More Information: Pilot Project Plan: CCCApply Non-Credit Application
This checklist will provide IT staff - and other key stakeholders - with a step-by-step setup & configuration guide that includes specific activities, tasks, requirements, action items, deadlines, and notes to support a successful CCCApply Non-Credit App Pilot (and Production) implementation. A real-time version of this document (Google Doc) will be provided to your project team during the Project Overview meeting.
Overview of IT & Business Operations Tasks
The tables below include tasks related to the IT setup of your project and suggested business operations tasks, which play a key part in your successful implementation. Admissions staff, as well as the IT project team, should review this document to understand the different requirements involved in preparing this application for student use. The tables are organized in the order they should be completed:
- Development Tasks - Setting Up the Pilot (test) Environment
- Business Operations Tasks
- Deployment Tasks - Migrating from Pilot to Production
Non-Credit Path in the Standard Application
One Application, Two Workflow Paths
Setting Up the Pilot Environment
Before using the Non-Credit application path with students, colleges should setup and test the full Non-Credit workflow process in the Pilot environment first
As part of your Shibboleth installation, you will be provided with the unique URLs to access your Pilot and production Administrator and CCC Report Center. (Note: These URLs are not provided by the CCCTC. Consult the technician who performed your Shibboleth installation.)
| # | Areas - Tasks | How it's set up now in the Pilot & Production Standard Application | How it should be set up for the Pilot Non-Credit Application | Non-Credit App for Production |
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Getting to the Pilot (Site) Application | ||||
| https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX | https://pilot.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true | https://www.opencccapply.net/cccapply-welcome?cccMisCode=XXX&nonCredit=true | |
| All users must have a Pilot OpenCCC Account and must sign in | All users must have an OpenCCC Account and must sign in | Same | |
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| Non-Credit applications are started and resumed in the Standard Application's My Applications space. | |||
| In-progress Non-Credit applications stored in the Standard Application's My Application space in the "In-Progress Applications" table (exactly like the Standard Applications). | Same process, but in the Production environment. | ||
| Confirmation numbers for Pilot Non-Credit Applications will have a prefix "NC-" | |||
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Application Workflow | ||||
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| Documentation: Data Dictionaries | CCCApply Standard Application Data Dictionary V.2019.1 | CCCApply Standard Application Data Dictionary V.2019.1 | ||
Post-Submission Processes | ||||
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| AB540 Eligibility; Ineligible for Admission; | |||
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Administrator | ||||
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| /wiki/spaces/PD/pages/758546724 | /wiki/spaces/PD/pages/758546724 | ||
Downloads | ||||
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| CCCApply Download Client User Guide | CCCApply Download Client User Guide | ||
| SuperGlue Data Set to Staging Table | ||||
| Review expected differences between Standard app-export data and the Non-Credit export (many more blanks and/orNulla | ||||
| Report Center | ||||
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Pre-Application Implementation
Development Task | Who's Responsible | Comments |
| MOU Process | ||
Portal Branding | ||
Shibboleth IDP Installation & Authentication | ||
Setup Shibboleth instance for college or district | College | DIY or Vendor contract |
User Accounts | College | Provide both sets of URLs to key stakeholders and users of the Administrator & Report Center. |
Configure the PILOT Administrator | ||
Add Primary User account with "Add User" authority. | Apply Support Team | District users are assigned to district MIS code |
Add district and college-authorized User accounts with "Add User" authority | College | District users are assigned to district MIS code |
Load terms and majors into the Administrator | College | See the User Guides for instructions |
Update contact information in the College and District tables | ||
Ensure the check box to "Allow applications from multiple colleges for the same | This setting can be found at the bottom of the "District" tab in the Administrator. This check box must be set correctly for each college in district in both the PILOT & Production sites. | |
Identify all Rules needed and add to the Administrator | ||
Create Email Rules Messages. | HTML friendly. Store internal server | |
Create supplemental questions XML file | Note: Security risk. Ensure no private information is collected | |
Define error validation messages for supplemental questions | Important. Ensure error messages are clear and instructive. | |
Load supplemental questions XML into the Administrator | ||
Setting Up Downloads | ||
Request download client from CCCTC | College | |
Create Download client for each college in district | Development | |
Update Download Client Transfer Jar File (if necessary) | Direct link: OpenCCCApply Download Client Latest Version | |
Identify new fields to download | Note: There are two athletic questions for Title IX in the Needs & Interests page. | |
Create download format file using Format Definitions XML (template) | ||
Create download Job XML file (template) | ||
Set-up download job and point to PILOT server | ||
Test downloads process through to SIS. Verify all data. | ||
Acceptance Testing | ||
Test full process through to SIS import process | ||
Schedule Report Center Training from Tech Center | ||
Business Operations Tasks
Tasks | Who's Responsible? | Notes & Links |
|---|---|---|
| Schedule demo of Non-Credit workflow feature for staff with Apply Support Team | It's helpful for staff to see the new application process - including OpenCCC student account system - before planning business process revisions. Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. | |
Plan updates to website (instructions, links, Help Desk/Call Center) | Optional | Review how your current website is messaging and directing students to the Xap or other application and build a checklist to ensure you have managed all aspects of messaging required. Plan to message students clearly that you have moved to a new Application system which requires them to create an OpenCCC account (even if they applied recently in Xap). |
Plan revisions to marketing / recruiting materials with new | Identify marketing and recruitment campaigns to determine changes required for communication planning. Notify local high schools and other educational entities that send students to your college. | |
Identify apply buttons/links on college website that need the new URL | Discuss the programming behind all current buttons and links pointing to your current | |
Notify key stakeholders of migration (local high schools, counseling) | During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues). | |
Schedule Administrator & Report Center training for staff | Contact the Apply Support Team (Patty Donohue, Project Manager, pdonohue@ccctechcenter.org) to schedule training for staff users. |
Deployment Tasks - Production Environment
Tasks | Who's Responsible? | Notes & Supporting Documents |
Confirm MOU contract has been signed and executed | Apply Support Team | |
| IDP Authentication | ||
Confirm User access to Production Administrator & Report Center | College | |
Downloads | ||
| The Non-Credit Application uses the same Download Client and Download files as the Standard Application. The differences will be apparent relative to the hidden qestons n a | ||
| Review changes to the Standard Format Definition XML file for the Non-Credit path (Hidden questions/fields will store "Null" values or blanks | ||
Production Administrator | ||
| Add Primary District-Level "Add User" account for Administrator & Report Center | Apply Support Team | |
| Add college and district User accounts for Administrator & Report Center | College | |
Export Terms from PILOT Administrator and migrate to Production Administrator | College | |
Export Majors from PILOT Administrator and migrate to Production Administrator | College | |
Update College table and District table in Production Administrator | College | |
Migrate all Rules and Email Messages to Production Administrator Rules tab | College | |
Export Supplemental Questions XML from PILOT and migrate to Production Administrator | College | |
| Ensure District & College folders are created in Production Report Center | Apply Support Team | |