Overview

CCCApply has created a new, optional, noncredit workflow feature in the CCCApply Standard Application. Development requirements for the first version of the new feature were implemented under the guidance of the CCCApply Redesign Workgroup, the CCCApply Advisory sub-committee for Noncredit application and the CCCApply product development team. 

This UAT plan will outline the details of the CCCApply Noncredit Application pilot project across the remaining stages of pre-production development, testing and implementation. 

Product information is available here:  CCCApply Noncredit Application

CCCApply Noncredit Application: Pilot Phase

Project Outline 

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

Production Phase (coming)

1. Beta Version Plan
   1. College participation
   2. ES Training Plan
2. College Implementation Plan
   1. Working with Enabling Services
   2. Working with Support Services

Status of Development Phase

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 Noncredit Application. Details of the v.1.0 development specification can be found here: Noncredit Change Requirements and CCCApply Noncredit Application. 

Pilot 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. 

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.  

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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The objectives for the pilot project are designed to ensure that the new Noncredit workflow path meets the minimum viable functionality and data collection requirements to comply with changes to the state residency requirements for noncredit students as passed in AB 3101

• Ensure the initial design meets MVP (minimum viable product) requirements for use with students
  • Ensure the code is free of bugs, issues and errors
  • Ensure the pre- and post-application workflow meets the needs of noncredit programs
• Identify "must have" features required to meet MVP acceptable standards for majority of noncredit programs
  • Review requirements for collecting "Intended Major/Program of Study" question data to meet the needs of most noncredit programs?
  • Do the majority of noncredit programs require Supplemental Questions? What types of questions would the majority of noncredit programs ask?
  • What other enhancements are required for the MVP implementation?

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1. 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
2. Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
3. Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
4. Pilot project management will document and share college feedback and track progress of overarching goal to meet production phase timeline  

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

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Noncredit Pilot begins 12-Week Pilot Activities

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Project Goals & Success Criteria 

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Ensure MVP product complies with residency-exempt requirements in AB 3101

Ensure the design and development of the Noncredit workflow path feature & functionality meets minimum viable product requirements for use with noncredit students as mandated in AB 3101

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Ensure product functionality meets MVP requirements for college noncredit programs

Ensure the functional design (user interface and admin configurations) meet the minimum viable requirements for the majority of college noncredit programs .

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

Ensure college IT implementation of the new Noncredit 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) 

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• 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 Noncredit 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 Noncredit application functionality & data

Ensure all dependent CCC Tech Center products and services have been updated with the new and revised Noncredit Application data fields and reports are accessible to authorized college administrators and staff.

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• Authorized researchers can access the Noncredit data fields and reports in the CCC Data Warehouse
• All internal Tech Center product can access the new Noncredit data fields in the Student Profile   

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

Identify, test, document and publish best practices for college support of and/or implementation of the Noncredit workflow feature functionality for (general) college admissions noncredit programs. 

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• 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

The CCCApply Noncredit 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 Noncredit Application. The minimum number of pilot participants to provide validation is 6. 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:

• Chabot College
• City College of San Francisco
• Coastline College
• Foothill College
• North Orange CCD
• Riverside CCD
• Santa Monica City College
• Santa Rosa College
• Sierra College*
• South Orange CCD
• Bakersfield 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

The user acceptance testing (UAT) plan process and objectives for the CCCApply Noncredit 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

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See Noncredit Application UAT Plan Slide Deck

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• College navigates successfully to Noncredit Application path using college-specific URL
• College submits new Noncredit Application using new workflow feature / URL 
• College can identify an In-progress and submitted Noncredit application based on the new confirmation number prefix for Noncredit path in the My Applications page 

Find your Noncredit Application PILOT URL

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• New and revised Noncredit 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 
• College can see new residency status field value <res_status = N> for NC residency-exempt status in download file
• College can see new residency Areas A-D default value = 9 (for NC applications = nonCredit=True
• College can identify a Noncredit status application based on Flag 81 in the Integrity Flags Table
• College can identify that a Noncredit application was submitted based on Null / blank values appearing in all fields hidden in the Noncredit App workflow 

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• College creates new Email Rule using the Noncredit Status field in Standard Application in Administrator
• College staff receives Rule email based on new Noncredit status field

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• College can successfully look-up a submitted Noncredit application using new Noncredit Confirmation number using the Standard Full Application Look-Up modal in the Report Center
• College confirms new Noncredit Status data field and Integrity Flag 81 flags appear on the Standard Full Application report for a Noncredit application
• College can view and add new Noncredit data fields into a new report using the Submitted Application - Noncredit Topic (domain).

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• Pilot college can submit an S1 critical issue to Support Services using Pilot Feedback & Resolution process (using the Support Email: staffsupportccctc@openccc.zendesk.com)
• Pilot college can submit an S5 high-priority change requirement using the Pilot Change Requirement template (using the Support Email: staffsupportccctc@openccc.zendesk.com)
• Pilot college can successfully post a comment or question on the CCCApply category page in Get Satisfaction site: CCCTechnology.info 

Required Documentation

Technical specifications for the Noncredit Application workflow feature are included in the CCCApply Standard Application Data Dictionary. 

