The purpose of this checklist is to provide IT staff and other key stakeholders with a step-by-step guide that includes specific requirements, action items, deadlines, and notes to support a successful CCCApply International application 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 both the IT setup of your project and the 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:
College Deployment Dates
Important Deployment Tasks | Date | Notes/Prerequisites |
Confirm MOU signed and executed | Complete | The college MOU is completed during the CCCApply Standard application implementation project. |
Confirm date college(s) want go LIVE on International Application* | TBD | This date is discussed during the Project Overview meeting and periodically throughout the implementation process between the college/district and the CCC Tech Center staff. NOTE: *CCCTC / Help Desk requires two weeks notice prior to "going Live" with this application. |
Confirm date college wants to begin testing in Production environment | TBD | College/district discussed this with CCC Tech Center staff to ensure Users are enabled in Production, the Administrator configuration is complete in production, and the download files have been duplicated (from Pilot to production). |
Confirm date that college will stop accepting Xap Applications | N/A | Most college are no longer using the XAP applications. If your college is still using the Xap International application, please notify the CCC Tech Center staff so they can ensure your historical application data is migrated to the new system. |
Schedule Report Center Training | TBD | This is scheduled as needed. To schedule Report Center training for your staff, please contact Merrie Wales, mwales@ccctechcenter.org. |
International Application URLs
The following URLs are used to submit an International application. The Pilot URL is used for test applications and implementation project. The Production URL will be the link your students will use to submit an International application.
PILOT Environment (INTL) | https://pilot.intl.opencccapply.net/gateway/intl?cccMisCode=XXX (replace XXX with your college MIS code) |
Production Environment (INTL) | https://intl.opencccapply.net/gateway/intl?cccMisCode=XXX (replace XXX with your college MIS code) |
Develop, Test & Deploy
The table below describes the tasks and action items to setup the International application in the Pilot environment for testing and pre-production planning. Once you have completed set up in Pilot, you can begin the migration process to the production environment. College/district should contact CCC Tech Center staff to discuss your readiness to move to production environment testing. User account for the primary "Add User" on the college/district side is added by the CCC Tech Center staff; additional Users can be added by that user at that point.
IA Project Docs: International App Implementation Docs Home
User Guides: Download the Administrator User Guide & Report Center User Guides
IA Data Dictionary: 2016 International Application Data Specification
Development (Test) Tasks | Who’s Responsible? | Status | Notes | |||
Confirm MOU is signed & executed (from OpenCCCApply implementation) | College | Complete | Your MOU is most likely already in place. The International and BOG applications were part of the original OpenCCCApply MOU. | |||
Confirm college branding image is in place in Pilot | College | Complete | Your college logo branding should already be in place. Please confirm by clicking on the Pilot Application URL above (remember to add your MIS code to the end of the URL). | |||
Confirm Shibboleth IdP is implemented and locate your existing Administrator Tool & Report Center URLs to the Pilot Environment. | College | Complete | Note: The college/district IT staff who is actively implementing this International application should locate and make available to International Admissions staff, the URLs to the Pilot and Production Administrator & Report Center (configured from Shibboleth IdP installation). These are the same URLs that are currently being used by the Admissions dept for the Standard (domestic) application. Once the primary "Add User" for the college/district is added to the International Application in the Administrator (for both Pilot & Production), the "International" application will appear in the Application drop down menu in the Administrator Tool. Until that user is added, you will only see “CCCApply” and “Report Center” in the drop down menus of the Administrator Tool. For more information, please discuss with your CCCTC implementation team. | |||
Set up Downloads in Pilot Environment | College | TO DO | To set up the download files for the International application, the college/district will use their existing Download Client, but will create Job & Format Definition XML files for the International data fields and download job. These are created using the same Job & Format XML templates (that were used for the Standard Application) and a set should be created for the Pilot and Production downloads. | |||
Update your existing Download transfer-client .jar file with latest version | College | Locate the latest version here: | ||||
