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Table of Contents

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This Pilot Project Plan will outline the details of the CCCApply Non-Credit Application pilot project across the various stages of remaining pre-production development, testing and implementation. 

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Identify and document production version implementation requirements & processes 

The objectives for college user testing are:  

  • Ensure colleges are able to download the legacy race group, hispanic, and race ethnicity fields data in the original (unchanged) format by doing nothing to their downloads
  • Ensure colleges can continue to get the legacy data required for MIS reporting;
  • Ensure colleges are able to get the legacy data AND successfully download the new data <race_ethnic_full>, when they add the new field to their Format XML file and update the jar file
GoalSuccess 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

  • CCC Chancellor's Office Legal staff have confirmed download data confirm NC app workflow meets AB 3101 requirements
  • CCCCO MIS confirms data reporting requirements are met with the new feature 
  • Pilot colleges confirm that the feature functionality meets general requirements complies with residency changes for Non-Credit programs 

Ensure IT implementation is simple and fully compatible with existing Standard Application implementation 

Ensure IT implementation of the new Non-Credit workflow path feature & functionality 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) 

Using Standard Application Download Client & XML files

Using SuperGlue staging process

Using SuperGlue SIS import process

Standard Application Download Client and Format Definition XML file, college download and import process requirements

implementation (admin configuration, reporting, application data fields (formats, values, validation logic) are compatible with all pre-existing download and export processes for the Standard Application process requirements

Develop & implement bEnsure IT & business operational implementation processes have been identified and documented for the Non-Credit Application workflow path all new Non-Credit Application data fields, as well as all changes to existing Standard Application data fields (formats, values, validation logic) are compatible with all pre-existing download and export processes for the Standard Application process requirements

Using Standard Application Download Client & XML files

Using SuperGlue staging process

Using SuperGlue SIS import process

Standard Application Download Client and Format Definition XML file, college download and import process requirements

Identify (generic) best practices for support and implementation of the new Non-Credit feature

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

Gather requirements and implement ability to filter "majors / programs of study" and/or "major categories" for non-credit applicationGather requirements and implement ability to configure separate supplemental questions for non-credit application

Feedback & Support Process

TBD

Pilot College Participation & Requirements

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  • 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



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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.   

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  • Continual participation throughout the 


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Pilot Project: UAT

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Process Plan 

The user acceptance testing (UAT) plan process and objectives for the CCCApply Non-Credit Application Pilot project , the goals for college user and IT implementation testing are:

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  • non_credit
  • integrity_fg_81

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Note

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.

Implementation Setup Steps

Follow the steps below for successful user acceptance testing: 

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  1. NOTE: The 'transfer-client.jar" file is the same as the Download Client Jar file.
  2. 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).

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Testing in the Pilot Environment

Pilot colleges will begin testing in the Pilot Environment beginning February 20, 2019.  

CCCApply Pilot Environment

/wiki/spaces/PD/pages/131465676

Data Field Specifications & Mapping

Feedback & Resolution During Pilot Project

  • Feedback will be categorized as bugs, MVP requirements, or change enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
  • Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
    • Any identified bugs with severity and priority 
    • Enhancement requests with priority identified

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.  

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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. 

Updating Your 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 fields and updating the Download Client Transfer file in the Pilot environment first before updating your Production Download Client with these fields. 

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

    • Replace transfer-client.jar (V6.3) with: transfer-client-V3.jar

Follow the instructions in the Pilot CCCApply Download Client User Guide.

Technical specifications for the Race Ethnicity Full data field can be found in: 

Change Specification:  2018-18R: New Race & Ethnicity Implementation 2018

Data Dictionaries:  CCCApply Standard Application Data Dictionary v.2018.2 

Copy of UAT: Race & Ethnicity Implementation 2018

Update the Production 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 (V6.3.0) with: transfer-client-V3.jar

Follow the instructions in the CCCApply Download Client User Guide.

