CCCApply Administrator 2.0 Upgrade
On June 28, 2018 - the Pilot (sandbox) version of the new CCCApply Administrator 2.0 will be released for all colleges and support services users of OpenCCCApply on the pilot environment, thus replacing the current Pilot Admin 1.0 (legacy) system. The Pilot release activities will begin in the morning of Thursday, June 28 and the site will be offline and inaccessible to all users throughout the day until the release is complete. The new version will be live for 30 days prior to the full system Production release on July 27, 2018 - giving colleges time to familiarize themselves with the new user-interface (look and feel) and confirm that your existing Pilot Admin data and configuration settings have been migrated over completely and intact.
Reminder & Important Notes:
- Once the Pilot version of the new Administrator 2.0 is deployed on June 28, there will be two different versions of the CCCApply Administrator running concurrently during the 30-day Pilot preview period. - through the Production release on July 27, 2018. The Pilot environment will now display and integrate with work with the new system code, but the live, student-facing application code will still be managed by the Production Admin 1.0 system.
- The Production version of the legacy Administrator (1.0) system will continue to manage and integrate with all your student-facing CCCApply application(s) until the Production Administrator 2.0 system is fully deployed to the Production environment on July 27, 2018.
Click here for more information on the timeline and schedule of release activities.
What do Colleges Need to Know?
- The new CCC Administrator is now the gateway to the CCCApply Administrator 2.0 tool for California Community Colleges Admissions and Financial Aid staff users - passing authentication and authorization to admin configuration settings for the CCCApply Standard, International and CC Promise Grant (BOG) applications.
- This means that all users will have a new URL - and an additional step in the process to get to their CCCApply Administrator tool through the CCC Administrator.
- College and district users will be encouraged to test their existing Admin 1.0 user accounts to the pilot and production environments to ensure they do not lose access to their data settings once the new upgrade system is launched. See Release Timeline information.
Migration of CCCApply Administrator v.1.0 Data
- As part of the transition from the current CCCApply Administrator (Admin 1.0), the Tech Center will move all colleges Pilot and Production CCCApply data, settings, and users over to the new system. This includes college terms, majors, rules, email message templates, supplemental questions, and college & district contact information.
Black Out & Release Days
- To ensure that the most current and accurate data settings are moved over to the new CCCApply Administrator system, “black out” days have been scheduled to coincide with the release dates. In other words, on the dates of release, colleges will not be allowed into the old Administrator system; therefore the last day to make changes to your CCCApply admin data is the day before the release dates scheduled for Pilot and Production releases.
- All your college’s existing CCCApply Admin 1.0 users and data will be migrated to the new version by the Tech Center; however, users will be required to test access and authorizations in the Pilot (test) environment prior to the production release on July 27, 2018.
Migration Support for Colleges & Districts
In order to confirm that all current college and district users of the CCCApply Administrator maintain access to their terms, majors, rules, messages and supplemental questions, the CCCTC Support Services will work with each college or district to test access and validate that their data has been migrated successfully.
Colleges will be contacted to schedule a short online call with support engineers to work on the following testing and implementation tasks:
Review and confirm that your college has setup terms through spring 2019 in the current production Admin 1.0 system as a precaution before final migration to the new CCCApply Administrator 2.0 system.
Validate the new custom URL provided to each college or district to get to the new Administrators
Review and confirm validity of current users accounts; add/edit/delete any user accounts as needed
Review and confirm that all other admin data is complete and accurate in the current production college majors, rules, and supplemental questions are up-to-date in Admin 1.0 in preparation for migration to new CCCApply Administrator 2.0
Schedule your support session today! Please complete this Google Form to identify a date and time that works for your college or district.
