Application data values will be included in this release, passed directly to colleges using the Glue for Apply feature.

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Updating Your Existing Download Files

To download the new Non-Credit Application data fields and new values in existing CCCApply download files, you must add the new fields to your CCCApply Standard Application Format Definition XML and update the (transfer-client.jar) file for the Non-Credit v.1.0 Pilot release.

Warning
Please be sure to backup your files before downloading new ones.

Update the Pilot Download Client Jar File

We recommend adding the new Non-Credit Application path data fields and updating your Download Client Transfer file in the Pilot environment whether you plan to implement the Non-Credit application path or not. The Pilot DLC jar file should be updated first, then repeat the process for your Production downloads.

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Update the Download Client Jar File

To update your Download Client Transfer file for the Production environment, the process is the same as the Pilot environment update. The same jar file is used for both environment.

In your installed Production Download Client directory, replace the following files:

- Replace transfer-client.jar (V6.34.0) with: transfer-client-V3V4.jar

Follow the instructions in the CCCApply Download Client User Guide.

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Pilot Project: Feedback & Support

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Versions Compared

Old Version 8

New Version 9

Key

Project Outline

Pilot

Overview

Pilot Objectives

Project Timeline

Pilot College Participation & Requirements

Pilot UAT Plan & Objectives

UAT Objectives & Success Criteria

Pilot College Participation

Pilot UAT Plan

UAT Objectives & Success Criteria

Required Documentation

New & Changed Data Field Information

Updating Your Existing Download Files

Update the Pilot Download Client Jar File

Update the Download Client Jar File

Pilot Project: Feedback & Support

Page Comparison

Versions Compared

Old Version 8

New Version 9

Key

Project Outline

Pilot

Overview

Pilot Objectives

Project Timeline

Pilot College Participation & Requirements

Pilot UAT Plan & Objectives

UAT Objectives & Success Criteria

Pilot College Participation

Pilot UAT Plan

UAT Objectives & Success Criteria

Required Documentation

New & Changed Data Field Information

Updating Your Existing Download Files

Update the Pilot Download Client Jar File

Update the Download Client Jar File

Pilot Project: Feedback & Support