Technical data element specifications for the Race & Ethnicity data fields are listed in the CCCApply Standard Application Data Dictionary V.2018.2are 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 ObjectiveSuccess 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
  • Pilot colleges are able to add the new data fields to their existing Standard Application Format Definition XML file,
  • Update the transfer-client.jar file (v.6.4.0), and successfully download the new fields from the Standard App Download Server
    • non_credit
    • integrity_fg_81
  • Colleges are able to identify the specified changes to existing data fields and formats as specified in the CCCApply Standard Application Data Dictionary v.2019.1 (6.4.0) 
  • Colleges maintain compliance with MIS data requirements for all existing residency determination fields and logic in place prior to the Non-Credit application release


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. 

Change Specification:  2018-18R: New Race & Ethnicity Implementation 2018

Data Dictionaries:  CCCApply Standard Application Data Dictionary v.2018.2 



Getting to the Pilot Environment

Pilot colleges can begin previewing and testing the new Non-Credit Application feature after the CCCApply 6.4.0 pilot release on February 19, 2019.  


Non-Credit Application URL

Accessing the Non-Credit application workflow path within the Standard Application requires a separate, college-specific URL. This unique, college-specific URL is one of the key characteristics that partitions the non-credit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Non-Credit URL from those started from the original Standard Application URL.

The list of Non-Credit URLs can be found here.

When a user starts and submits a Non-Credit Application (using the college-specific URL) the new Non-Credit Status flag is set to True, which is appended at the end of the URL. 

Example:  http://opencccapply.net/welcome=MIScode=XXX/nonCredit=true 



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Non-Credit Application: Pilot Implementation UAT

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

  1. Log in to your college /wiki/spaces/PD/pages/131465676 and start a new CCCApply Standard application from your My Applications page.

  2. Complete the new application from the Enrollment page to the Needs & Interests page. Continue on to the Demographic Information page.
    1. Note: This includes the Account Information/Mailing, Education, Citizenship/Military, Residency pages.
    2. Complete the Gender/Transgender section;
    3. Complete the Parent/Guardian Education Level;

  3. Review the new Race & Ethnicity layout changes and enter the following information:
    1. Hispanic/Latino question: Select the Yes radio button to expand the Hispanic/Latino sub-categories. Select one or more checkbox options.
    2. Race Group categories: Select one or more of the race group checkboxes to expand the corresponding ethnicity sub-categories.
    3. Click Continue to go to the last page;

  4. Complete the remaining required portions of the application and submit the application 
    1. This includes the Submission page sections: Review App, Consent to Release Information, and Submission
    2. After submission, note the application's Confirmation number (App_id) and your CCCID.

  5. Reference the CCCApply Standard Application Data Dictionary (v.2018.2) Pilot Version
    1. Jump to the Race & Ethnicity section from the Table of Contents (Race Group)
    2. Review the data element specifications for all four Race & Ethnicity section fields:
      1. Hispanic/Latino = <hispanic>
      2. Race Group = <race_group>
      3. Race Ethnicity = <race_ethnic>
      4. Race Ethnicity = <race_ethnicity>  (Note: This field has a different name in the International application) 
      5. NEW Race & Ethnicity Full = <race_ethnic_full>

  6. Add the new Race & Ethnicity FULL field to your Pilot environment Format XML (CCCApply Standard & International files must be updated separately)
    1. Follow the data specs for <race_ethnic_full> in the updated DED (CCCApply Standard Data Dictionary (v.6.3.0)
    2. For CCCApply & International: The new data field has the same name for both application:  <race_ethnic_full>
    3. For help updating your Format Definition file, see the CCCApply Download Client User Guide

  7. 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.6.3.0).
      1. NOTE: The 'transfer-client.jar" file is the same as the Download Client Jar file.
      2. 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.

  8. Repeat the process for the Production environment.


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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 NameTypeData ElementFormat / LengthDownloadableReport Center / Admin RulesApplication
Non-Credit StatusNew data field<non_credit>
YesYesCCCApply Standard & Non-Credit
Integrity Flag 81New flag<integrity_fg_81>boolean, 1YesYesCCCApply Standard & Non-Credit






















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 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. 

