June 27 Meeting Minutes

Approval of Meeting Minutes

Mitch Leahy motioned to approve minutes from 4/26/17 meeting; Henry Villareal seconded.

Minutes from April 26 2017 Meeting

Roll Call & Roster Review

June 27 Meeting Attendance

1. Roll call taken at 10:00AM.  Attendees have an "X" adjacent to their names (left).
2. Names highlighted in Yellow are identified as members who are leaving the Steering Committee on June 30, 2017. (See below for breakdown of members per district.)

7 + districts are present - quorum is met.

Research Projects

1. Abandoned Applications - Show chart from report
2. Submitted Applications - Time to Completion (Show chart)
3. White Paper Update - No work done since last meeting - Release, vacations, workshop, etc. Jump start on summer project. Need volunteers.
4. Student Satisfaction Survey (Machine Learning project)
5. SPAM Fraudulent Applications (Need data and examples from colleges)
6. Google Analytics (Show data - discuss how to share back with colleges)

NOTE:  No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.

CCCApply News

Marketing Update

2017 Marketing Calendar

Roadmap & Development

(See Other Priority Projects table below)

Click on Links below for Roadmaps

Jan - March 31, 2017

AWS
Move 

April - August 2017

September 2017

Spring 2018

Staff & Resources Needed

OpenCCC Account (Legacy)

2017 Annual Update - Release Notes

Account UI Upgrade 

MyOpenCCC

Planning User Stories:
MyPath integration Requirements

(RFP) Development

Stories for MyPath Integration

Release v1: TBD MyPath Integration

CCCApply Applications (Legacy)
BOG 
IA

2017 Annual Update
March 31 - Prod Release
March 1 - PILOT Release 

Post Release Activities (Tech Debt)

Development/Tech Debt
Tomcat Upgrade (April)
Administrator 2.0 Integration
Security Updates (SSN)
Change Requests 

Release 6.1: September 29
Admin 2.0 Integration with Legacy CCCApply apps'

Release: 2018 Annual Update

EOL activities

*Tomcat Upgrade*
uPortal Upgrade

Maintenance Mode continues;

CCCApply Portlets

RFP In-Progress
Rewrite includes Apply, BOG, International Forms 

NEW Development 
Requirements & Development:

Universal Form Build Engine
Spanish Version
WCAG 2.0 AA (Accessibility)
Responsive Design (Mobile) 

NEW Development 
Requirements & Development:

Universal Form Build Engine
Spanish Version
WCAG 2.0 AA (Accessibility)
Responsive Design (Mobile) 

CCCApply Administrator(Legacy)

2017 Annual Update
Development/Review

March 31 - Prod Release
March 1 - PILOT Release 

Development: 
Migration to Admin 2.0
End of Life planning

(End of Life)

CCC Administrator 2.0 (New)

New Development
Documentation Drafts
Support & Training Plan
Migration Planning 

Release V1 to Test for Accessibility Review - July 15, 2017

Release V1 to PILOT for College migration and testing - August 1
(45 days in PILOT) 

Prod Launch Sept 29

Migration
Support documentation 
Support training
 

*Per budget meeting with Lou 2/7/17 

CCC Report Center Roadmap

2017 Annual Update

New Full Application Reports 

End-of-Life (EOL)

EOL

TIBCO Jasper (AWS) Report Center

Research AWS Jaspersoft subscription models;

Draft requirements docs

Migration plan; continuous deployment across Dev-CI, Test, Pilot, Prod
Develop/Upgrade User Documentation

Launch Jasper Upgrade (Cloud)
Support & Training

Residency reports (feature enhancement)

Support & Training

Proxy / SSO Integration

2017 Annual Update

CCCID Transfer API
College Integrations 
Development: UI/UX Enhancements 

College Integrations

InCommon project mgmt support; Vendor integration

Tech Projects - Ongoing

Spring 2017

Summer 2017

Fall 2017

Notes

Move Apply & Account to AWS

Tomcat Upgrade / uPortal Upgrade
Apply, Account, BOG, IA               

Upgrade Jasper Report Center

More projects will be moving into the Report Center. Syed will pick up the additional dev work there.

Xap Import/ Migration Project

Accessibility Priorities

Implement Spam Filters

Implement Additional Administrator 2.0 Features

Non-Credit Application Issues

Noncredit Sub-Committee

• Look at the new application for a better way to support noncredit students.
• What do we need to put right up front in the application to college?
• What do colleges want for noncredit students?

Name
Address
Phone
Email
That's it! 

• What does the CCCCO require from noncredit students?

SCE's non-credit app:

https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm
https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx

UPDATE 5.03.17: Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.
Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.  

New Change Requests

New Change Requests 

All rows highlighted in yellow are NEW changes. Some of these are on the change request survey (please review prior to meeting) and some will be discussed at the meeting.

