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Online Meeting Information

This meeting will be held online via Zoom.

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titleMeeting Information

Date    Wednesday, June 13, 2018

Time   1:30PM - 3:30PM 

Location  Online Zoom

Expand
titleClick here to see the Zoom meeting information...

Zoom Information

Join from PC, Mac, Linux, iOS or Android: https://cccconfer.zoom.us/j/612595691

MEETING ID: 612 595 691

Use VoiP or Call TOLL Telephone:  Dial: +1 408 638 0968 (US Toll) or +1 646 876 9923 (US Toll)

NOTE:  Please note that the numbers above are not toll-free. If possible, please try to call in using your computer speakers and microphone (VoiP).

This meeting requires online and/or telephone access for up to 2 hours. Please navigate to the Zoom URL link above and use your computer speakers and microphone for a toll-free meeting session.



Agenda

TIMEDESCRIPTIONSPEAKER

12:00 PM

Roll Call

Leahy

Approval of May 2 Meeting Minutes 

Murguia

Nomination of 2018-2019 Steering Committee Officers - Term of Service from July 1 - June 30, 2019 Leahy

2019 Workshop - Secure a Host College (suggest Sac City)Murguia

Update on CCCApply Residency Sub-Committee 

Donohue, Pena

Update on CCCApply Redesign Workgroup Donohue, Pena, Calhoon

Update on MIS Reporting Changes (report on meeting with Todd Hoig, CCCCO on May 14)

Pena

Update on CCCApply 2018 Release (and Roadmap Update)

Recruiting colleges to TEST the new Administrator Upgrade features beginning June 29 - July 25

Donohue

Update on Change Requests pending and discussion about Change Management process overhaul

Donohue

Sub-Committees Update:  International ApplicationAlvarado

Close MeetingMurguia

PARKING LOT ITEMS

  • Workshop Survey Results - Need help reviewing and consolidating results
  • Communication to the Workshop attendees about the Annual Update, Spam Filter, and how to participate in the Steering Committee
  • Communication to colleges about the Public Documentation space & CCCApplyproject.org
Murguia / Leahy / Pena


Table of Contents
minLevel2

Anchor
roll-call
roll-call
Roll Call

2018 Steering Committee Member Roster

Expand


2018 - 2019
CCCApply STEERING COMMITTEE MEMBERS

✓

Name

District

✓

Name

District

✓

Name

District


Ali Salinas (IT)Riverside City College - RCCD
Joshua RosalesEl Camino CCD

Richette Bell

Compton CCD


Anna SalazarLos Angeles CCD - ELAC

Karen Sea

San Joaquin-Delta CCD





Angela Embry 

El Camino CCD


Leigh Ann Unger

Rio Hondo District


Rozen Bondoc

Chabot-Las Positas


Ben Guzman

South Orange CCD


Mark DeAsis

Riverside CCD


Satish Warrier

Contra Costa CCD


Betty Glyer-Culver

Los Rios CCD


MaryLou Leyba

San Francisco CCD


Stephanie Murguia

Cerritos CCD


Chris TruongRancho Santiago CCD
Maury Pearl  -ResearcherLos Angeles CCD



Christian AlvaradoSouth Orange CCD -Saddleback
Michael WardRancho Santiago CCD
Tina Mani San Joaquin Delta CCD

Cindy Gonzales

Los Rios CCD





Tuyen Nguyen

Rancho Santiago CCD


Clark Ray

Santa Rosa CCD


Michelle PenaKern CCD

Vince Orton

Cerritos CCD


Craig Hayward

Kern CCD
Mitchell LeahySanta Rosa CCD
Will Minnich/Susan LorenzoSan Mateo CCD

Greg Aycock (research)Riverside CCD (Norco)
Olivia Alvarado -ITLos Angeles CCD



Hieu HoangEl Camino CCD
Pam MerySan Francisco CCD




Janice Love (research)

Rancho Santiago CCD


Paulette LinoChabot-Las Positas CCD



Jason RalphsLos Rios District - ARC
Quyen Lu/Wanda Wong

San Francisco CCD




CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER
X

Gary Bird

CCCCO

X

Mike Quiaoit

CCCCO

XDeb Barker-GarciaCCCCO
X

Tim Calhoon

CCCTC

X

Patty Donohue

CCCTC

XOmid P.CCCCO



Anchor
2018-meeting-schedule
2018-meeting-schedule
2018 Committee Meeting Schedule