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

    • Replace transfer-client.jar (V6.4) with: transfer-client-V3.jar

Follow the instructions in the Pilot CCCApply Download Client User Guide.


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 (V6.3.0) with: transfer-client-V3.jar

Follow the instructions in the CCCApply Download Client User Guide.

Technical data element specifications for the Race & Ethnicity data fields are listed in the CCCApply Standard Application Data Dictionary V.2018.2


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Pilot Project: Feedback & Support

During the Pilot Project (see pilot schedule above), pilot colleges will meet bi-weekly to provide feedback and discuss pilot objectives with the Pilot committee and CCCApply product manager.  Non-critical bugs, change requirements, and change enhancements will be reviewed and prioritized during each meeting. 

Pilot Project Support & Feedback Processes

Below is a breakdown of the pilot support and change management process and response times.


Severity
Level		Issue TypeDescriptionResolution PriorityFeedback Process
High - S1Critical IssuePilot college cannot access the Non-Credit application in the Pilot environment using their custom URL24-48 hr response 
Hot Fix resolution TBD		Email details to College Support Services: staffsupportccctc@openccc.zendesk.com
High - S1Critical IssuePilot college cannot access the Non-Credit application due to error message24-48 hr response
Hot Fix resolution TBD		Email details to College Support Services: staffsupportccctc@openccc.zendesk.com
High - S2Bug: CriticalPilot college identifies a critical bug in the Non-Credit app user interface or backend systems that prevents implementation or testing 24 - 72 hr response
Set priority level TBD		Email bug information to College Support Services: staffsupportccctc@openccc.zendesk.com 
Med- S2Bug: Non-criticalPilot college identifies a non-critical bug in the Non-Credit app user interface or backend that does not prevent implementation or testing 1 week response
Set priority level TBD		Email bug information to College Support Services: staffsupportccctc@openccc.zendesk.com 
Med - S4Must Have RequirementPilot college identifies a missing IT or business requirement per state, federal or local mandate (example: AB 3101)1 week response
Set priority TBD

Use Change Requirement template

Pilot college documents requirement(s) via Change Requirement form template; sends as link or attachment to Pilot Project Manager to be prioritized for bi-weekly meeting agenda.
Email:  pdonohue@ccctechcenter.org 

Med - S5Nice to Have RequirementPilot college identifies a med/high-priority change enhancement to the MVP application 2 week response
Set priority TBD

Use Change Request template

Pilot college submits change requirement(s) using Change Request form template; send as link or attachment to Pilot Project Manager to be prioritized for bi-weekly meeting agenda.
Email:  pdonohue@ccctechcenter.org 

Low - S5Delighter EnhancementPilot college identifies an enhancement to the user interface or backend service(s) that includes unauthorized feature development (Out of FY scope)

2 - 4 week response
Set priority TBD

Use Change Request template

Pilot college submits change request(s) using Change Req form template; send as link or attachment to Pilot Project Manager to be prioritized for committee review.
Email:  pdonohue@ccctechcenter.org 

High Varies Request for Implementation SupportPilot college requests advice and/or general support for IT implementation, operations, best practices, and/or additional help from Product management, support services, other college pilots, or general colleges - in support of the new project.

24 - 48 hr response

Depending on item; TBD

Pilot college should review existing community discussions for self-serve support, or post new question or topic in any CCCApply or System Alerts category on the CCCTechnology.info support site:  CCCTechnology.info

Issue Resolution During Pilot Project

  • Feedback will be categorized as bugs, MVP requirements, or change enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
  • Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
    • Any identified bugs with severity and priority 
    • Enhancement requests with priority identified


Note

Critical bugs and incidents encountered during IT implementation should be reported directly to College Support Services via the Staff Support email:  staffsupportccctc@openccc.zendesk.com

Pilot college participants should also copy Pilot Project Manager, Patty Donohue, pdonohue@ccctechcenter.org on critical or high priority issues.

Change Request Form Templates

  • High-Priority Change Requirement Form
  • Change Request Form