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

Project Outline 

Below is an outline of the CCCApply Non-Credit Application Pilot Project, including development and production phases: 

College Pilot Project

1. Project Overview
   
   1. Project summary & objectives
   2. Project Timeline
2. Goals & Success Criteria
3. College Participation & Requirements
4. UAT Plan & Objectives
   
   1. UAT Objectives & Success Criteria
   2. Required Documentation
   3. College IT Implementation Steps
   4. Data Fields & Downloads
   5. Admin Configuration & Reports
   6. Feedback Process

Production Phase

1. Beta Version Plan
   1. College participation
   2. UAT Plan
2. College Implementation Plan
   1. Working with Enabling Services
   2. 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: 

1. 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
2. Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
3. Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
4. 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).

Project Goals & Success Criteria 

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

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.  

• CCCApply Pilot Environment
• /wiki/spaces/PD/pages/131465676

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: 

1. 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 
   
   1. If you have a Pilot OpenCCC test account, click "Sign In".  Landing in your My Applications page, click on "Start a New Application"
   2. If you don't have a Pilot OpenCCC test account, click on "Create an Account" and follow the three page account creation process
      
      
2. From your My Applications page, click on "Start a New Application".
   1. Land on the Enrollment page and complete the required fields: 
      1. Select a Term, Education Goal
      2. Select a Major Category and Major/Program of Study
         
3. Complete the required pages in the Non-Credit app workflow  
   1. Complete the Enrollment page
   2. Complete the Account Information/Mailing page
   3. Complete the Education page
   4. Complete the Needs & Interests page (optional)
   5. Complete the Demographic Information page (optional)
      
      
4. Complete all remaining required portions of the application and submit the application 
   1. Review your application responses on the Submission page (optional)
   2. Complete the Consent to Release Information checkboxes (required)
   3. Complete the Submission requirements (required)
   4. After submission, note the application's Confirmation number (App_id) and your CCCID.
      
      
5. Review the confirmation screen and note your confirmation number for the Non-Credit application version you just submitted:
   1. Note that the Confirmation number begins with a "NC-" preview
6. Continue to the Student Satisfaction Survey and complete the survey (optional)
7. Continue down the page and review the Special Links & Opportunities for your application
8. Click "Finish & Sign-Out" or if MyPath college, click "Finish and continue to MyPath" (confirm)
   
   
9. Return to the My Applications page and locate your submitted Non-Credit application in the submitted applications Table
   1. Note the confirmation number begins with a "NC-" prefix
   2. Sign out of My Applications
      
      
10.  Add new Non-Credit App data fields to your CCCApply Standard Application download files
    1. Add the new data fields to your existing Standard Application Format Definition XML file for the Pilot environment:
       1. Non-Credit Status = <non_credit>
       2. Integrity Flag 81 = <integrity_fg_81>
    2. 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 
    3. Review data dictionary specification information for these fields
    1. For help updating your Format Definition file, see the CCCApply Download Client User Guide
       
       
11. Update your existing Download Client Jar File with new version (v.6.3.0)
    1. Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.4.0).
       1. NOTE: The 'transfer-client.jar" file has the same as the download client jar file 
       2. Refer to the latest version of the Download Client User Guide v.2019.1
       3. 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).
    2. Run a test download Job in the Pilot environment.
       
       
12. Repeat the process for the Production environment.

New & Changed Data Field Information  

For detailed data specifications, please refer to the corresponding application Data Dictionary, as well as the breakdown of change specs in: 2018-24R: Revise CCCApply to Support Non-credit Students & AB3101.  

Updating Your Existing Download Files

To download the new Non-Credit Application data fields and new values in existing CCCApply download files, you must add the new fields to your CCCApply Standard Application Format Definition XML and update the (transfer-client.jar) file for the Non-Credit v.1.0 Pilot release.  

Update the Pilot Download Client Jar File

We recommend adding the new Non-Credit Application path data fields and updating your Download Client Transfer file in the Pilot environment  whether you plan to implement the Non-Credit application path or not. The Pilot DLC jar file should be updated first, then repeat the process for your Production downloads. 

In your installed Pilot Download Client directory, replace the following files:

• • Replace transfer-client.jar (V6.4) with: transfer-client-V3.jar

Follow the instructions in the Pilot CCCApply Download Client User Guide.

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:

• • Replace transfer-client.jar (V6.4.0) with: transfer-client-V4.jar

Follow the instructions in the CCCApply Download Client User Guide.

Pilot Project: Feedback & Support

During the Pilot Project (see pilot schedule above), pilot colleges will meet bi-weekly to provide feedback and discuss pilot objectives with the Pilot committee and CCCApply product manager.  Non-critical bugs, change requirements, and change enhancements will be reviewed and prioritized during each meeting. 

Pilot Project Support & Feedback Processes

Below is a breakdown of the pilot support and change management process and response times.

Issue Resolution During Pilot Project

• Feedback will be categorized as bugs, MVP requirements, or change enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
• Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
  • Any identified bugs with severity and priority 
  • Enhancement requests with priority identified

Change Request Form Templates

• High-Priority Change Requirement Form
• Change Request Form