CCCApply Steering Meeting - Agenda - April 26, 2017

Zoom URL & Meeting ID

Agenda

General Notes & Feedback (Change these to Action Items)

• Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting. 
• Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings. 
• Remind committee members to submit agenda items to the Chair to be added to the meeting agenda.  How do we do this in an efficient way?  Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earler (as suggested above).
• Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
• Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't ahve to be a recurring agenda item, but anyone can visit those stats whenever they want.  
• Look for other ways to streamline the meeting moving forward.  

Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.  

• *Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.

ROSTER: Click Expand to see current roster.

Research Projects

1. Abandoned Applications - Show chart from report
2. Submitted Applications - Time to Completion (Show chart)
3. White Paper Update - No work done since last meeting - Release, vacations, workshop, etc. Jump start on summer project. 
4. Student Satisfaction Survey (Machine Learning project)
5. SPAM Fraudulent Applications (Need data and examples from colleges)
6. Google Analytics (Show data - discuss how to share back with colleges)

NOTE:  No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.

CCCApply News & Stats

Application Stats

The table below provides monthly totals on submitted applications vs. incoming support calls to the Help Desk Call Center.  

NOTE:  The Account Recovery enhancement released on September 30, 2016 (Release 5.5) is proving to be very effective. See the number of incoming support calls in October & November 2016, versus the months prior to the enhancement implementation.  These numbers illustrate a decrease in the overall number of problem calls to the Help Desk by 64.65%.  

2017 Submitted Applications 

2016 Submitted Applications vs. Incoming Support Calls to Help Desk 

Submitted Apps Per Week

 Average Apps submitted per HOUR:  1,020

Adoption Update

As of March 1, 2017

CCCApply News

1. 2017 Annual Update - March 31, 2017

   1. Release Notes Posted - See all feature enhancements and data fields.
       

2. AWS Move Confirmed

   1. Development environments will be moved in mid-April, including Pilot (April 14)

   2. Production environment will be moved on April 21 - 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.  
       

Marketing Update

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).

Pending Marketing Projects

1. CCCApply Infographic

                New Draft shared 3.07.17 based on the feedback provided by Steering from January 25 meeting. 

2. CCCApply Whitepaper

3. Ways to support the growth of CCCApply.

Roadmap & Development

All OpenCCCApply Products

Other Priority Projects

Tech Projects - Ongoing

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

Need to increase attendance.  

Registration is at 224 TOTAL (between both days).  Don't have a confirmed breakdown, but last breakdown showed: 

2017 CCCApply Workshop Sessions Schedule

/wiki/spaces/PD/pages/155058183

Workshop Planning UPDATE 3/07/17:

New Change Requests

New Change Requests - Pending review during March 7 meeting.

Comments:

There's a bug in the Country Codes (No listing for United Kingdom - have Tyler double check the ISO 3166.  Ensure the country codes are listed within the data dictionary or reference in a link in an Appendix.

Deferred the Preferred Name issue.  Work on proposed language changes and decide at April meeting.

Deferred the "Special Character restrictions in the Username field until AWS is consulted and based on what they can provide us, determine if we make a technical change or requirements change to restrict characters other than @ and period from the Username field.

Deferred the Previous Name issue and redesign placement of the "I have no first name...et al. to adjacent to the input field. (However, based on responsive design UI, this may be moot point, the responsive design will resize the page anyway.  Perhaps a better design experience is needed altogether.).

Deferred the International App changes to the IA sub-committee. These need to be reviewed prior to code freeze for the September release.  

Title IX Survey data should be incorporated in to the Report Center (Phase I) then build the Title IX survey questions into an "Opt in" question block in the new version of CCCApply.

Add rest of notes here. 

Future Meeting Schedule

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

Approval Poll Table