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Info |
Location: 2017 CACCRAO Conference • Catalina II Room | Time: 12:00PM - 2:00PM | Lunch will be served. Doubletree Mission Valley • 7450 Hazard Center Drive • San Diego, CA 92108 • (619) 297-5466 • Fax (619) 688-4088 |
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IMPORTANT: OpenCCCApply Infrastructure Migration Schedule Changes: Production Window - May 5, 2017 - 6:00PMUPDATE: PILOT Environment Migration - April 21, 2017 Both maintenance windows require short downtime. |
Zoom URL & Meeting ID
Dial In
Date | April 26, 2017 |
Time | 12:00PM - 2:00PM |
Location | In Person - CACCRAO Conference |
Zoom URL |
Meeting ID
Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/6770513851 | |
Meeting ID | 677 051 3851 |
Dial In | By iPhone one-tap (US Toll): +16465588656,6770513851# or +14086380968,6770513851# Or Telephone: Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll) |
All numbers are Toll charge numbers. |
Agenda
TIME | DESCRIPTION | SPEAKER |
12: |
00PM | Roll Call – Approval of Minutes from March |
7, 2017 Meeting |
Minutes approval - moved by Robin Armour, second by Leigh Ann Unger | Murguia / Pena |
TBD | Update on Research Projects |
CCCApply News
Recap of Conference season - Workshops
Development & Roadmap Review
- Admin 2.0 Update
- September Release
- Development begins on CCCApply 3.0
3:30PM
Next Meeting Dates
Murgia
3:40ish
Close Meeting
Murgia
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.
- *Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.
ROSTER: Click Expand to see current roster.
Valid email verification? Tim says people are complaining about barriers! Discussed removing the "free email address providers" from the openCCC Account Welcome page. (majority want to keep these in place for now) Need to collect information and specifics from colleges that have received fraudulent applications since June 2016. Gathering data for Infiniti Analytics team and development of SPAM filter after move to AWS. | Donohue / Calhoon | |
TBD | CCCApply News
| Donohue |
12:45PM | Non-Credit Application & Sub-Committee | Quiaoit |
1:15PM | New Change Requests This will take up the majority of our time during the meeting. Please complete the New Change Requests SURVEY prior to the meeting: http://www.surveygizmo.com/s3/3504634/April-2017-CCCApply-Change-Requests-Need-Review UPDATE: Steering leadership team met with Patty on 5/3/17 to review the AB 801 issues and talk through proposed changes discussed during Steering meeting. Identified several new issues during the change review process, including Dealing with Minors and possibly proposing redesigning the placement of Dependency Determination in OpenCCC (or adding validation in Account once the user's birthdate is established. For example, if the user is over 13 but under 19, add validation to display Parent/guardian information at that point, or adding logic to ensure that PG address information is collected during the Account creation process. | Donohue |
TBD | Next Meeting Dates | Murgia |
2:00PM | Close Meeting | Murgia |
ROSTER: Click Expand to see current roster.
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| CCCCO
Russell Grant
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7 + districts are present - quorum is met.
Research Projects
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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
& StatsApplication Stats
5,083,651
The table below provides monthly totals on submitted applications vs. incoming support calls to the Help Desk Call Center.
NOTE: The Account Recovery enhancement released on September 30, 2016 (Release 5.5) is proving to be very effective. See the number of incoming support calls in October & November 2016, versus the months prior to the enhancement implementation. These numbers illustrate a decrease in the overall number of problem calls to the Help Desk by 64.65%.
2017 Submitted Applications
2017
Standard Application
BOGFW
IA
TOTALS
Incoming Calls to the Help Desk
Ratio
2016 Submitted Applications vs. Incoming Support Calls to Help Desk
2016
Standard Application
BOGFW
IA
TOTALS
Incoming Calls to the Help Desk
Ratio
Submitted Apps Per Week
Average Apps submitted per HOUR: 1,020
As of March 1, 2017
Standard Application
The following six colleges are still implementing CCCApply Standard Application:
- Feather River College (Deploying soon!)
- Palomar College
- Santa Monica College
- San Diego City College (Pushed back to 2018! PeopleSoft implementation)
- San Diego Mesa College
- San Diego Miramar College
International Application
The following colleges are currently implementing the CCCApply International Application:
- Irvine Valley College
- Saddleback College
- State Center District (Just started)
- Fresno City College
- Reedley College
- Clovis College
CCCApply News
2017 Annual Update - March 31, 2017
Release Notes Posted - See all feature enhancements and data fields.