Changes in Progress

• The mention of the "paper application" has been removed from the new System-Generated Email Reminders (24h and 7d) that was recently implemented. I had already removed the link to the paper application, but due to public outcry at the workshop, I have also added a ticket to remove all mention of the paper application from the emails.
• We will discuss feedback and capture change requests for the "Homeless Youth" implementations during the meeting on April 26. There are several change requests already - so we will discuss these individually at the meeting.
• A ticket has been created to add a "Confirm your Date of Birth" data field in the OpenCCC Account to help further minimize duplicate CCCID accounts. We will discuss this at the meeting.
• A ticket has been created to review and update the SSN validation in the OpenCCC Account.  The federal government requirements have been enhanced so we are looking carefully at our validation to ensure it is up-to-date.

Future Meeting Schedule

• Project Site updated with revised Meeting Information
• Steering has been notified by email(s) announcing schedule

July 19, 2017
10:00AM - 3:30PM

•  Add to March 7 Agenda
•   

Steering District Roster: Approval Poll Table

#

District

El Camino CCD
Bill is retiring
Richette Bell! replacing everyone who is retiring from this committee! haha

Hieu IT
Angela  

Chabot-Las Positas District

Cerritos CCD

Stephanie
Vince Orton (IT) 

Contra Costa CCD

Mojdeh is stepping down from Steering too.
Robin Armour
 

General Notes & Feedback (Change these to Action Items)

• Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting. 
• Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings. 
• Remind committee members to submit agenda items to the Chair to be added to the meeting agenda.  How do we do this in an efficient way?  Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earler (as suggested above).
• Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
• Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't ahve to be a recurring agenda item, but anyone can visit those stats whenever they want.  
• Look for other ways to streamline the meeting moving forward.  

Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.  

Breakdown of Current Roster by District

According to Section 2. Committee Composition of the CCCApply Constitution & Bylaws: 

"The Steering Committee shall attempt to represent colleges in the north, central, and southern regions of the state; multi-campus and single college districts; small, medium and large enrollment colleges; a diversity of major and minor student information systems; and a mix of new and very experienced CCCApply subscribers. The member colleges shall designate representatives from the areas of admissions and information technology."

As of July 1, 2017, the 15 Districts are representative of the following regions:

• 2 Northern districts;
• 3 Bay Area districts;
• 2 Central districts;
• 8 Southern districts.  

Based on the assumption that each district must have 3 members from their district: 1 - Admissions; 1 - IT; and 1 - Research, the chart below details the status of the committee after the outgoing members leave on June 30, 2017. 

Action Items from June 27 Meeting

Re-Election of Officers for 2017-2018 FY

Results from the re-election of current officers conducted by survey on June 27 - 29, 2017.

12 Districts voted for the re-election of the current slate of officers for another year.  

11 Districts = Approved

1 District = Disapproved

Click here to see the results: Re-Election of Officers Survey Report 

Announcements

Roadmap & Development

Issues

1. 1. AEBG - Changes to CCCApply
      We received the following request from Kathy Booth, WestEd.

      Expand

      <<  I'm helping to lead a series of practitioners advisory committees for the Adult Education Block Grant (AEBG) that are recommending ways to structure data and accountability reporting. It looks like the group is headed toward recommendations that CCCApply be modified to allow information to be captured on adult ed participants--but these changes may be needed for all CTE for Perkins reporting in the near future, so the impact may be broader. Here's a brief write up on the topic that I'm working on--could you correct any factual inaccuracies and let me know if there's information you'd want me to share with the committee based on the likely response from the CCCApply Steering Committee, and your take on these requests? * * *  The common application form for community colleges—CCCApply—is managed by the CCC Technology Center, which is a project of the Chancellor’s Office. A steering committee is used to consider requests regarding changes to the form, in concert with the project sponsors.   One of the primary recommendations in the three AEBG data and accountability meetings held to date would be that CCCApply offer a different set of questions for adult education applicants, using a branching question structure or a different version of the application. This would allow sensitive topics like citizenship to be avoided and for the form to be streamlined so that it only includes information that is relevant in the adult education context. CCCApply has already been working on branching solutions to address requests from other Chancellor’s Office funded projects, which could be built upon for AEBG. However, some committee members have noted that the changes outlined below may become important for Perkins reporting for both noncredit and credit programs, once that funding source is reauthorized and aligned with WIOA. Therefore, the following additions may be needed across all versions of the form: 1) Amend the Personal Information section to include: if participants were employed/unemployed/unemployed 27 consecutive weeks of more at time of entrance ex-offender status seasonal farm worker status homeless status exhausting TANF within two years status 2) Amend the Higher Education Level question to include: College certificate >>

      
      

2. Noncredit Application Issues:

   Ongoing discussions about whether it's feasible and compliant to create a modified version of CCCApply for noncredit students (and, see AEBG, other populations that want a special, modified version of the application). 
   
   UPDATE 5.03.17: The Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17. 

   Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond. 
   
   Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
   Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
   Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper. 
   Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
   Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.  

