CCCApply has created a new, optional non-credit workflow feature in the CCCApply Standard Application. Development requirements for the first version of the new feature were designed under the guidance of the CCCApply Redesign Workgroup, the CCCApply Advisory sub-committee for Non-Credit application;
This Pilot Project Plan will outline the details of the CCCApply Non-Credit Application pilot project across the various stages of remaining pre-production development, testing and implementation.
...
Project Outline
Below is an outline of the CCCApply Non-Credit Application Pilot Project, including development and production phases:
Table of Contents maxLevel 2
College Pilot Project
- Project Overview
- Project summary & objectives
- Project Timeline
- Goals & Success Criteria
- College Participation & Requirements
- UAT Plan & Objectives
- UAT Objectives & Success Criteria
- Required Documentation
- College IT Implementation Steps
- Data Fields & Downloads
- Admin Configuration & Reports
- Feedback Process
Production Phase
- Beta Version Plan
- College participation
- UAT Plan
- College Implementation Plan
- Working with Enabling Services
- Working with Support Services
Status of Development Phase
Development requirements for the initial version of this application (v.1.0) were drafted and implemented by the CCCApply Redesign Workgroup and sub-committee for the Non-Credit Application. Details of the v.1.0 development specification can be found here: Non-Credit Change Requirements and CCCApply Non-Credit Application.
Pilot Overview
A soft launch release to a limited number of colleges for a 12-week pilot project deploy to the CCCApply pilot environment on February 2019, as part of the CCCApply release 6.4.0.
A set of pilot colleges will work with the Workgroup and sub-committee, as well as the CCCApply product development team, to ensure the initial development design and IT implementation processes meet the success criteria outlined below. A continuous feedback process has been outlined to ensure all bugs and missing critical requirements are identified and prioritized for production release.
The overarching goal for the project is to prepare the new feature for a larger scale Beta version release to more colleges in May 2019, and ultimately to production release to all colleges in June 2019.
Pilot Objectives
The objectives for the pilot project are designed to ensure that the new workflow feature meets the minimum viable feature functionality and implementation requirements to support colleges comply with changes to the state residency requirements for non-credit students.
Additional pilot objectives:
- Approved pilot colleges will commit two staff representatives to participate in the full 12-week project (One admissions office and one IT staff participants) and complete minimum UAT activities
- Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
- Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
- Pilot project management will document and share college feedback and track progress of overarching goal to meet production phase timeline
Project Timeline
A tentative schedule of project activities are detailed below (subject to change).
...
Non-Credit Pilot begins 12-Week Pilot Activities
...
Project Goals & Success Criteria
...
Ensure MVP product complies with residency-exempt requirements in AB 3101
Ensure the design and development of the Non-Credit workflow path feature & functionality meets minimum viable product requirements for use with non-credit students as mandated in AB 3101
...
Ensure product functionality meets MVP requirements for college non-credit programs
Ensure the functional design (user interface and admin configurations) meet the minimum viable requirements for the majority of college non-credit programs .
...
Ensure IT implementation is simple and fully compatible with existing Standard Application implementation
Ensure college IT implementation of the new Non-Credit workflow includes minimal risks and requires minimal reporting and admin configuration changes, and compatible data downloads changes to the CCCApply Standard Application IT setup (including pre- and post-application processes and web services)
...
- College IT successfully modifies existing Standard Application Format Definition XML file with new fields and changes to existing fields; successfully updates Download Client jar file for pilot & production
- College using SuperGlue for Apply (with College Adapter) has modified process to export the new and updated data set to staging table; College using full SuperGlue SIS process can successfully import new and updated data set to college SIS
- College admissions staff has added new Non-Credit data fields to Standard Application in the CCCApply Administrator Rules & Messages (optional);
- College admissions/research staff has modified existing Submitted Applications views and reports in the Report Center (optional).
All required Tech Center applications have Non-Credit application functionality & data
Ensure all dependent CCC Tech Center products and services have been updated with the new and revised Non-Credit Application data fields and reports are accessible to authorized college administrators and staff.
...
- Authorized researchers can access the Non-Credit data fields and reports in the CCC Data Warehouse
- All internal Tech Center product can access the new Non-Credit data fields in the Student Profile
...
Develop (generic) best practices for college support, IT, and admissions implementation of the new Non-Credit feature
Identify, test, document and publish best practices for college support of and/or implementation of the Non-Credit workflow feature functionality for (general) college admissions non-credit programs.
...
