...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
The purpose of this checklist is to provide IT staff and other key stakeholders with a step-by-step guide that includes specific requirements, action items, deadlines, and notes to support a successful OpenCCCApply implementation. A real-time version of this document (Google Doc) will be provided to your project team during the Project Overview meeting.
Overview of IT & Business Operations Tasks
The tables below include tasks related to both the IT setup of your project and the business operations tasks, which play a key part in your successful implementation. Admissions staff, as well as the IT project team, should review this document to understand the different requirements involved in preparing this application for student use. The tables are organized in the order they should be completed:
...
...
...
Key Dates & Deployment Timeline
...
Description | Deployment Dates | Implementation Notes & Relevant Links |
MOU signed and executed |
...
Must be completed prior to planned deployment date. | |
Confirm |
...
college’s anticipated Go Live date with CCCApply |
...
Begin Accepting Applications | ||
Confirm date college(s) want to begin testing downloads in |
...
the Production environment |
...
Dependent on completion of migration of Administrator and Downloads |
...
to Production environment. |
Confirm date college(s) will stop accepting Xap Applications** |
...
For Xap CCCApply users only. | |
Confirm date college/district Xap contract expires |
...
...
Schedule Report Center Training with Tech Center |
...
Schedule Xap Migration Project with Tech Center |
...
Must have Xap Apps downloaded and formatted for import to the Report Center. |
...
...
Development Tasks - Setting Up the Pilot Environment
...
Development and testing should take place in the Pilot environment. As part of your Shibboleth installation, you will be provided with the unique URLs to access your Pilot and production Administrator and CCC Report Center. (Note: These URLs are not provided by the CCCTC. Consult the technician who performed your Shibboleth installation.)
Once you have set up and configured all table settings in the Pilot Administrator and tested downloads completely, contact the Tech Center to begin migrating your data to production environment. See
...
Development Task | Who's Responsible | Comments |
MOU Process | ||
Create MOU and forward to College/District Administrator | Tech Center | Keith Franco, Project Rep., kfranco@ccctechcenter.org, leads this effort for Tech Center |
Ensure MOU has been received and routed to responsible authority for signature | College |
...
Portal Branding | ||
Design branding image for each college application | College | Identify image to be used for college portal branding and send to CCCTC. |
Submit branding image for each college application (or district application) | College |
...
Forward image(s) to Development for upload | Apply Support Team | Requires a server restart. This process may take up to two weeks to complete. |
Shibboleth IDP Installation & Authentication |
...
Setup Shibboleth instance for college or district | College | DIY or Vendor contract |
Provide metadata to Tech Center | College |
...
Forward metadata to Development for upload | Apply Support Team |
...
Create authentication to the PILOT Administrator and Report Center | College | The Shibboleth IDP installation generates two sets of URLs for staff to access the |
...
Administrator & Report Center. One set is for the PILOT environment for testing, and one set |
...
is to access the Production environment Administrator & Report Center. |
...
installation and customization of Shibboleth IDP for CCC Technology applications. |
Ensure college Admissions staff (and other key stakeholders/users) |
...
have access to both sets of Administrator and Report Center URLs | College | Provide both sets of URLs to key stakeholders and users of the Administrator & Report Center. |
...
This is usually the Director of Admissions or IT Director at each college or district. | ||
Configure the PILOT Administrator | ||
Add Primary User account with "Add User" authority. | Apply Support Team | District users are assigned to district MIS code |
Add district and college-authorized User accounts with "Add User" authority | College | District users are assigned to district MIS code |
Load terms and majors into the Administrator | College | See the User Guides for instructions |
Update contact information in the College and District tables |
...
...
Ensure the check box to "Allow applications from multiple colleges for the same |
...
This setting can be found at the bottom of the "District" tab in the Administrator. This check | |
Identify all Rules needed and add to the Administrator |
...
Create Email Rules Messages. |
...
HTML friendly. Store internal server | |
Create supplemental questions XML file |
...
Note: Security risk. Ensure no private information is collected | ||
Define error validation messages for supplemental questions |
...
Important. Ensure error messages are clear and instructive. | ||
Load supplemental questions XML into the Administrator |
...
...
Set up Title IX Survey through the CCCTC |
...