Expand


DayDateDescriptionTypeTimesLocation
TuesJanuary 302018 Appreciation Dinner In-Person - Dinner Celebration7:00 pm - 10:00 pmMangia Mangia Restaurant, Albany, CA  >> Directions
WedJanuary 31CCCApply Steering Committee Meeting - January 2018In-Person - Regular Meeting10:00 am - 3:30 pmContra Costa College - Room TBD
WedMarch 28/wiki/spaces/PD/pages/228032712In-Person - Workshop9:00 am - 4:00 pmOrange Coast College - Meeting Rooms & Cafeteria
TuesApril 3UNPLANNED MEETING - Called to discuss MIS Data ChangesOnline 3:00 pm - 4:30 pmONLINE
TuesMay 2

Post CACCRAO Conference - April 29, 2018 - May 2, 2018

In-Person - Short Meeting12:00 pm - 2:00 pm

Sacramento, CA - Holiday Inn Oldtown

WedJune 13CCCApply Steering Committee MeetingOnline - Regular Meeting1:30 pm - 3:30 pmONLINE
WedJuly 25CCCApply Steering Committee MeetingIn-Person - Regular Meeting10:00am - 3:00pmNorco College - Riverside CCD - close to Ontario Airport
WedSeptember 26CCCApply Steering Committee MeetingOnline - Regular Meeting1:30 pm - 3:30 pmONLINE
WedNovember 14

CCCApply Steering Committee Meeting

(Set our 2019 calendar during this meeting)

Online - Regular Meeting1:30 ppm - 3:30pmONLINE


Reminders and invitations with call-in zoom info will be sent out in advance of each meeting.  Mark your calendars now!

Nomination of 2018-2019 Steering Officers

CCCApply Steering Committee Chair, Vice Chair, and Secretary need to be nominated and approved by early June - to give time for transition. 

A description of the offices were provided in the survey.

Link to survey results:  


Discussion:

Please - we encourage you to nominate yourself for one of these offices. 


Update:  2019 Workshop 

What progress has been made?

Michelle Pena is current Vice Chair and comments that the role of the Vice Chair is a big job because it is responsible for the Annual Workshop. As we've experienced, rushing to put this together in a short amount of time is too hard, too onerous on the V.C. and we really need full participation from the committee at this Workshop, throughout the year and during the annual conference.  

Confirm a HOST COLLEGE FOR 2019 by end of August 2018.

Update: MIS Reporting Requirements 

Meeting held on May 15 with Todd Hoig and Bryan Dickason to discuss which MIS reporting requirements affect CCCApply and what we need to do to comply.

(Patty has notes from meeting - will add them here)

No changes are required to meet the required fields below.

Recap from Steering meeting on April 3

MIS Amended to include new reporting elements (SB amended)

  • Sexual Orientation (Want added to downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
  • Transgender (Want added to the downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language)
  • CCCID - You're already getting this now.
  • SSID (maybe needed for the on-boarding process) Need support from the CO (Ask Tim to take the lead on this). 
  • Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23.pdf (review this at next meeting)

memo180302.docx

SB35.pdf

SB23.pdf

Other fields that follow Adult Ed (data elements) - intrusive list of questions that will add a great deal of questions to the application

Residency Review Sub-Committee Update

(Patty will add update information here.  Sub-committee suspended for short-term until the CCCApply Redesign Workgroup has completed their work and new 18/19 workplan is confirmed.)


CCCApply Redesign Effort

(CC Foundation - Ideas42 - Behavior Science Study on CCCApply UX - AB3101 - Discuss the issues and the facts behind this bill. )

During the May 2 meeting, Omid Pourjanzani attended our meeting and discussed the importance of the CCCApply application and the focus it is getting across the state.  

Based on legislation: AB3101

A grant ($500K) based on a student behavior 

Where can changes be made in the application.

CCCApply Redesign Workgroup is underway.  (Request to halt duplicate efforts 

CCCApply 2018 Release Update

CCCApply June 2018 Release

The CCCApply annual update for June 2018 consists of:

New CCCApply Administrator 

  1. Mostly feature parity (which mean, all the same feature functionality as currently exists in the current Administrator)
  2. New Features include:
    1. Major module - 2 new filters - Major Category & Ed Goal Alignment 
    2. SPAM Filter 


NEW DATES!

Pilot Release - June 28 (Pilot Preview begins)
Production Release - July 27 

(Click to see the 2018 Roadmap below)

Expand



Applications / Projects

Q3   Jan 1 - Mar 30

Q4  Apr 1 - June 30

Q1  July 1 - Sep 30

Sub-Committee Projects


OpenCCC Account

Development

  • Requirements for converting pages (UI and style guide) to responsive design
  • Sprint development on responsive design
  • Requirements for integration to MyPath

Release: 2018 Annual Update - NEW DATES

Pilot Release - JUNE 28

Prod Release - JULY 27

*Release timeline based on Admin launch

Requirements:

Per TCI Grant Work Plan 17/18 - work to get CCCID registered as an official MIS Data Element.