- Best practices and other knowledge base support information is authored by college users and published in the CCCApply Public Documentation sites
- Support FAQs is authored by college users and published in the Support Site
Pilot College Participation
The CCCApply Non-Credit Application Pilot project will initially consist of 6 - 8* district colleges from the CCCApply Redesign Workgroup and the CCCApply Advisory Committee's sub-committee for Non-Credit Application. Pilot project activities are scheduled across a 12-week period between February 19 - June 15, 2019.
Participating Colleges
Colleges from within the CCCApply Redesign Workgroup and the CCCApply Advisory Committee that will be participating in the project:
- City College of San Francisco
- Coastline College
- North Orange CCD
- Santa Rosa College
- Sierra College
- Cerritos College
...
Participation activities and requirements include:
- Attendance at all meetings
- Complete all UAT Implementation activities and testing goals
- Contribute to design and requirements discussions; provide feedback and support to other pilot colleges
- Contribute to the development of best practices and support materials
Pilot UAT Plan
The user acceptance testing (UAT) plan process and objectives for the CCCApply Non-Credit Application Pilot project are listed below.
- UAT Objectives & Success Criteria
- Required Documentation
- Getting to the Pilot Application
- IT Implementation Steps
- Data Fields & Downloads
- Admin Configuration
- Reports
- Feedback & Support Processes
UAT Objectives & Success Criteria
...
- New and revised Non-Credit app data fields have been added to their existing CCCApply Standard Application Format Definition XML and ran a successful job in Pilot
- Download Client for the Pilot Standard Application has been updated with latest version of the "transfer-client.jar" file in Pilot environment
- Colleges have tested downloads successfully using the Download Client
- Colleges have modified and successfully exported new data set to Glue for Apply staging table
...
Note |
---|
The Non-Credit Application workflow path feature is an Optional special implementation in the CCCApply Standard Application - All Changes Are Backwards Compatible - No Actions Required: All the front-end changes deployed in the Non-Credit Application path within CCCApply Standard Application (user interface changes, hidden pages and questions, disabling of web services, etc.) should NOT AFFECT YOUR STANDARD APPLICATION. All Non-Credit Application back-end changes are optional and not mandatory for colleges to implement. Admissions, Financial Aid, and IT staff can rest assured there are no action REQUIRED by colleges that do not wish to implement the Non-Credit Application. |
Required Documentation
Technical specifications for the Non-Credit Application feature in the Standard Application are included in the CCCApply Standard Application Data Dictionary.
Change Specification: 2018-18R: New Race & Ethnicity Implementation 2018
Data Dictionaries: CCCApply Standard Application Data Dictionary v.2018.2
Getting to the Pilot Environment
Pilot colleges can begin previewing and testing the new Non-Credit Application feature after the CCCApply 6.4.0 pilot release on February 19, 2019.
Non-Credit Application URL
Accessing the Non-Credit application workflow path within the Standard Application requires a separate, college-specific URL. This unique, college-specific URL is one of the key characteristics that partitions the non-credit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Non-Credit URL from those started from the original Standard Application URL.
The list of Non-Credit URLs can be found here.
When a user starts and submits a Non-Credit Application (using the college-specific URL) the new Non-Credit Status flag is set to True, which is appended at the end of the URL.
Example: http://opencccapply.net/welcome=MIScode=XXX/nonCredit=true
College IT Implementation Steps
Follow the steps below to setup the Non-Credit Application workflow feature to conduct user acceptance testing:
...
- Land on the Enrollment page and complete the required fields:
- Select a Term, Education Goal
- Select a Major Category and Major/Program of Study
...
- Note that the Confirmation number begins with a "NC-" preview
...
- Add the new data fields to your existing Standard Application Format Definition XML file for the Pilot environment:
- Non-Credit Status = <non_credit>
- Integrity Flag 81 = <integrity_fg_81>
- Note all specified data field changes (new values, formats, logic, etc.) as specified in the Change Log of the CCCApply Standard Application Data Dictionary v.2019.1
- Review data dictionary specification information for these fields
...
- NOTE: The 'transfer-client.jar" file has the same as the download client jar file
- Refer to the latest version of the Download Client User Guide v.2019.1
- Refer to the Download Client User Guide for instructions on replacing and running the Jar file for each application in each environment (Pilot and Production).
...
...
CCCApply has created a new, optional non-credit workflow feature in the CCCApply Standard Application. Development requirements for the first version of the new feature were designed under the guidance of the CCCApply Redesign Workgroup, the CCCApply Advisory sub-committee for Non-Credit application;
This Pilot Project Plan will outline the details of the CCCApply Non-Credit Application pilot project across the various stages of remaining pre-production development, testing and implementation.