• CCCApply Release 6.4.0 Notes Summary
• CCCApply Noncredit Application
• CCCApply Noncredit Path Change Requirements
• /wiki/spaces/OPENAPPLY/pages/846561851
• CCCApply Standard Application Data Dictionary v.2019.1
• CCCApply Administrator 2.0 User Guide
• CCCApply Download Client User Guide v.2019.1 
• UAT Slide Deck: Noncredit Pilot UAT Plan

• Change Specification:  2018-24R: Revise CCCApply to Support Noncredit Students & AB3101

Project Docs

• CCCApply Redesign Project
• CCCApply Redesign Project - Q3 User Interface Changes (PPT)
• CCCApply Redesign Project Dashboard

Additional Docs

• All CCCApply Implementation Documentation Home
• All CCCApply Data Dictionaries  
• All CCCApply User Guides
• All CCCApply Special Implementations

Getting to the Pilot Environment

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

• CCCApply Pilot Environment
• Pilot Application URLs  (NOTE: These are not the Noncredit URLs).

Noncredit Application URL

Accessing the Noncredit 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 noncredit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Noncredit URL from those started from the original Standard Application URL.

See here for the list of College Noncredit URLs.

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

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

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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
      

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

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1. Noncredit Status = <non_credit>
2. Integrity Flag 81 = <integrity_fg_81>

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1. transfer-client.V6.4.jar
2. NOTE: The 'transfer-client.jar" file has the same as the download client jar file 
3. Refer to the latest version of the Download Client User Guide v.2019.1
4. 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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1. Navigate to the Pilot CCC Administrator (CAP) and login using existing user account credentials
2. Select "CCCApply Administrator" from the Applications menu on the homepage
3. From the CCCApply Administrator home page, select "CCCApply" from the Applications menu 
4. Select your college from the College selection menu bar
5. Select "Messages" from the Modules menu bar
   1. Click on Add new Message and create a custom Message using the new CCCApply Noncredit Status field <non_credit>
   2. Save Message
6. Select "Rules" from the Modules menu bar
   1. Click on Add New Rule button and create a custom rule using the new <non_credit> = True field in the code editor
   2. Reference the new Message created in the Messages module that includes the new noncredit status merge field
7. Select the Majors module from the Modules menu bar
   1. Click on Add New Major button and complete a new test Major, populating the following fields:
      1. Major Code
      2. Major Name
      3. Major Start Date
      4. Major End Date (or select No End Date)
      5. Major Category = create new category called "Noncredit Programs" and enable the tag for this new Major
      6. Save New Major
   2. From the Majors Summary Table, select a test major row and click "Edit Major"
      1. In the Major Category field, add "Noncredit Programs" for this test major
      2. Repeat the process for 1-3 addition test Majors 
8. Repeat steps 1 - 4 - start a new Noncredit application and navigate to the Enrollment page
   1. Complete the Term field
   2. Select an Education Goal
   3. In the Major Category menu, confirm that "Noncredit Programs" is a category in the list, and select that category
   4. In the Intended Major/Program of Student field menu, confirm that only the majors tagged with the Noncredit Program tag are displaying in the Major Category filter/menu
      1. Select one of the majors tagged as a Noncredit Programs  

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1. Navigate to the CCC Report Center and login with your existing Pilot user account
2. Navigate to "Create New Ad Hoc View" from the main menu on the homepage
3. running reports Status Flag

1. Repeat the process for the Production environment.

Changes to the CCCApply Download Client

The following data fields have been added or changed in the CCCApply Noncredit applications. For updated data specification documents, please see the CCCApply Data Dictionaries and User Guides space.

The table below provides an overview of the new or changed data fields in CCCApply Standard, and "Glue for Apply".
See these data specification changes in the CCCApply Standard Application Data Dictionary V.2019.1 in the Data Dictionaries space.

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...

...

...

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1 = True

0 = False

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Yes

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IF non_credit=True then
<confirmation> has prefix = "NC-"

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1 = True

Null

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Flag triggered if applicant applies with the new Noncredit Application URL; otherwise it is blank.

NOTE - this is consistent with how we have all the other integrity flags structured. 

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New Value

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New NC default value = N

1 = resident
2 = possible resident
3 = non-resident
N = noncredit / exempt

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New NC default value = 9

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New NC default value = 9

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Default values = False / Null 

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Values = True / False / Null

1 = True

0 = False

Null

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IF the question is displayed:

• IF checkbox is NOT empty, value = True
• IF checkbox IS EMPTY, then value = False

IF question is hidden:

• Set value = Null

NOTE: IF hidden, such as in the Noncredit application, then default to NULL

For a standard application, it will default to False, unless the user checks the checkbox.

