_{Last update: 23 Feb 2021}

Contents

Part 1: Overview

The information below is designed to serve as a "Quick Start" guide for the CVC/OEI Enrollment Report within the CCC Data Warehouse Report Server (DWRS). With the CVC/OEI Enrollment Report authorized users can:

• Query data exclusively for colleges participating in the CVC/OEI Course Exchange program.

• Export report data in multiple formats, including CSV.

About the CVC/OEI Enrollment Report

The CVC/OEI Enrollment Report is based on CCCApply submitted application data and designed exclusively for CVC/OEI authorized users. This report is to be run only by authorized college staff on behalf of students who have enrolled through CVC/OEI for one or more courses at the college querying the report. The report is titled “Full Application by CCCID and MIS Code” and allows users to query any submitted application by student CCCID and college MIS code. The report does not include LGBTQ data (note that the Full Application Report contains a field labeled as “orientation” which indicates whether the applicant completed a college orientation and is not related to data found in the LGBTQ report), and contains the last 4 digits of the SSN. 

User Authorization

Access to the CVC/OEI Enrollment Report in the DWRS requires an authorized CVC/OEI user account with two-factor authentication. The account credentials are designed to provide access only to the CVC/OEI enrollment report. 

Access to Other Data

The authorized CVC/OEI user is only permitted access to the CVC/OEI Enrollment Report. All other DWRS data sources, reports, and files are not accessible unless the user has a separate authorized account to the full Data Warehouse Report Server.

Notes About CVC/OEI Report

• Authorized CVC/OEI users are only permitted to access the CVC/OEI Enrollment Report in the Data Warehouse Report Server.

• The report should only be used to query students who have cross registered through CVC/OEI

• All other DWRS data sources, reports, and files are not accessible unless the user has a separate authorized user account to the full Data Warehouse Report Server.

• The report appears as a single, ready-to-run report template in the DWRS Library page.

• A query of the CVC/OEI data requires a single student CCCID and a single college MIS Code which returns the most recently submitted application associated with that CCCID and MIS code.

• If more than one application is found based on the CCCID and MIS code entered, only the most recently submitted record is shown.

• If there are no results for the MIS code and CCCID entered, the query will result in a message that reads “The report is empty”. 

• While it may appear that ad hoc report views can be created for these broader DWRS data sources and users may drill down into field names - no resulting data is shown through this view. 
  

Part 2: The User Account Setup & Login Process

This section of the User Guide provides information about:

• The CVC/OEI College User Account

• The Account Creation & User Setup Process

• Receiving Your Secure Login Credentials

• Implementing the Authentication Software

• The First-Time User LogIn Process

• Verified User Login Process

CVC/OEI User Account

College access to the CVC/OEI Report requires a user account created with two-factor authentication (2FA) to secure and protect student data. Two-Factor Authentication authenticates a user’s identify by requiring two or more pieces of evidence (credentials + verification code) before granting access to a service or system.

Account Creation & Setup Process

Account creation is a two-part process between the CCCTC and the CVC/OEI authorized user.

Step 1: The CCCTC creates the account for the user and transmits the account credentials to the approved user via secure process.

Step 2: The approved CVC/OEI user completes the authentication setup and first-time login process, which is summarized below:

• The User engages with the Enabling Services implementation team and receives account credentials and user setup information

• The User installs a compatible authentication app on their desktop or mobile device

• The User completes the first-time login process (the one-time scan of the QR code with authenticator app happens and captures Verification code required for login)

• The User is automatically authenticated and authorized login to access the CVC/OEI Enrollment Report in the DW Report Server.

Receiving Your Secure Login Credentials

For security purposes, the User will receive their account credentials and password from the CCCTC in two separate emails to their institution email address (.edu).

The User will receive:

• An email containing the user’s account credentials and URL to the Data Warehouse Report Server, and

• A link to access their unique password via secure process.

Implementing the Authentication Software

Before the user can log in to the Data Warehouse Report Server to access the CVC/OEI Enrollment Report for the first time, they must have a compatible authentication app installed that implements Time-based One-Time Password TOTP functionality such as Google Authenticator, or Chrome Authenticator. There are many free, user-friendly Authenticator apps available at no cost that can be downloaded and installed quickly and easily onto your desktop and/or mobile device.

Chrome Authenticator for Desktop

Authenticator for Mac and Windows Chrome browsers is available free from the Chrome Web Store. This app installs very quickly to your desktop (recommended) as well as your phone, and includes a lot of great features that promote security and usability. NOTE: The entire download and install process takes less than one minute.

To Install the Chrome Authenticator:

1. Navigate to the Chrome Web Store and search for Authenticator by authenicator.cc

2. Click on “Add to Chrome” button to initiate the download and follow very simple instructions to install.

3. When the Authenticator app has been installed, a shortcut will appear in your Extensions toolbar in your browser.
   

   

NEXT: Start the “First-Time User Login” process below to initiate the authentication process and login.

Google Authenticator App for Mobile Device

Another user-friendly option, especially for users who want to use their mobile device for authentication, is the Google Authenticator; a free app available from the Google Play Store.

Google Authenticator is compatible with multiple different mobile devices, operating systems, and browsers. The process for downloading and installing can be found here.

NEXT: Start the “First-Time User Login” process below to initiate the authentication process and login.

The First-Time LogIn Process

The first time an approved CVC/OEI user logs in to the Data Warehouse Report Server they need to establish the connection between their account credentials, a shared secret key (QR Code), and the authentication software in order enable the multi-factor login authentication. This is a one-time process that is completed using the steps below.

Prerequisites

To prepare for your first-time login, you must:

• Have the Data Warehouse Report Server URL (http://dw-reports.ccctechcenter.org/).