Product information is available here: CCCApply Non-Credit Application
/wiki/spaces/OPENAPPLY/pages/846561851
Pilot Project UAT: Non-Credit Application (see link below in Outline)
Pilot Project UAT Slide Deck: Non-Credit Pilot UAT Plan
...
Project Outline
Below is an outline of the CCCApply Non-Credit Application Pilot Project, including development and production phases:
Table of Contents maxLevel 2 absoluteUrl true
Production Phase (coming)
- Beta Version Plan
- College participation
- ES Training Plan
- College Implementation Plan
- Working with Enabling Services
- Working with Support Services
Status of Development Phase
Development requirements for the initial version of this application (v.1.0) were drafted and implemented by the CCCApply Redesign Workgroup and sub-committee for the Non-Credit Application. Details of the v.1.0 development specification can be found here: Non-Credit Change Requirements and CCCApply Non-Credit Application.
...
Pilot Overview
A soft launch release to a limited number of colleges for a 12-week pilot project deploy to the CCCApply pilot environment on February 2019, as part of the CCCApply release 6.4.0.
A set of pilot colleges will work with the Workgroup and sub-committee, as well as the CCCApply product development team, to ensure the initial development design and IT implementation processes meet the success criteria outlined below. A continuous feedback process has been outlined to ensure all bugs and missing critical requirements are identified and prioritized for production release.
The overarching goal for the project is to prepare the new feature for a larger scale Beta version release to more colleges in May 2019, and ultimately to production release to all colleges in June 2019.
Pilot Objectives
The objectives for the pilot project are designed to ensure that the new workflow feature meets the minimum viable feature functionality and implementation requirements to support colleges comply with changes to the state residency requirements for non-credit students.
Additional pilot objectives:
- Approved pilot colleges will commit two staff representatives to participate in the full 12-week project (One admissions office and one IT staff participants) and complete minimum UAT activities
- Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
- Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
- Pilot project management will document and share college feedback and track progress of overarching goal to meet production phase timeline
Project Timeline
A tentative schedule of project activities are detailed below (subject to change).
Date | Description | Release |
---|---|---|
February 19 | CCCApply 6.4.0 release to the CCCApply Pilot environment (see Release 6.4.0 Summary Notes) | CCCApply 6.4.0 Pilot |
February 19 | Non-Credit Application 1.0 - Soft launch release to the CCCApply Pilot environment | Non-Credit v.1.0 Pilot |
February 20 - 28 | Non-Credit Pilot begins 12-Week Pilot Activities | |
March 15 | CCCApply 6.4.0 Production release (see Release 6.4.0 Summary Notes) | CCCApply 6.4.0 Prod |
April 8 | Non-Credit Application (v.1.x) Pilot Update (Tentative) | Non-Credit v.1.1 Pilot |
April 15 | Deadline for development changes and bug fixes (Tentative) | |
May 9 | Code freeze for CCCApply 6.5.0 Pilot Release and Non-Credit App v.1.2 | |
May 15 - 22 | Non-Credit Pilot officially ends - last meeting | |
May 31 | CCCApply 6.5.0 Pilot release (includes the Non-Credit Application 1.2 Pilot release) | CCCApply 6.5.0 Pilot |
June 28 | CCCApply 6.5.0 Production release (includes the Non-Credit Application 1.2 Production release) | CCCApply 6.5.0 Prod |
...
Project Goals & Success Criteria
Goal | Success Criteria |
---|---|
Ensure MVP product complies with residency-exempt requirements in AB 3101 Ensure the design and development of the Non-Credit workflow path feature & functionality meets minimum viable product requirements for use with non-credit students as mandated in AB 3101 |
|
Ensure product functionality meets MVP requirements for college non-credit programs Ensure the functional design (user interface and admin configurations) meet the minimum viable requirements for the majority of college non-credit programs . |
|
Ensure IT implementation is simple and fully compatible with existing Standard Application implementation Ensure college IT implementation of the new Non-Credit workflow includes minimal risks and requires minimal reporting and admin configuration changes, and compatible data downloads changes to the CCCApply Standard Application IT setup (including pre- and post-application processes and web services) |
|
All required Tech Center applications have Non-Credit application functionality & data Ensure all dependent CCC Tech Center products and services have been updated with the new and revised Non-Credit Application data fields and reports are accessible to authorized college administrators and staff. |
|
Develop (generic) best practices for college support, IT, and admissions implementation of the new Non-Credit feature Identify, test, document and publish best practices for college support of and/or implementation of the Non-Credit workflow feature functionality for (general) college admissions non-credit programs. |
|
...
