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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: 

 

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Key Dates & Deployment Timeline

 

 

Description

Deployment Dates

Implementation Notes & Relevant Links

MOU signed and executed

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Must be completed prior to planned deployment date.

Confirm

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college’s anticipated Go Live date with CCCApply
Note: CCCTC / Help Desk requires two weeks notice*

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Begin Accepting Applications

Confirm date college(s) want to begin testing downloads in

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the Production environment

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Dependent on completion of migration of Administrator and Downloads

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to Production environment.

Confirm date college(s) will stop accepting Xap Applications**
**Confirm all terms are closed in Xap.

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For Xap CCCApply users only.
Should be the same date as your OpenCCCApply deployment date.

Confirm date college/district Xap contract expires

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Schedule Report Center Training with Tech Center

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Schedule Xap Migration Project with Tech Center

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Must have Xap Apps downloaded and formatted for import to the Report Center.

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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 

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Portal Branding

Design branding image for each college application

 College

Identify image to be used for college portal branding and send to CCCTC.
One for each college. *Important: Portal branding image must be 607 x 63 px. PNG preferred.

Submit branding image for each college application (or district application)

 College

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Forward image(s) to Development for upload

 Apply Support Team

Requires a server restart. This process may take up to two weeks to complete.
Please ensure that you have adequate time allowed for this process. 

Shibboleth IDP Installation & Authentication

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Setup Shibboleth instance for college or district

College

DIY or Vendor contract

Provide metadata to Tech Center

College 

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Forward metadata to Development for upload

Apply Support Team

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Create authentication to the PILOT Administrator and Report Center

College

The Shibboleth IDP installation generates two sets of URLs for staff to access the

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Administrator & Report Center. One set is for the PILOT environment for testing, and one set

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is to access the Production environment Administrator & Report Center.
*Note: The Tech Center does not provide these URLs. They are generated during the

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installation and customization of Shibboleth IDP for CCC Technology applications.

Ensure college Admissions staff (and other key stakeholders/users)

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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.

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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
for the Administrator & Report Center (PILOT)

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

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Ensure the check box to "Allow applications from multiple colleges for the same
term" is set correctly for each college in the District.

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This setting can be found at the bottom of the "District" tab in the Administrator. This check
box must be set correctly for each college in district in both the PILOT & Production sites.

Identify all Rules needed and add to the Administrator

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Create Email Rules Messages.

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HTML friendly. Store internal server

Create supplemental questions XML file

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Note: Security risk. Ensure no private information is collected

Define error validation messages for supplemental questions

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Important.  Ensure error messages are clear and instructive.

Load supplemental questions XML into the Administrator

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Set up Title IX Survey through the CCCTC

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Contact Tech Center to get setup on Title IX survey

Setting Up Downloads

Request download client from CCCTC

College 

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Create Download client for each college in district

Development

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Install Download Client for QA development

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See online user guide: Download Client & Setting Up Downloads

Update Download Client Transfer Jar File (if necessary)

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Direct link: OpenCCCApply Download Client Latest Version

Map Xap data fields to new OpenCCCApply system

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Identify new fields to download (e.g. – Title IX & CCCID).

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(identify new fields)

Create download format file using Format Definitions XML (template)

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Create download Job XML file (template)

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Set-up download job and point to PILOT server

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Create ability to store CCCID in SIS

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Test downloads process through to SIS.  Verify all data.

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Acceptance Testing

Create user acceptance test plan

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Execute user acceptance test cycles

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Enter in test applications in QA  

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Test full process through to SIS import process

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Schedule Report Center Training from Tech Center

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Business Operations Tasks

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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
system - before planning business process revisions. Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. 

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
application and build a checklist to ensure you have managed all aspects of messaging required.
Plan to message students clearly that you have moved to a new Application system which
requires them to create an OpenCCC account (even if they applied recently in Xap).  

Plan revisions to marketing / recruiting materials with new
application URL and Help Desk contact information.

 


Identify marketing and recruitment campaigns to determine changes required for communication
planning. Notify local high schools and other educational entities that send students to your college.

Plan messaging to students via the Xap Intro page

 

Notify students of upcoming changes via the Xap introduction page (sooner than later).
Determine a cut-off date for students who have in-progress applications and encourage them
to complete and submit or delete. 

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
application with your web master or IT staff. Prepare web master early, or include
web designers in the implementation planning process so they can begin working
on revisions and message changes early. 

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)
to schedule training for staff users. 

 

 

 

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Deployment Tasks - Production Environment

 

 

Tasks

Who's Responsible?

Notes & Supporting Documents

Confirm MOU contract has been signed and executed

Apply Support Team 

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IDP Authentication

Confirm User access to Production Administrator & Report Center

 College

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Downloads  

Order certificate and keystore move from PILOT to Production server

College / Apply Support Team

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Create Format Definitions XML for production download process

 College

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Create Job XML file for production download process

College 

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Create schedule to run download job

College

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Run downloads testing after keystore move and college is "technically" LIVE

College

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Set Up Production Administrator 

Add Primary District-Level "Add User" account for Administrator & Report Center

Apply Support Team

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Add college and district User accounts for Administrator & Report Center

College

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Export Terms from PILOT Administrator and migrate to Production Administrator

College 

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Export Majors from PILOT Administrator and migrate to Production Administrator

College 

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Update College table and District table in Production Administrator

College 

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Migrate all Rules and Email Messages to Production Administrator Rules tab

College 

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Export Supplemental Questions XML from PILOT and migrate to Production Administrator

College 

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Ensure District & College folders are created in Production Report Center

Apply Support Team

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Go Live Day Synchronization Tasks

 

 

Tasks

Who's Responsible?

Comments & Relevant Links

Notify Tech Center of planned deployment date & time

College

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Ensure all Admissions & IT staff have Help Desk information (phone and email)

College

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Ensure all Admissions & IT staff have CCCApply College Support email

College

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Ensure all Admissions & IT staff have registered for account on CCCTechnology.info

College

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At designated date & time, disable Terms in XAP to prevent new applications

College

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Audit website for Xap or other application URLs or hidden pages and remove

College


 

 

 

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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

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CCCTC

College &

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CCCTC