   
   

   
   

   Note

   June 27 Discussion about modifying the application with a "Supplemental Questions XML" page for AEBG and Noncredit students: Current research findings indicates that 99% of all questions currently in the standard application are required questions, therefore creating any form of modified version of the application is NOT SIGNED OFF on by Steering.  However, Mike Q continues to get pressured from CCCCO due to length of app and unwanted questions, but hasn't promised a solution that's another application.  Therefore, the Chancellor's Office is requesting that we take another look at the application to see what, if anything, can be done.  These are the things that can be explored: Big Issue:  These colleges don't want to ask the residency questions - strip it out and just give them the Supplemental Questions XML piece PLUS the consent (penalty of perjury you are telling the truth), Submission, and that's it. Give these colleges that tools to build what they want.  ONE OPTION for colleges that want to use something other than CCCApply for noncredit or AEBG or any other special population set is to use the Supplemental Questions XML and the Consent page, the digital signature tool, and submission process - then stripping out all other pages. (NOTE: This option would require additional development resources and funds, currently not budgeted or allocated.) OpenCCC would remain a separate, self-contained component and there would be no proposed changes to that system. (no change) Mitch says, IF we were to consider a special, modified CCCApply application, this "Supplemental Questions App"  would have to include: Steering does not sign off on a noncredit app;   MOU would have to be included   Colleges would need to be fully aware of the risks; The BOG board would need to approve this - college must be aware of all risks, and MUST absolve the Tech Center, the CCCCO, Board, and must be fully aware of Audit implications.  Action Items:  Reconvene the Noncredit Sub-Committee to explore these options and considerations Survey the colleges with OUR survey - questions specific to the application alternatives (what are colleges doing for residency? state/fed laws?)  Look at the existing application for a better way to support noncredit students. There may not be a solution that works. What do we need to put right up front in the application to college? What do colleges want for noncredit students? Name Address Phone Email That's it!  What does the CCCCO require from noncredit students? Example:  SCE's non-credit app: https://www.sac.edu/rsccdasp/sce/SCE-ApplicationForm.htm https://www.sac.edu/ContinuingEducation/Pages/Apply.aspx

   
   

New CCCApply Noncredit Survey

GOAL: There have been other surveys completed re: noncredit populations, but none that were specific to the CCCApply application.

Survey should help identify how colleges who aren't using CCCApply for Noncredit students - are collecting required data for residency, state & federal regulatory requirements, and MIS reporting data? 

•   27 Jul 2017 Identify "formula for Noncredit compliance" - Michael Q. work with Elias ? 
•  21 Jul 2017 Work with Saddleback College and document what they are using and what/how they are staying in compliance for Noncredit students.
•  31 Jul 2017 Steering will develop a new Noncredit application survey specific to CCCApply.  
•  20 Aug 2017 Send out to steering for feedback and discussion during August 30 Steering meeting.  
  
  

Research Projects Update

Click on hyperlinks to see Survey Results or Slide-decks.

1. NEW: CCCApply Required Questions 
   Created to support recurring Noncredit Application issue
   
   
2. CCCApply Research Projects 2017
   
   
   • NEW! Student Satisfaction Survey Negative Comments (Cluster Analysis)
     Results provide insights on improving application process
     
     
   • SPAM Filter / Fraudulent Applications (Machine learning) 
     UPDATE:  July 2017
     
     • Data collected from colleges (bad application examples) and both survey results were submitted to internal data analysts for review. 
       Meanwhile, CISO was asked to investigate setting up secure environment to analyze data (student Pii).
     • Contract with AWS Machine Learning group to draft proposal for SPAM Filter development project.
     • Additional work required to support effort: Unblock IP Addresses; created problem when WAF installed (January).
     • Two surveys have been completed (Pre- and post-WAF Blockers). 
       
       • Fraudulent Apps - PRE-SURVEY.pdf
       • Post-Survey:  Post-WAF Blockers Survey
    
3. Other Research Issues
   
   
   • Abandoned Applications Data - Breakdown by College
     Completed in-house research (Tech Center Data Analyst) - looked at 5M apps and broke down data by college, since 2012
      
   • Time to Completion Data
     Completed in-house research (Tech Center Data Analyst), as part of Abandoned Applications study, and produced data on average "time to completion" across the colleges.

1. CCCApply Whitepaper - NOTE:  No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.

New Change Requests

AB801 Homeless Youth "Fixes" to March 2017 Implementation

1. OpenCCC Account & Edit Account changes = APPROVED
2. CCCApply Standard App changes = APPROVED
3. BOG Fee Waiver changes = APPROVED
4. International App changes = APPROVED

Personal Information Page Changes:

1. Rename the page "Demographic Information" - Approved for March 2018.
2. Re-order the position of the Personal Information page (Demographic Information) page down toward the bottom of the application. = DECLINED. 

Implement Modified CCCApply Application for AEBG (Adult Education) needs = DEFERRED

Future Meeting Schedule

Steering District Roster: Approval Poll Table