• Have received your account credentials and unique password from the CCCTC.

• Have installed and configured a compatible authentication tool on your desktop and/or mobile device.

Step 1: Enter Account Credentials on the Log In Page

1. Ensure you have one of the compatible authenticator apps installed on your desktop or mobile device.

2. Navigate to the Data Warehouse Report Server URL (http://dw-reports.ccctechcenter.org/) and land on the Log In page.

3. Enter the account credentials provided to you into the following fields:

• Organization (MIS Code): Enter “cvcoei” code here.

• User ID: Enter your institutional email address in the User ID field (.edu or .org is required).

• Password: Enter the unique password provided to you by the CCCTC (sent separately via secure process). This password is generated by the CCCTC Administrator during the account creation process.

After entering your user credentials, click the “Login” button to continue to the QR Code Scan page.

Step 2: Scan the QR Code Page

The Scan the QR Code page is displayed once during the “first-time” login process. The user must have the authentication software installed on their desktop or mobile device in order to scan the QR code that appears on the page. The code is captured by the authenticator app which establishes the connection between the account (shared secret key hidden in the barcode) and the authenticator app to complete the initial two-factor authentication process.

1. With your Authenticator App installed, scan the QR code that appears in the center of the page.

   1. Scanning the QR Code with Chrome Authenticator (from desktop).

   2. Scanning the QR Code with Google Authenticator (using a mobile device).

2. As the authenticator scans the barcode (QR Code), a six-digit verification code will appear/register in your authenticator app.

3. As soon as you see the six-digit code appear in your authenticator app, copy the code and then click “Login” to go to the next page.

4. Click the “Login” button to return to the Log In Page.

Using Chrome Authenticator to Scan the QR Code

1. Once the Chrome Authenticator app has been installed, a shortcut will appear in your Extensions toolbar in your browser.

2. Click the Authenticator icon in your Extensions toolbar to open the tool.

3. Click the scan icon and move your mouse over the QR barcode in the center of the page.

4. Click + hold the mouse to drag the scan functional across the bar code.

5. The secret key hidden within the barcode will register as a six digit code in the Authenticator registered to your Report Server account.

Using Google Authenticator to Scan the QR Code

1. Once the Google Authenticator app has been installed on your mobile device, an icon will appear on your phone wall or homepage.

2. Click to open the Google Authenticator app

3. Point the camera on your mobile device at the barcode on the screen and snap a picture.

4. The secret key hidden within the barcode will register as a six digit code in the GA app registered to your DW Report Server account.

Step 3: Repeat Log In Page

After scanning and capturing the six-digit verification code in authenticator app, you have established the connection between the authenticator application and your secure Report Server User Account.

Now you must return to the Log In page to re-enter your user credentials and verification code.

1. Back on the Log In page, re-enter your account credentials in the input fields: Organization (“cvcoei”), User ID (email address), and Password.

2. Click the “Login” button, again.

Step 4: Verification Code Page

After re-entering the account credentials a second time, the user is now presented with the Verification Code page to enter the six-digit verification code that was scanned and stored in the Authenticator app. .

1. Enter your six digit Verification Code.

   1. Click on your Authenticator app and retrieve the time-limited verification code.

   2. Paste the code in the “Verification Code” field.

2. Click the “Login” button on the Verification Code page to complete the login process.

The Verified User Log In Process

Once the user has completed the first-time login process, they do not have to repeat steps 2 - 4 UNLESS they need to re-install their authentication software and generate a new QR code.

After the first time login and verification process, user login requires the user to enter their credentials and the verification code retrieved from the authenticator app.

Step 1: Log in Page

1. Navigate to the Report Server URL (http://dw-reports.ccctechcenter.org/) and land on the Log In page.

2. Enter your account credentials and password in the input fields.

   1. Organization: Enter the code “cvcoei”

   2. User ID: Enter your institutional email address in the User ID field (.edu, or org) (Required)

   3. Password: Enter your unique password.
      

Step 2: Verification Code Page

1. Open your authenticator app to retrieve your Verification code within 30 seconds of clicking on the Login button on the Log In page.

2. Enter the code from the authenticator app into the Verification Code field.

3. Click the “Login” button to complete the login process and access the DW Report Server.

Part 3: Querying & Exporting Data

Querying the Report Data

1. Log in to the DWRS using your CVC/OEI user account.

2. From the homepage, select the Library menu.

3. Select the Full Application Report by CCCID and MIS Code report.

4. Enter values in the Input Controls fields and press OK.

• CCCID = Enter the CCCID for the student data being queried.

• MIS Code = Enter the MIS code of the college associated with the student data being queried.

Exporting the Report Data

Once the report is generated, the data can be exported in a variety of file formats, including PDF, Excel, CSV, DOCX, RTF, XLS, and more.

To export the data in CSV format, follow the steps below.

1. Click on the Export menu icon in the Report Viewer toolbar, and select CSV from the menu options.

Input/Output

Input to the report is the applicants CCCID and the target college's MIS code. 

The output is the Full Application Report made available as data.

The resulting data is displayed on screen as a table with rows and columns, and may be downloaded as a structured .csv file. 

If more than one application is found based on CCCID and MIS code, the most recent one is shown. If there are no results for the MIS code and CCCID entered, the query will result in a message that reads “The report is empty”. 

Support

Support is available to authorized CVC/OEI Report users in our 24/7 online support community CCCTechnology.info - where college and district staff can ask questions, search for information, and report issues regarding all CCC Data Warehouse products and services.

Experienced support engineers monitor incoming posts and comments, Monday - Friday, 8:00am - 5:00pm PST. Depending on the nature of the issue or comment, support engineers will respond within 24 hours to critical issues regarding production applications.