CCCApply UX Review

CCCApply Applications

  • Apply Standard
  • Apply International
  • CC Promise Grant

Development

  • Requirements for UI upgrade across all three applications
  • Administrator integration
  • DW API
  • SPAM Filter - Back-end / API
  • SPAM Filter - Research PILOT
  • Promise Grant Auto-population
  • Promise Grant MyPath integration
  • Requirements for converting all three apps to responsive design
  • Sprint development on UI upgrade

Release: 2018 Annual Update

Development

  • Sprint development on approved CRs
  • Finish remaining Administrator integration
  • SPAM Filter UI complete
  • Sprint development converting all three apps to responsive design

Post-Release Activities

  • New UI + responsive design
  • Integration of Promise Grant to MyPath
  • Administrator integration

Development

  • Requirements for CCCApply 3.0
  • MyPath Workflow Enhancements



CCCApply UX Review

Residency Review

Promise Grant & IA UX Reviews

Research & Data Security Review

CCCApply Administrator

 Development (Feature Parity)

  • Re-write all modules  (database, API, backend code, integration, UI) in new architecture / infrastructure
  • Majors Module - feature enhancements (implement new filters for meta majors & guided pathways)

Release: MVP (CCCApply Modules)

Development: 

90% Feature parity of existing Admin modules
10% NEW features & functionality

Final migration of User to new CCC Administrator
Final migration of Data to CCCApply Admin 2.0 
End of Life planning

(End of Life)

Administrator UX Review

CCC Administrator

Admin Product Launches

  • CANVAS College Adapter (Glue) 2.5 - January
  • Data Warehouse 1.0 = March 

Ongoing Development

  • Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API)
  • CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface)
  • Requirements for central architecture re-design to support API framework and authentication for project integration

PMO

  • Accessibility Review (CCCApply UI screens) = January 21 (TBD) 
  • Security & ARC Review (All applications modules + CAP) = TBD, before end of February

TEST Release MVP to support ETL process, Accessibility Review - mid January 2018

Operations
Steering sub-committee meetings; Review demos
Documentation Drafts
Enabling Services Transition Plan
Communication Plan & Schedule
Support & Training Plan
Migration Planning 


Release: Admin Product Launch:

CCCApply Modules:

  • PILOT = JUNE 28
  • PROD = JULY 27*


Ongoing Development

  • Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API)
  • CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface)


Operations
Migration process complete on June 28
Proxy integrations complete by May 20
Documentation Final Drafts published June 28
Enabling Services Transition Plan Final June 15


Admin Product Launches

  • Course Exchange 3.0
  •  TBD


 

Administrator UX Review


CCC Report Center

On Deck:  Jasper Upgrade (TBD)

Re-prioritized

Move existing version to new SSO for Admin 2.0

Planning additional release during Summer 2018 to upgrade to latest version of Jasper Reports.

End-of-Life (EOL)


CCC SSO Proxy

Release: SSO Proxy Upgrade 1.8.0 

Enhancements & Bug Fixes

Pilot Release:  January 12
Prod Release: January 19

Operations

College/District proxy integrations continue

NOTE: ALL CCCApply colleges MUST complete proxy integration for CCC Administrator release

Operations

College/District proxy integrations continue




Tech Projects - Ongoing


Q3 

Q4

Q1 2018/19

Sub-Committee Projects

SPAM Filter Utility

View file
nameCCCTC Spam Filter Status Update.pptx
height150

Research & Development

  • Continue project work with Seyvu (Infiniti) and Apply dev team on development (opt-in utility that will require commitment from PILOT colleges.

Release Plan

  • SPAM Filter back-end API complete
  • SPAM Filter user-interface screens in CCC Administrator complete
  • Pilot colleges testing
  • Documentation drafted
  • Before & After research

Admin UX Review

CCCApply UX Review

Research & Data Security Review

Data Security

Spam Filter Web Service development

CCCID registered in MIS Data Element Dictionary

Architectural Configurations
Research & Data Security Review

MyPath Workflows & Integration

Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.

  • Integration of OpenCCC Account into MyPath
  • Integration of CC Promise Grant into MyPath workflow
  • Streamline workflows and re-directs
Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.