AWS Move Confirmed
Development environments will be moved in mid-April, including Pilot (April 14)
Production environment will be moved on April 21 - 4 Hour Maintenance Window (after 6pm)
RFP for Software Development - Preparing to Award
CCCApply 3.0 Re-design
RFP closed on 2/24/17
- Three vendors submitted responses: Experis, Link Systems International, Unicon
Scoring completed - 2/27/17
Intent to Award - March 15 (Contracting period - add one month to that)
Begin gathering requirements with Awardee - April 30
CISOA Conference March 25 - 27, 2017
Proposal for a presentation on CCCApply at the CISOA Conferenc has been accepted.
Patty will present; seeking volunteers to co-present.
CACCRAO Conference April 23-27, 2017
CCCApply Presentations scheduled for CACCRAO Conference, April 23-27, 2017 (Please need a volunteer to accompany Patty)
Regarding our CACCRAO Issues Response _ still submitting comments back to Mike Q. from CACCRAO
Regarding residency for noncredit - Mike Q/CCCCO meeting with Legal next Friday - before they can publish an opinion they need to work through the implications to other legal areas, such as AB540
Hammering things out before direction can be confirmed.
Congratulations! OpenCCC Wins CENIC Innovation Award
Major kudos are in order! The California Community Colleges Technology Center has been awarded the CENIC 2017 Innovations in Networking Award for Educational Applications, in recognition of its groundbreaking work to develop a system-wide federated identity initiative - OpenCCC - for students across the CCC's 113 colleges. Cheers! to everyone at Unicon who contributed to this effort.
2017 Marketing Calendar
Conferences & Meetings- Patty is doing a presentation on CCCApply Annual Update & Roadmap. Looking for a co-presenter. Any volunteers?
- April 26 - Next In-Person CCCApply Steering Committee Meeting - Noon - 2:00PM (immediately following the closing of the CACCRAO Conference).
Pending Marketing Projects
- CCCApply Infographic
New Draft shared 3.07.17 based on the feedback provided by Steering from January 25 meeting.
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2. CCCApply Whitepaper
3. Ways to support the growth of CCCApply.
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)
Account UI Upgrade
Development:
Tomcat Upgrade
MyPath Integration
Account Integration w/MyPath
MyOpenCCC
MyPath integration Requirements
(RFP) Development
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 Deb
Development/Tech Debt
Tomcat Upgrade (May)
Administrator 2.0 Integration
Release 6.1: September
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
Development: Universal Form Build
Responsive design
Internationalize
CCCApply Administrator(Legacy)
2017 Annual Update
Development/Review
March 31 - Prod Release
March 1 - PILOT Release
Development:
Migration to Admin 2.0
Supp Questions module
(End of Life)
CCC Administrator 2.0 (New)
New Development
Documentation Drafts
Support & Training Plan
Migration Planning
Release V1 to Test for Accessibility Review - June 15, 2017
Release V1 to PILOT for College migration and testing - July 15,
Prod Launch September 15
Migration
Support documentation
Support training
(Split resource 50/59 with MyPath)*
*Per budget meeting with Lou 2/7/17
CCC Report Center Roadmap
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
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
Migration plan - Infinity
DevOps & Sys Admin processes;
Tomcat Upgrade / uPortal Upgrade
Apply, Account, BOG, IA
Begin March 21
No concurrent dev work during upgrade
Infinity collaboration
Upgrade Jasper Report Center
Support;
More projects will be moving into the Report Center. Syed will pick up the additional dev work there.
Implement script to get CCCIDs into AD
Xap Import/ Migration Project
Accessibility Priorities
Implement Spam Filters
Implement Additional Administrator 2.0 Features
Begin integration of other projects
MDM will be next project integrated into Admin 2.0. Work with Jane on roadmap.
- Pilot Release: March 1, 2017
- Production Release: March 31, 2017
- Approved Change Requests
Release Highlights
AB 801 Homeless Youth
New questions & data fields
Update to Area B residency logic
Google Analytics added across all apps and OpenCCC
System-generated Email to Minimize Abandoned Applications
CDE SSID API - Data Exchange with CDE
California Colleges Guidance Initiative API - Data exchange with CCGI
2017-2018 BOG Fee Waiver Application
Support for AB 801
CCCCO-approved changes and Income table
- New skip logic added for special eligibilities
UPDATE 2/3/17: 60-Day Announcement went out to colleges.
Need to increase attendance.
Registration is at 224 TOTAL (between both days). Don't have a confirmed breakdown, but last breakdown showed:
2017 CCCApply Workshop Sessions Schedule
/wiki/spaces/PD/pages/155058183
Workshop Planning UPDATE 3/07/17:
- Sessions confirmed. See Schedule of Sessions and Presenters for details.
- Keynote speaker confirmed: Pam Walker!
- Rhonda Mohr has volunteered to lead the BOG Session if Tim Bonnel cannot do it. To be finalized soon.
- Bryan Miller, CCC Foundation, will lead the MyPath Student Services Portal session.