Create IA Format XML file to download International data fields | College | The IA Format XML template can be downloaded here. See the Download Client User Guide for instructions on creating the Format XML file. | ||||
Map IA data fields to your SIS system | College | The IA data fields are listed in the Download Client User Guide (in the back). | ||||
Create IA Job XML file to download International data fields in Pilot | College | Job XML template can be downloaded here. See the Download Client User Guide for instructions on creating the Job file and scheduling your download jobs. | ||||
Create schedule to run download job in Pilot | College | Use your own system’s download job schedulers tool. For support, contact Merrie Wales mwales@ccctechcenter.org | ||||
Point your Job file to the Pilot International Download URL Attribute to test downloads | College | The International Application Download URL Attribute is listed in the Download Client User Guide. | ||||
Set up the Pilot Administrator | After the college has the necessary User accounts enabled to get into the International application in the Pilot Administrator, they can begin setting up Terms, Majors, Rules, Supplemental Questions and other Users. See the CCCApply Administrator User Guide for details and best practices. | |||||
Add authorized International user with Add User authority in Pilot Administrator and Pilot Report Center. | CCCTC | The Tech Center must add the first “Add User” to the Pilot Administrator. At that point, the college sets up all additional users (Add Users and regular Data Users). See the CCCApply Administrator User Guide for details on setting up User accounts for your college. | ||||
Add authorized International users with Add User and/or Data Use Only authority in Pilot Administrator and Pilot Report Center | College | See above. Once the first Add User is created, that user will be able to set up all additional users for both the Administrator and the Report Center. | ||||
Set up IA Terms & Majors in Pilot Administrator | College | See CCCApply Administrator User Guide for instructions. | ||||
Configure the English Proficiency settings in Pilot Administrator (optional) | College | See CCCApply Administrator User Guide for instructions and the IA Data Specifications for data field information. | ||||
Set up IA Rules & Email Messages in Pilot Administrator (optional) | College | See the CCC Administrator User Guide for instructions. Setting up Email Rules is a two-step process: 1) Create the Email messages first; 2) then incorporate the email message ID into the email rule code. The CCCTC implementation team will assist you. Make copies of all email messages for migration to the Production Administrator. | ||||
Set up Supplemental Questions in Pilot Administrator(optional) | College | Important: Please see the Working with Supplemental Questions User Guide for instructions on setting up your supplemental questions accurately. | ||||
Confirm Supplemental Questions are configured correctly | CCCTC | CCCTC will review your supplemental questions before you go live. All “required” questions must be configured accurately to ensure students are given the correct information should they skip a required question. | ||||
Business Operations | ||||||
Notify college staff of new OpenCCC Helpdesk Support contact info | College | TBD | See support information below | |||
Ensure all staff and administration is aware of implementation dates | College | TBD | This is determined and implemented by the college/district. | |||
Make all necessary student website changes using new URL | College | TBD | This is determined and implemented by the college/district. | |||
Transfer information from Xap International App Intro page to student website | College | TBD | IF you were using the Xap International Application only! | |||
Schedule Report Center training for IA admissions staff | College | Optional | To schedule Report Center training for your staff, please contact Merrie Wales, CCCTC Support, mwales@ccctechcenter.org | |||
Ensure all marketing/recruitment materials are updated with new URL and support information | College | TBD | This is determined and implemented by the college/district. | |||
Testing | ||||||
Enter test applications to the Pilot application URL (see above) | College | Test applications can be submitted to the college's Pilot application URL. See above for your branding Pilot application. | ||||
Run download job in Pilot environment to test downloads | College | The Download Job XML file that is configured by the college points to the Pilot Downloads server URL. See the Download Client User Guide for the URL attribute for both Pilot and Production downloads. | ||||
Ensure all data is importing to SIS successfully | College | The activity is completed by the college/district. For assistance and best practices, please contact Merrie Wales, CCCTC Support, mwales@ccctechcenter.org | ||||
Notify CCCTC team when Pilot testing is complete | College | When the college/district is ready to move forward with production setup and testing, contact the CCC Tech Center team for assistance. |
Deployment Tasks - Configuring the Production Environment
After all development tasks have been completed in the Pilot environment, begin setting up the Production environment for deployment.