CCCApply UX Review

Residency Review

Promise Grant & IA UX Reviews

Research & Data Security Review

Admin UX Review

CCC Report Center

Requirements:

Prepare for upgrade to Jasper 6.4.2

Plan, Test, Move, Test

Integrate existing version with new Admin SSO - June 29, 2018


Upgrade planned to Jasper 6.4.2

Plan, Test, Move, Test


Research & Data Security Review

Admin UX Review

Accessibility Priorities

Pre-Review Activities

  • Work with CAO on internal review of OpenCCC & CCCApply UI upgrade development (early)
  • Work with CAO on internal review of CCCApply admin modules in CCCAdmin (early)
  • Update report to punt major revisions of CCCApply to next version (3.0)

Pre-Release Reviews

  • Schedule and pass internal review of OpenCCC & CCCApply UI upgrade screens;
  • Schedule and pass internal review of CCCApply admin modules in CCCAdmin (early)
  • Requirements:  CCCApply 3.0 accessibility updates (where are we at wrt new direction?)

CCCApply UX Review

Admin UX Review


2018 Sub-Committees

Note

Call for Volunteers: Please Support the CCCApply Steering Committee by volunteering for one or more sub-committees in 2018. 


2019 Workshop 

Planning for the 2019 Workshop

  1. Host College - looking for a facility - we need volunteers.  The The 2019 Workshop should be held in NorCal-Central-Bay Area this year (every year we alternate between NorCal, Bay Area, Central and SoCal. 
  2. Last month the committee started the discussion of locating a host College for the 2019 Workshop.  The ideal criteria that we need for the facility:
  • Close to an Airport
  • Break-out rooms that can hold 100
  • General session room that can hold up to 300

SuggestionsSome of the suggestions to check out:

  • Mission
  • Sac City
  • Chabot
  • San Jose City


International Sub-Committee

On June 7, Patty met with Olivia Alvarado and Abby Watson from LACCD to discuss getting an International sub-committee meeting scheduled and outreach to the colleges who've adopted IA so far, as well as the colleges who are piloting or in-process of adoption. Suggestion was to make sure meetings are scheduled way in advance - especially during the summer months - and keep the meetings short, online, and around 3pm -out of respect for the colleges that only have one staff member working international admissions and can't leave their offices in the middle of the day. 

International sub-committee should include a mix of users and other international admissions staff getting ready (adoptees). 

Expand
titleClick here to see list of 2018 sub-committees...


CommitteeDescriptionOBJECTIVESChair / Members
Annual WorkshopThis committee provides coordination and planning support for the Annual CCCApply Workshops. 

Objectives for 2019:

Planning 2019 Workshop in Nor Cal

Set location and host college

Using feedback from past workshop and asking for sessions

Try Sac City again.

  • Rick S.
  • Michelle 
  • Patty
  • Stephanie
  • Mitch
  • Mark Cohen
  • Christian Alvarado
CCC Administrator UX & Design Advisory Committee 

HIGH PRIORITY

A dedicated committee of IT and admission staff are needed to support the new CCC Administrator (new central admin configuration tool for CCCApply, Promise Grant, Canvas College Adapter, and all systemwide CCC Tech Center applications currently under-development and in-production for college admin, faculty and staff.

Meet weekly (TBD) from May 26 through June 30, 2018 to support testing, migration, and implementation for colleges moving to the new CCCApply Administrator (Pilot).  

  1. Support CCCApply product manager with migration and implementation testing;
  2. Help gather requirements development effort / user stories / requirements
  3. Pilot colleges to support migration and implementation
  4. Help update User documentation drafts

  5. will support the CCCApply product manager with design, user experience, workflows and migration testing. 

    CCC Administrator 

  • Richette
  • Mitch
  • Will M.
  • MaryLou
  • Michelle
  • Tuyen
  • LeeAnn
  • Christian
  • Ben Guzman
Residency Review CommitteeOngoing advisory committee to support and advise on CCCApply residency related issues and change requests.
  • Short-term objective:  Support Steering Committee and product manager on all residency logic issues, changes, and enhancements.
  • Long-term objective: Deep dive analysis of current residency algorithm to recommend enhancements to streamline questions and steps to determine preliminary residency status in CCCApply. 
    • Can we shorten the residency questions and still calculate residency status accurately?
    • Do we need all the existing questions?

Need Advisory team leader and volunteers

Stephanie Murguia
Michael Q.
Tina Mani
Richette Bell
Michelle Pena
Mitch Leahy
Jason Ralphs
Chris Truong
Jason Ralphs


Michael Q. will send out doodle poll for these interested folks soon.

CCCApply Research & Legislation Advisory Committee

Support and advise the CCCApply product manager and CCCTC executive leadership team on research and analysis related to legislation and systemwide mandates. 