Pilot College Participation
The CCCApply Non-Credit Application Pilot project will initially consist of 6 - 8* district colleges from the CCCApply Redesign Workgroup and the CCCApply Advisory Committee's sub-committee for Non-Credit Application. Pilot project activities are scheduled across a 12-week period between February 19 - June 15, 2019.
Participating Colleges
Colleges from within the CCCApply Redesign Workgroup and the CCCApply Advisory Committee that will be participating in the project:
- City College of San Francisco
- Coastline College
- North Orange CCD
- Santa Rosa College
- Sierra College
- Cerritos College
Participation Requirements
Participation activities and requirements include:
- Attendance at all meetings
- Complete all UAT Implementation activities and testing goals
- Contribute to design and requirements discussions; provide feedback and support to other pilot colleges
- Contribute to the development of best practices and support materials
...
Pilot UAT Plan
The user acceptance testing (UAT) plan process and objectives for the CCCApply Non-Credit Application Pilot project are listed below.
- UAT Objectives & Success Criteria
- Required Documentation
- Getting to the Pilot Application
- IT Implementation Steps
- Data Fields & Downloads
- Admin Configuration
- Reports
- Feedback & Support Processes
UAT Objectives & Success Criteria
See Non-Credit UAT Plan Slide Deck
UAT Objective | Success Criteria |
---|---|
IT Implementation Steps & Testing |
|
Data Fields & Downloads Configuration Testing |
|
MVP Admin Configuration (Optional) Testing |
|
Modifying & Running Non-Credit App Reports Testing |
|
Using the Pilot Feedback & Support Process |
|
Note |
---|
The Non-Credit Application workflow path feature is an Optional special implementation in the CCCApply Standard Application - All Changes Are Backwards Compatible - No Actions Required: All the front-end changes deployed in the Non-Credit Application path within CCCApply Standard Application (user interface changes, hidden pages and questions, disabling of web services, etc.) should NOT AFFECT YOUR STANDARD APPLICATION. All Non-Credit Application back-end changes are optional and not mandatory for colleges to implement. Admissions, Financial Aid, and IT staff can rest assured there are no action REQUIRED by colleges that do not wish to implement the Non-Credit Application. |
...
Required Documentation
Technical specifications for the Non-Credit Application feature in the Standard Application are included in the CCCApply Standard Application Data Dictionary.
Change Specification: 2018-18R: New Race & Ethnicity Implementation 2018
Data Dictionaries: CCCApply Standard Application Data Dictionary v.2018.2
Getting to the Pilot Environment
Pilot colleges can begin previewing and testing the new Non-Credit Application feature after the CCCApply 6.4.0 pilot release on February 19, 2019.
Non-Credit Application URL
Accessing the Non-Credit application workflow path within the Standard Application requires a separate, college-specific URL. This unique, college-specific URL is one of the key characteristics that partitions the non-credit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Non-Credit URL from those started from the original Standard Application URL.
The list of Non-Credit URLs can be found here.
When a user starts and submits a Non-Credit Application (using the college-specific URL) the new Non-Credit Status flag is set to True, which is appended at the end of the URL.
Example: http://opencccapply.net/welcome=MIScode=XXX/nonCredit=true
...
College IT Implementation Steps
Follow the steps below to setup the Non-Credit Application workflow feature to conduct user acceptance testing:
- Paste your college-custom Non-Credit App URL for the Pilot enviornment into a new Chrome browser window and navigate to the CCCApply sign-in page
- If you have a Pilot OpenCCC test account, click "Sign In". Landing in your My Applications page, click on "Start a New Application"
- If you don't have a Pilot OpenCCC test account, click on "Create an Account" and follow the three page account creation process
- From your My Applications page, click on "Start a New Application".
- Land on the Enrollment page and complete the required fields:
- Select a Term, Education Goal
- Select a Major Category and Major/Program of Study
- Land on the Enrollment page and complete the required fields:
- Complete the required pages in the Non-Credit app workflow
- Complete the Enrollment page
- Complete the Account Information/Mailing page
- Complete the Education page
- Complete the Needs & Interests page (optional)
- Complete the Demographic Information page (optional)
- Complete all remaining required portions of the application and submit the application
- Review your application responses on the Submission page (optional)
- Complete the Consent to Release Information checkboxes (required)
- Complete the Submission requirements (required)
- After submission, note the application's Confirmation number (App_id) and your CCCID.