Deployment Tasks | Who’s Responsible? | Status | Notes | |||
Confirm college branding image is in place in Production Application | College | Branding should be in place when the college/district begins the implementation project. If an issue with the college branding is identified, please contact CCCTC support for assistance. | ||||
Confirm Shibboleth IdP is implemented and locate existing Administrator & Report Center URLs to the Production Environment | College | Note: These are not the Application URLs shown above. These are the URLs to the Production Administrator Tool & Report Center (configured from Shibboleth IdP installation). See additional notes in the Development table above. | ||||
Set up Downloads in Production Environment | College | Using your existing Download Client, copy the Download Job & Format Definition XML files used in Pilot environment to set up your Production download job and begin testing. | ||||
Update your existing Download transfer-client .jar file with latest version | College | Locate the latest version here: | ||||
Create IA Format XML file to download International data fields | College | We recommend you make a copy of the Pilot files for your Production downloads | ||||
Create IA Job XML file to download International data fields in Production | College | We recommend you make a copy of the Pilot files for your Production downloads | ||||
Create schedule to run download job in Production Environment | College | For support, contact Merrie Wales mwales@ccctechcenter.org | ||||
Point your Job file to the Production server to test prod app downloads | College | The International Application Download URL Attribute for the Production server is listed in the Download Client User Guide. | ||||
Set up the Production Administrator | College | Setting up the Production Administrator is easy. Ask your CCCTC implementation team for suggestions on a quick and easy migration. | ||||
Add authorized International user with Add User authority in Production Administrator and Production Report Center. | CCCTC | The Tech Center must add the first “Add User” to the Production Administrator. At that point, the college can set up all additional users (Add Users and regular Data Users). See the CCC Administrator User Guide for details on setting up User accounts for your college. | ||||
Add authorized International users with Add User and/or Data Use Only authority in Production Administrator and Production Report Center | College | See above. Once the first Add User is created, that user can set up all additional users for both the Administrator Tool and the Report Center. | ||||
Set up IA Terms & Majors in Production Administrator | College | Terms and majors can be migrated by exporting the files from the Pilot Administrator and importing to the Production Administrator. See CCC Administrator User Guide for instructions. | ||||
Configure the English Proficiency settings in Production Administrator (optional) | College | The English Proficiency settings must be set up by hand in the Production Administrator. Please ensure that settings match between the Pilot and Production Administrators. See CCC Administrator User Guide for instructions and the IA Data Specifications for data field information. | ||||
Set up IA Rules & Email Messages in Production Administrator (optional) | College | Cut + paste your email messages and Rules from the Pilot Administrator to the Production Administrator. Ask your CCCTC implementation team for help if needed. | ||||
Set up Supplemental Questions in Production Administrator (optional) | College | Your Supplemental Questions XML file can be copied and imported to the production Administrator. Ensure all “required” supplemental questions are configured correctly. See the Working with Supplemental Questions User Guide for details. | ||||
Business Operations | ||||||
Notify college staff of new OpenCCC Helpdesk Support contact info | College | See support information below | ||||
Ensure all staff and administration is aware of implementation dates | College | College/district should communicate regularly with all internal stakeholders relative to the details of this project. | ||||
Make all necessary student website changes using new URL | College | |||||
Transfer information from Xap International App Intro page to student website | College | IF you were using the Xap International Application only! | ||||
Schedule Report Center training for IA admissions staff | College | |||||
Ensure all marketing/recruitment materials are updated with new URL and support information | College | |||||
TESTING | ||||||
Enter test applications to the Production application URL (see above) | College | |||||
Run download job in Production environment to test downloads | College | |||||
Ensure all data is importing to SIS successfully | College | |||||
Notify CCCTC team when Production testing is complete | College |
Go Live Day Synchronization
Task | Who’s Responsible? | Status | Notes |
Audit website for Xap or other International app URLs (hidden pages, etc.) | CCCTC | ||
Disable International App in XAP to prevent new applications | College | If you were using Xap |
Help Desk / Support services for Students
Call: (877) 247-4836
Email: support@openccc.net
College Support
Online support site: www.ccctechnology.info
(Register for an account and the “Follow” the CCCApply System Alerts category page (and any other category pages you choose) to receive email notifications when new Alerts and information is posted.)
For technical issues specific to your college implementation, send email to: cccapply@openccc.zendesk.com
Emails automatically generate support tickets which are tracked and managed by CCCApply College Support and/or OpenCCC Help Desk Support (if issue pertains to student).