Implementation Tasks and Checklist
As part of the transition to the new CCCApply Administrator 2.0, colleges will need to complete some testing and validation tasks to acknowledge understanding of the changes being implemented in the new system and to ensure their data has been migrated over intact. The level of effort depends on several factors:
- Minimum implementation tasks:
- Optional implementation of new Majors filters:
- Confirmation of data migration in Production:
Pre-Production Migration Tasks in Admin 1.0
| # | Activity | Task Description | Target Date(s) |
|---|---|---|---|
| Review communication email about college migration & implementation | Each college receives a migration & implementation email which outlines the specific details of their current (legacy) Administrator account and the technical requirements for migration. | ||
| Complete Google Form to Schedule Support Session | |||
| Ensure Production data is setup through spring 2019 | |||
Post-Pilot Migration Tasks in Admin 2.0
| # | Activity | Task Description | Target Date(s) |
|---|---|---|---|
| Login to the new CCC Administrator | Each college will have a new custom URL - based on your college or district IdP - for the CCCApply Pilot Administrator: *Note: The new URL will land the user in the new CCC Administrator (CAP). For there the user will select and launch the project Administrator in which they are authorized to manage. | ||
| NOTE: Colleges should continue to use their existing CCC Report Center link, provided to them during adoption. There is no change to the CCC Report Center in this release cycle. | |||
| Confirm User Account Authorizations | Ensure your legacy CCCApply Administrator user account allows you to login to the new CCC Administrator (authentication) and you can launch and manage the specific applications you are authorized to access (authorization) for your college or district. | ||
| For Users with "Manage User" Role | Ensure your user account allows you to access the System Administrator link in the "Applications" menu in the new CCC Administrator (CAP). From "System Administrator" link, you should see sub-menu for "User Manager". | ||
| Ensure your "Manage User" account allows you to navigate to the User Summary table in the System Administrator and see all the authorized users setup for your college or district (depending on your "Manage User" permissions). | ||
| Ensure your "Manage User" account allows you to add a new user from the User Summary page by clicking on the Add User button. Ensure your "Manage User" account allows you to select a user from the User Summary table and either "edit" that user account or "delete" the user account. | ||
| Launch CCCApply Administrator | Ensure your user account allows you to select "CCCApply Administrator" from the "Applications" menu in the new CCC Administrator (CAP). This will launch the CCCApply Administrator and the specific application you are authorized to access in a new tab or window (depending on your browser). | ||
| Confirm Application(s) Authorizations | Ensure your user account allows you to access the individual CCCApply application(s) you are authorized to manage in the new CCCApply Administrator. | ||
| Multi-College District Users | If you are authorized as a "District User" - you have permission to view and manage all the colleges in your District. District users are authorized in the back-end by MIS code. District Users will have access to all the colleges in their District from the "College Menu" navigation bar that appears directly under the screen header. When managing your district's information in the Administrator, you can move between colleges by selecting a college from the College Menu. | ||
| Select CCCApply Application & Review Terms | If you are authorized to access the CCCApply Standard or International application(s), navigate to the "Terms" module and review the terms that have been migrated over from the legacy system. Confirm that the Terms information is correct. Make any needed changes to your college Terms. | ||
| Review & confirm Majors | Navigate to the "Majors" module and review the majors that have been migrated over from the legacy system. Confirm that the | ||
| Review & confirm Rules & Messages | |||
| Review & confirm Supplemental Questions | |||
| College Information: Review & confirm contact information and data settings | From the CCCApply Administrator header, select Colleges & Districts > College Information, from the dropdown menu. Click the "Edit" button. Ensure all College Information fields are populated correctly. Ensure the Admissions Office Contact, Phone, and Email fields are populated with the contact person information that should appear on the Confirmation pages for the Standard, BOG, and/or International application submission. | ||
| District Information: Review & confirm data settings | From the header, select Colleges & Districts > District Information from the dropdown menu. Click the "Edit" button. | ||
| Select CC Promise Grant (BOG) Application: Review & confirm data settings | If you have CC Promise Grant (BOG) application authority, navigate to the Applications menu and select "CC Promise Grant" from the APPLICATIONS menu. Navigate to the Rules | ||
| Select International Application: Review & confirm data settings | English Proficiency | ||