- Review the confirmation screen and note your confirmation number for the Non-Credit application version you just submitted:
- Note that the Confirmation number begins with a "NC-" preview
- Continue to the Student Satisfaction Survey and complete the survey (optional)
- Continue down the page and review the Special Links & Opportunities for your application
- Click "Finish & Sign-Out" or if MyPath college, click "Finish and continue to MyPath" (confirm)
- Return to the My Applications page and locate your submitted Non-Credit application in the submitted applications Table
- Note the confirmation number begins with a "NC-" prefix
- Sign out of My Applications
- Add new Non-Credit App data fields to existing CCCApply Standard Application Pilot download files
- Add the new data fields to your existing Standard Application Format Definition XML file for the Pilot environment:
- Non-Credit Status = <non_credit>
- Integrity Flag 81 = <integrity_fg_81>
- Note all specified data field changes (new values, formats, logic, etc.) as specified in the Change Log of the CCCApply Standard Application Data Dictionary v.2019.1
- Review data dictionary specification information for these fields
- For help updating your Format Definition file, see the CCCApply Download Client User Guide
- Add the new data fields to your existing Standard Application Format Definition XML file for the Pilot environment:
- Update your existing Download Client Jar File with new version (v.6.4.0 for Pilot release)
- Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.4.0).
- NOTE: The 'transfer-client.jar" file has the same as the download client jar file
- Refer to the latest version of the Download Client User Guide v.2019.1
- Refer to the Download Client User Guide for instructions on replacing and running the Jar file for each application in each environment (Pilot and Production).
- Run a test download Job in the Pilot environment.
- Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.4.0).
- Optional Admin Configuration Changes for Non-Credit Application
- Navigate to the Pilot CCC Administrator (CAP) and login using existing user account credentials
- Select "CCCApply Administrator" from the Applications menu on the homepage
- From the CCCApply Administrator home page, select "CCCApply" from the Applications menu
- Select your college from the College selection menu bar
- Select "Messages" from the Modules menu bar
- Click on Add new Message and create a custom Message using the new CCCApply Non-Credit Status field <non_credit>
- Save Message
- Select "Rules" from the Modules menu bar
- Click on Add New Rule button and create a custom rule using the new <non_credit> = True field in the code editor
- Reference the new Message created in the Messages module that includes the new non-credit status merge field
- Select the Majors module from the Modules menu bar
- Click on Add New Major button and complete a new test Major, populating the following fields:
- Major Code
- Major Name
- Major Start Date
- Major End Date (or select No End Date)
- Major Category = create new category called "Non-Credit Programs" and enable the tag for this new Major
- Save New Major
- From the Majors Summary Table, select a test major row and click "Edit Major"
- In the Major Category field, add "Non-Credit Programs" for this test majory
- Repeat the process for 1-3 addition test Majors
- Click on Add New Major button and complete a new test Major, populating the following fields:
- Repeat steps 1 - 4 - start a new Non-Credit application and navigate to the Enrollment page
- Complete the Term field
- Select an Education Goal
- In the Major Category menu, confirm that "Non-Credit Programs" is a category in the list, and select that category
- In the Intended Major/Program of Student field menu, confirm that only the majors tagged with the Non-Credit Program tag are displaying in the Major Category filter/menu
- Select one of the majors tagged as a Non-Credit Programs
- Ensure the new Non-Credit Application data fields are appearing as reportable fields in the CCC Report Center
- Navigate to the CCC Report Center and login with your existing Pilot user account
- Navigate to "Create New Ad Hoc View" from the main menu on the homepage
- running reports Status Flag is rnning reports
- Repeat the process for the Production environment.
...
New & Changed Data Field Information
...
Data Field Name | Type | Data Element | Format / Length | Downloadable | Report Center / Admin Rules | Application |
Non-Credit Status | New data field | <non_credit> | Yes | Yes | CCCApply Standard & Non-Credit | |
Integrity Flag 81 | New flag | <integrity_fg_81> | boolean, 1 | Yes | Yes | CCCApply Standard & Non-Credit |
Residency Status | ||||||
Note |
---|
Non-Credit Application - Full Data Set in Glue for Apply The new Non-Credit Application data values will be included in this release, passed directly to colleges using the Glue for Apply feature. |
...
Updating Your Existing Download Files
...
Update the Download Client Jar File
To update your Download Client Transfer file for the Production environment, the process is the same as the Pilot environment update. The same jar file is used for both environment.
In your installed Production Download Client directory, replace the following files:
...