Contact Tech Center to get setup on Title IX survey | ||
Setting Up Downloads | ||
Request download client from CCCTC | College |
...
Create Download client for each college in district | Development |
...
Install Download Client for QA development |
...
See online user guide: Download Client & Setting Up Downloads | ||
Update Download Client Transfer Jar File (if necessary) |
...
Direct link: OpenCCCApply Download Client Latest Version | |
Map Xap data fields to new OpenCCCApply system |
...
Identify new fields to download (e.g. – Title IX & CCCID).
...
(identify new fields) | ||
Create download format file using Format Definitions XML (template) |
...
...
Create download Job XML file (template) |
...
Set-up download job and point to PILOT server |
...
...
Create ability to store CCCID in SIS |
...
Test downloads process through to SIS. Verify all data. |
...
Acceptance Testing | ||
Create user acceptance test plan |
...
Execute user acceptance test cycles |
...
Enter in test applications in QA |
...
Test full process through to SIS import process |
...
Schedule Report Center Training from Tech Center |
...
...
Business Operations Tasks
Tasks | Who's Responsible? | Notes & Links |
|---|---|---|
Plan project timeline against Xap contract expiration |
Important. Ensure that all stakeholders are aware of any contract deadlines or requirements. | |
Schedule demo of OpenCCCApply system for staff with Apply Support Team |
It's helpful for staff to see the new application process - including OpenCCC student account | |
Plan updates to website (instructions, links, Help Desk/Call Center) |
Review how your current website is messaging and directing students to the Xap or other | ||
Plan revisions to marketing / recruiting materials with new |
Identify marketing and recruitment campaigns to determine changes required for communication | |
Plan messaging to students via the Xap Intro page |
Notify students of upcoming changes via the Xap introduction page (sooner than later). | ||
Identify apply buttons/links on college website that need the new URL |
Discuss the programming behind all current buttons and links pointing to your current | ||
Notify key stakeholders of migration (local high schools, counseling) |
During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues). | ||
Schedule Administrator & Report Center training for staff |
Contact the Apply Support Team (Patty Donohue, Project Manager, pdonohue@ccctechcenter.org) |
...
Deployment Tasks - Production Environment
Tasks | Who's Responsible? | Notes & Supporting Documents |
Confirm MOU contract has been signed and executed | Apply Support Team |
...
IDP Authentication | ||
Confirm User access to Production Administrator & Report Center | College | |
...
Downloads | ||
Order certificate and keystore move from PILOT to Production server | College / Apply Support Team | |
...
Create Format Definitions XML for production download process | College |
...
Create Job XML file for production download process | College |
...
Create schedule to run download job | College |
...
Run downloads testing after keystore move and college is "technically" LIVE | College |
...
Set Up Production Administrator | ||
Add Primary District-Level "Add User" account for Administrator & Report Center | Apply Support Team | |
...
Add college and district User accounts for Administrator & Report Center | College |
...
Export Terms from PILOT Administrator and migrate to Production Administrator | College |
...
Export Majors from PILOT Administrator and migrate to Production Administrator | College |
...
Update College table and District table in Production Administrator | College |
...
Migrate all Rules and Email Messages to Production Administrator Rules tab | College |
...
Export Supplemental Questions XML from PILOT and migrate to Production Administrator | College |
...
Ensure District & College folders are created in Production Report Center | Apply Support Team |
...
...
...
...
Go Live Day Synchronization Tasks
Tasks | Who's Responsible? | Comments & Relevant Links |
Notify Tech Center of planned deployment date & time | College |
...
Ensure all Admissions & IT staff have Help Desk information (phone and email) | College |
...
Ensure all Admissions & IT staff have CCCApply College Support email | College |
...
Ensure all Admissions & IT staff have registered for account on CCCTechnology.info | College |
...
At designated date & time, disable Terms in XAP to prevent new applications | College |
...
Audit website for Xap or other application URLs or hidden pages and remove | College |
...
Xap Download Project
Task | Who's Responsible? | Comments |
Contact Tech Center to schedule Xap Migration Project overview meeting | College |
Meet with Tech Center to review project guidelines | College |
Set-up project to download XAP applications | CCCTC & College |
Run download jobs for XAP applications | College |
FTP files to |
CCCTC | College & |
CCCTC |