Copy of CCCApply Steering Meeting Agenda & Minutes - March 7, 2017

Zoom URL & Meeting ID

Agenda

Roll Call & Approval of Minutes & Action Items

1. Quorum met -
2. Attendees missing - 
3. Minutes Approved - 
4. Action Items completed -

ROSTER: Click Expand to see current roster.

Update on Research Projects

• Application Completion Time
• Abandoned Applications
• Student Satisfaction Survey

Whitepaper Update

CCCApply News & Stats

Application Stats as of March 7

• OpenCCC Student Accounts: 3,761,198
• Apply applications: 5,083,651
• BOG applications: 309,130
• INTL applications: 425

    Support Calls vs. Submitted apps - WAS at 6% support issues coming in; Currently at 2% - directly related to the Account REcovery implementation in Sept. 

Adoption Update

As of March 1, 2017

CCCApply News

1. 2017 Annual Update - March 31, 2017

2. AWS Move Confirmed

   1. Development environments will be moved in March, including Pilot (Date TBD)

   2. Production environment will be moved on April 14 - 4 Hour Maintenance Window (after 6pm)
       

3. RFP for Software Development - Preparing to Award

   1. CCCApply 3.0 Re-design

      1. RFP closed on 2/24/17

         1. Three vendors submitted responses:  Experis, Link Systems International, Unicon

      2. Scoring completed - 2/27/17

      3. Intent to Award - March 15 (Contracting period - add one month to that)

      4. Begin gathering requirements with Awardee - April 30

4. CISOA Conference March 25 - 27, 2017

   1. Proposal for a presentation on CCCApply at the CISOA Conferenc has been accepted.

   2. Patty will present; seeking volunteers to co-present.

5. CACCRAO Conference April 23-27, 2017

   1. CCCApply Presentations scheduled for CACCRAO Conference, April 23-27, 2017  (Please need a volunteer to accompany Patty)

   2. Mike Q - general session?  Natalie Wagner is Elias Regalado's replacement.  CC
   3. CACCRAO - Mike Q. Advanced Residency Session 
      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.  

Submitted Applications - Enrollment Cycle 

Development & Roadmap Review

• March Release (6.0) Update
  

  Change requests were reviewed including:

  • Homeless youth (under 25 years of age)
  • BOG
  • Term dates
  • Award types
   
• Status of New CCCApply RFP
  

  Unicon was selected as the vendor. Scoring completed on 2/27/17. Intent to award is on March 15.

   
• Roadmap Update
  

  April 26^th 12-2:00 is the next CCCApply meeting.

  Patty presented a high level roadmap of current CCCApply projects.  The roadmap shows development and release dates.

  CCCApply will more integrated into myPath. myPath will be the portal for all statewide initiatives such as Assessment. 

  
   
• Administrator 2.0 Update
  

  The CCC Administrator will be released in pilot for 90 days with a release to production in September.

Marketing & Upcoming Conferences

2017 Marketing Calendar

Conferences & Meetings

• CISOA Conference - March 26-29, 2017
  • Patty is doing a presentation on CCCApply Annual Update & Roadmap.  Looking for a co-presenter. Any volunteers?
     
• 2017 CCCApply & eTranCA Workshop - April 12-13, 2017
  • Steering Committee Appreciation Dinner - Mark Your Calendars - Wed April 12 7pm - Location TBD
  • 
    
• CACCRAO - April 23 - 26, 2017
  
  • April 26 - Next In-Person CCCApply Steering Committee Meeting - Noon - 2:00PM (immediately following the closing of the CACCRAO Conference).

• New marketing team (CAFocus - (combination of Interact Media & the Foundation)
• Proposed Focus for 2017:  Communication of message that we are aware of issues and concerns (We hear you!) and show ways that we have started addressing them and what we plan to do in the future.
• Research Projects Underway:  CCCID duplication, Abandonment Rate, (Focus groups to support Continuous Improvement).
  • Need data to provide support for issues facing CCCApply (image perception, abandonment rate, noncredit population, length of application, more)
• Identifying Strategies for Continuous Improvement
  