- The Accessibility Best Practices and Secure Data Handling Best Practices sessions will be separate sessions.
- General session and break-out rooms have been ordered; technology and wi-fi will be available.
- On-site parking, maps, and other signage will be handled by Sac City College
- The Sac City College President will kick off the day with an opening "Welcome" address at 9:00AM. This will be followed by Michelle doing general housekeeping, introduce the vendors/sponsors, and any other notes about the day.
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Workshop Registration is now open. Please register now and pass the word to your Admissions, Research, and IT staff. |
New Change Requests - Pending review during March 7 meeting.
Comments:
There's a bug in the Country Codes (No listing for United Kingdom - have Tyler double check the ISO 3166. Ensure the country codes are listed within the data dictionary or reference in a link in an Appendix.
Deferred the Preferred Name issue. Work on proposed language changes and decide at April meeting.
Deferred the "Special Character restrictions in the Username field until AWS is consulted and based on what they can provide us, determine if we make a technical change or requirements change to restrict characters other than @ and period from the Username field.
Deferred the Previous Name issue and redesign placement of the "I have no first name...et al. to adjacent to the input field. (However, based on responsive design UI, this may be moot point, the responsive design will resize the page anyway. Perhaps a better design experience is needed altogether.).
Deferred the International App changes to the IA sub-committee. These need to be reviewed prior to code freeze for the September release.
Title IX Survey data should be incorporated in to the Report Center (Phase I) then build the Title IX survey questions into an "Opt in" question block in the new version of CCCApply.
Add rest of notes here.
- Project Site updated with revised Meeting Information
- Steering has been notified by email(s) announcing schedule
March 7, 2017
1:30P - 3:30PM
Changed in-person meeting to online meeting in February. Also, we will all be gathering at the CCCApply Workshop on April 12, so that can suffice for in-person meeting until April 26. This will be most cost-effective for all.
- Patricia Donohue Confirm that we want to keep this meeting in-person vs. online...IF we do, then do the following action items :
Patricia Donohue Contact Gary Bird and arrange for a room from 10 - 3pmPatricia Donohue Work with Stephanie to arrange for lunch (get head count) - Patricia Donohue Send out email to Steering changing the schedule for March 7 (Online meeting).
8:00AM - 4:30PM
8:00AM - 4:30PM
6:00PM - 8:00PM
- Patricia Donohue Send out invitation to both CCCApply and the eTranscriptCA Steering committees to join us in a Steering Appreciation Dinner - the evening of Wed., April 12. Patty to work on the logistics with Michelle Pena and Cindy McCartney.
- Patricia Donohue Work with Rena Martinez & Cindy on dinner planning logistics: head-count, restaurant, invitations, etc.
12:00PM - 2:00PM
Double Tree Hotel, San Diego, CA
- Patricia Donohue Contact CACCRAO Conference organizers (Rita?) and/or the San Diego DoubleTree Hotel (Arden Mall?) to reserve a room and lunch (contact the hotel?) for the last day of the conference - around noon. Determine if we need to bring in lunch, or will lunch have already been served to the attendees who attended the CACCRAO conference?
- Patricia Donohue Work with Cindy or Kathleen on arranging these types of events - how do you determine headcount?
July 19, 2017
10:00AM - 3:30PM
- Talk to Stephanie about organizing the July meeting.
- Patricia Donohue Survey the steering committee for attendee head count. Is July a good time for a meeting? Maybe not. Get ahead of this and figure it out.
- Add to March 7 Agenda
Approval Poll Table
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# | District | Vote | 1 | El Camino CCD | 2 | Chabot-Las Positas District | 3 | Cerritos CCD | 4 | Contra Costa CCD | 5 | Kern CCD | 6 | Los Rios CCD | 7 | Rancho Santiago CCD | 8 | Rio Hondo CCD | 9 | Riverside CCD | 10 | San Francisco CCD | 11 | San Joaquin-Delta CCD | 12 | San Mateo CCD | 13 | Santa Rosa CCD | 14 | South Orange CCD | 15 | CCCCO | 16 | CCCTC
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See the new "/wiki/spaces/PD/pages/173725262" page, published on the CCCApply Public Documentation space, which includes monthly statistics of submitted applications, incoming calls to the Help Desk, and charts/graphs showing adoption and implementation. |
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Info |
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Major kudos are in order! The California Community Colleges Technology Center has been awarded the CENIC 2017 Innovations in Networking Award for Educational Applications, in recognition of its groundbreaking work to develop a system-wide federated identity initiative - OpenCCC - for students across the CCC's 113 colleges. Cheers! to everyone at Unicon who contributed to this effort. |
Roadmap & Development
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(See Other Priority Projects table below)
Tech Projects - Ongoing
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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
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
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Steering District Roster: Approval Poll Table
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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.
- *Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.