Areas to explore:

  • Non-credit Admissions Application
  • Can the language in Terms of Use be modified to better serve students, colleges, MyPath matriculation process, non-credit students? - what can be done within the parameters of FERPA, COPPA, and Ed Code/Title V 

Ask Gerald Sequiera (also a lawyer) could he support this effort

Gerald Sequeria - Ask if he can participate

  • Olivia Alvarado - LACCD
  • Mitch Leahy - Santa Rosa
  • Will Minnich - San Mateo 
  • Betty Glyer-Culver - Los Rios
/wiki/spaces/PD/pages/364381586

Support and advise the CCCApply product manager and development teams on enhancing the design and user experience of the existing CCCApply legacy applications to best support CCC students and comply with state, local, and federal education laws and regulations.

Send general email out to this group and look for time to meet.  

Meet monthly through December 31, 2018.

  1. Support design & development effort / requirements
  2. UI/UX innovations, ways to enhance existing app without full rewrite
  3. Requirements for next version of CCCApply (data collection / form engine)

Review change requests related to UI/UX

Moving the Personal Information 

  • MaryLou
  • Mitch 
  • Michelle
  • Betty G.C.
  • Anna 
  • Jason
  • Paulette
  • Will - Skyline 
  • Angela 
OpenCCCApply MyPath Integration Advisory Committee

OBJECTIVE: Work together with the CCCApply UX committee to advise design user interface and user experience for integration of OpenCCC & CCCApply applications into the MyPath matriculation workflow.

IMPORTANT - Confirm the objective(s) above with Tim and the Grant 18/19 Work plan 

Suggested support/sub-committee chair:  Rick Snodgrass

Meet monthly (or more frequently) through December 30, 2018.

  1. Support the greater CCCApply Steering Committee gather user stories & requirements for integrating OpenCCCApply applications into the MyPath Student Services Portal and matriculation workflows;
  2. Enhance design & user experience of current Apply>MyPath integration
  3. Review and approve change requests pertaining to MyPath integration

NEW! CC Promise Grant Application UX & Design Advisory CommitteeProvide support and feedback to the CCCApply product manager as we work with the CCC Chancellor's Office to streamline the CC Promise Grant application process.   The 2018 roadmap includes auto-population of data from most recent CCCApply admission application, OpenCCC Account information, and previous year's BOG application to expedite the student user experience.Meet monthly through December 31, 2018 to gather requirements for September 2018 release. Need a dedicated team of review existing logic, design, experience, data fields and documentation to suggest enhancements. NEED
CCCApply Data Security Advisory CommitteeSupport and advise the CCCApply product manager and CCCTC executive leadership team on critical issues related to OpenCCC and CCCApply data, security, and other system-wide data issues,

Meet monthly through December 31, 2018. 

  1. Gather requirements for CCCApply data deep freeze project;
  2. Review and provide feedback of the existing CCC Report Center public report templates;
  3. Support the CCC Tech Center's CISO with security awareness training, communication and documentation.
  • Cindy Gonzales
  • Will Minnich (proposed)
  • Satish Warrier (proposed)
International Application UX & Design Advisory CommitteeA sub-set of the CCCApply Steering Committee comprised of international admissions specialists - dedicated to the design, development, and details of the CCCApply International Application to ensure accuracy, user-efficiency, and compliance with state, local, and federal rules and regulations for international students. 

Meet monthly (or more frequently) through December 31, 2018.

  1. Support the greater CCCApply Steering Committee with state, federal, and local international admissions policy counsel  
  2. Enhance design & user experience of the International Application
  3. Review and approve change requests pertaining to IA application
  4. Work on integration plan for incorporating IA questions & data fields into Standard Application for planned Universal Form Engine*
  • Olivia Alvarado
  • Mitch Leahy
  • Anna Salazar




Anchor
change-requests
change-requests
Change Requests Pending

  1.  2018 NEW (Unheard) Change Requests
  2. Approved Changes Deferred


Steering District Roster: Approval Poll Table

Expand


#

District


Vote
1

Cerritos CCD

Southern
2

Chabot-Las Positas District

Southern
3

Contra Costa CCD

Bay Area
4

El Camino CCD 

Southern
5Kern CCDCentral
6Los Angeles CCDSouthern
7Los Rios CCDNorthern
8Rancho Santiago CCDSouthern
9Rio Hondo CCDSouthern
10Riverside CCDSouthern
11San Francisco CCDBay Area
12San Joaquin-Delta CCDCentral
13San Mateo CCDBay Area
14Santa Rosa CCDNorthern
15South Orange CCDSouthern
16CCCTC
17CCCCO

2017 Steering Committee

3 = Bay Area Region

2 = Northern Region

2 = Central Region

8 = Southern Region