  • Here's what we've done this year:
  • Here's what we are doing now?
• Whitepaper vs. FAQs  
  • Academic whitepaper is still desirable to some members of  Steering (we would need an index)
  • Separate executive summary into two sections 1) why is the app the way it is (long?); 2) Why can't we do our own noncredit app - our own way?)
  • More data driven information in the whitepaper
  • Executive Summary (FAQ like) upfront have a summary of findings, more high-level, data, charts, graphics)
  • Talk about all the positives in CCCApply up front
  • But we do need an easy to read, efficient snippets of information - user-friendly
  • Waiting on Mike Q to give us direction on some points 
  • We need section for the big issues (noncredit)
  • TIMELINE for working with the Marketing team - Mitch out for a few weeks after next week
    
    

Pending Marketing Projects

1. 1.       CCCApply Infographic

                Draft shared 1/21/17

                Next step: Content feedback from Tech Center and addition or validation of data points included in the document.

1. 2.       Student Focus Groups

Solicit opinions on CCCApply from dual enrollment students, student ambassadors, non-credit or life-long learners at one to two Northern California Community Colleges

                Next step: Pam Cox Otto will provide a list of questions for Steering Committee to consider to inform focus group design and narrow the research question.

                CAFocus is working to schedule at least one focus group in February.

                Focus groups would be fast tracked to provide preliminary data for the April 12-13  CCCApply Workshop

1. 3.       College administrator (Admissions and Records Staff) FAQ

CAFocus will review attachment and follow up with additional questions as we develop content for this document. The FAQ should include short descriptions of the legal requirements to determine if this will meet the needs identified from the field to provide a rationale for the student information collected.

Patty, are there documents we could reference which contain summaries, interpretations, or the legal citations for the compliance requirements cited in the PowerPoint?

Also, in TTAC yesterday, Tim mentioned there has been a review of CCCApply and which questions were required by CCCCO and which weren't. Could you share that list so we can look at a visual depiction of the information?

1. 4.       Refreshed college-facing content for CCCApply Project Website

We will review Powerpoint and the roadmap below and propose a few ideas.

1.5       Theme / Message for Workshop

Continuous Improvement for Student Success: 

Focus our General session at the Workshop on: These are the issues that have come up over the past year; 2) We hear you and we are listening; 3) Here's what we can do to address these issues in the short-term; here's what we can do to address these issues in the long-term;
 

Additional Items Discussed:

1. 5.       Ways CAFocus can support the identification best practices in UI/UX for CCCApply 3.0
2. 6.       Role for CAFocus during April 12-13 CCCApply Annual workshop? Pam Cox Otto keynote?
3. 7.       What fields within CCCApply are required for students enrolling in non-credit courses?  (Will be included in info being sent by Patty)
4. 8.       Revisit Google Analytics date a few weeks after the March release for an early picture of student behavior
5. 9.       Additional visual depiction of data : if the Tech Center’s data analyst was able to provide any additional breakdown of abandonment rates or average application completion time, please feel free to share them with us and we can look at how they could be visually depicted.

Action Items:

• Patricia Donohue  Set deadline for Steering and Tech Center for feedback and addition or validation of data points included in the document. (See infographic attached below.)
• Patricia Donohue  Send all legal requirements for CCCApply questions to marketing team to help support whitepaper (TBD), FAQs, Best Practice & HowTo guides and set up Focus groups

CCCApply 2017 March Release

• Release Schedule:  2017 
• Pilot Release:  March 1, 2017
• Production Release:  March 31, 2017
• Approved Change Requests
• • NOW AVAILABLE!  Release Notes Summary
    
    

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.

2017 CCCApply Workshop Planning

• Review last years schedule; create new schedule Table  
• Discuss and confirm our Workshop theme and general message.  Need a Title, headline, sub-head and description of the workshop for marketing team. 
• Discuss and confirm our picks for the General sessions and Keynote, as well as other general session presentations (lunch? closing? vendor?) 
• Discuss and confirm the various tracks and break-out sessions (titles, presenters, what else?)
• Discuss and confirm session Presenters, and send out invitations to each. set deadline on confirmation, close new session dealine

2017 CCCApply Workshop Sessions Schedule

/wiki/spaces/PD/pages/155058183

Workshop Planning UPDATE 3/7/17:

2017 Workshop Venue & Date Moved

1. Registration is now open. Please register now and pass the word to your Admissions, Research, and IT staff.

Future Meeting Schedule

• Project Site updated with revised Meeting Information
• Steering has been notified by email(s) announcing schedule

Approval Poll Table