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Default values = False / Null 

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Values = True / False / Null

1 = True

0 = False

Null

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Default values = False / Null 

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Values = True / False / Null

1 = True

0 = False

Null

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Default values = False / Null 

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Values = True / False / Null

1 = True

0 = False

Null

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<ca_school_employee>

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Values = True / False / Null

1 = True

0 = False

Null

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Default value = Null

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Values = True / False / Null

1 = True

0 = False

Null

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<ca_seasonal_ag>

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Default value = Null

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Values = True / False / Null

1 = True

0 = False

Null

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Default to value = X when (non_credit = True)

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Required to have non-null value in DB.

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New NC default value = X

Default to value = X when (non_credit = True)

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Required to have non-null value in DB.

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In the new Noncredit Application workflow, the Military status question is hidden; value stored = "X"

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Updating Your Existing Download Files

To download the new Noncredit 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 Noncredit v.1.0 Pilot release.  

Update the Pilot Download Client Jar File

We recommend adding the new Noncredit Application path data fields and updating your Download Client Transfer file in the Pilot environment  whether you plan to implement the Noncredit 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.V6.4.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 (V6.4.0) with: transfer-client.V6.4.jar

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Overview

CCCApply has created a new, optional, noncredit workflow feature in the CCCApply Standard Application. Development requirements for the first version of the new feature were implemented under the guidance of the CCCApply Redesign Workgroup, the CCCApply Advisory sub-committee for Noncredit application and the CCCApply product development team. 

This UAT plan will outline the details of the CCCApply Noncredit Application pilot project across the remaining stages of pre-production development, testing and implementation. 

Product information is available here:  CCCApply Noncredit Application

CCCApply Noncredit Application: Pilot Phase

...

Project Outline 

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

Production Phase (coming)

1. Beta Version Plan
   1. College participation
   2. ES Training Plan
2. College Implementation Plan
   1. Working with Enabling Services
   2. Working with Support Services

Status of Development Phase

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 Noncredit Application. Details of the v.1.0 development specification can be found here: Noncredit Change Requirements and CCCApply Noncredit Application. 

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Pilot 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. 

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.  

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.

Anchor
objectives objectives

Pilot Objectives

The objectives for the pilot project are designed to ensure that the new Noncredit workflow path meets the minimum viable functionality and data collection requirements to comply with changes to the state residency requirements for noncredit students as passed in AB 3101

• Ensure the initial design meets MVP (minimum viable product) requirements for use with students
  • Ensure the code is free of bugs, issues and errors
  • Ensure the pre- and post-application workflow meets the needs of noncredit programs
• Identify "must have" features required to meet MVP acceptable standards for majority of noncredit programs
  • Review requirements for collecting "Intended Major/Program of Study" question data to meet the needs of most noncredit programs?
  • Do the majority of noncredit programs require Supplemental Questions? What types of questions would the majority of noncredit programs ask?
  • What other enhancements are required for the MVP implementation?

Participating pilot colleges objectives: 

1. 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
2. Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
3. Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
4. Pilot project management will document and share college feedback and track progress of overarching goal to meet production phase timeline  

Anchor
timeline timeline

Project Timeline

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

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Pilot Project Goals & Success Criteria 

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Pilot College Participation

The CCCApply Noncredit 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 Noncredit Application. The minimum number of pilot participants to provide validation is 6. 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:

• Chabot College
• City College of San Francisco
• Coastline College
• Foothill College
• North Orange CCD
• Riverside CCD
• Santa Monica City College
• Santa Rosa College
• Sierra College*
• South Orange CCD
• Bakersfield 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 

...

Pilot UAT Plan

The user acceptance testing (UAT) plan process and objectives for the CCCApply Noncredit 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

Anchor
objectives objectives

UAT Objectives & Success Criteria

See Noncredit Application UAT Plan Slide Deck

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Required Documentation

Technical specifications for the Noncredit Application workflow feature are included in the CCCApply Standard Application Data Dictionary. 

• CCCApply Release 6.4.0 Notes Summary
• CCCApply Noncredit Application
• CCCApply Noncredit Path Change Requirements
• /wiki/spaces/OPENAPPLY/pages/846561851
• CCCApply Standard Application Data Dictionary v.2019.1
• CCCApply Administrator 2.0 User Guide
• CCCApply Download Client User Guide v.2019.1 
• UAT Slide Deck: Noncredit Pilot UAT Plan

• Change Specification:  2018-24R: Revise CCCApply to Support Noncredit Students & AB3101

Project Docs

• CCCApply Redesign Project
• CCCApply Redesign Project - Q3 User Interface Changes (PPT)
• CCCApply Redesign Project Dashboard

Additional Docs

• All CCCApply Implementation Documentation Home
• All CCCApply Data Dictionaries  
• All CCCApply User Guides
• All CCCApply Special Implementations

Getting to the Pilot Environment

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

• CCCApply Pilot Environment
• Pilot Application URLs  (NOTE: These are not the Noncredit URLs).

Noncredit Application URL

Accessing the Noncredit 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 noncredit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Noncredit URL from those started from the original Standard Application URL.

See here for the list of College Noncredit URLs.

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

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Pilot Project: Feedback & Support

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