CCCApply Steering Meeting - Agenda - April 3, 2018

ONLINE Meeting Information

Meeting Information

Date Tuesday, April 3, 2018

Time 3:00PM - 4:30PM

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Zoom Information

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MEETING ID: 495 438 991

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Agenda & Minutes

TIME	DESCRIPTION	SPEAKER
3:00 PM	Roll Call	Murguia / Pena
X	NOTE: Due to time limitation, we will not review minutes from last Steering meeting: January 31, 2018. We will remove these during the May 2 meeting.
	MIS Changes Coming that Affect CCCApply Fields that MIS expect to download: MIS Amended to include (SB) Sexual Orientation (Want added to downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language) Transgender (Want added to the downloads, (encrypted) but keep it out of the Report Center) (Adjust the onscreen language) CCCID - You're already getting this now. SSID (maybe needed for the on-boarding process) Need support from the CO (Ask Tim to take the lead on this). Apprenticeship status (different levels of apprenticeship and adult ed (maybe part of the AEBG stuff) SB23 - look at this via DED Other fields that follow Adult Ed (data elements) - intrusive list of questions that will add a great deal of questions to the application Not updated on the CO MIS website (should be updated by August 2018) Todd Hoig - new elements are required for AEBG, Perkins, and other areas. So far, CCCApply (via the Tech Center) hasn't received any direction on these changes. There is a lot of push back Comments from Michael Q: "StrongWorkforce did meet with Tim and provided a heads up that these may be coming. I informed the group that the committee were not necessarily going to put new questions on the application. I was not aware that there were new MIS elements added and the expectation was that the data came from CCCApply. Who said that it needed to come from CCCApply? Yes" How quickly could we get the AB620 fields into the downloads? How quickly could we get the AB620 fields into the Report Center? If we added these fields into the RC, would colleges be able to run a report going back to November 2017? Need a way for researchers and admissions to get that data from Report Center (user accounts). Need it for the Summer 2018 (so each college needs this data based on their Summer term dates). NEED to prepare change requirements Onscreen language that needs to be reviewed: This information is only used for summary demographic reporting. Your responses are kept private and secure. Providing this information is optional. It is not available to admissions personnel and will not be used for a discriminatory purpose.	Pena
	Residency Logic & Integrity Flag Inconsistencies with DED Set Residency Review Sub-Committee Meeting to begin logic review (Reminder: 2018 Sub-Committees) RESIDENCY LOGIC REVIEW OBJECTIVES Review the existing Residency algorithm and ensure it matches what our current DED says Identify bugs and prioritize their fix Review that we comply with all current state residency regulations & laws And make sure the DED is updated to match Review if we are collecting unnecessary data And if so, discuss removing any overlap questions or requirements Review all integrity flags To ensure documentation is matching actual code To identify any bugs and prioritize those bugs Are we missing any flags Review how the logic is identifying homeless youth and foster youth Ensure we are streamlining that process Implement streamline processes Volunteers = Jason Ralphs, Mitch, Michelle, Patty, Pilar @ Santa Ana College (Tyler Bain, Unicon) Please solicit our college experts to help with this project.	Donohue / Ralphs
	Note: Send everyone information on the Homeless Youth Self-Certification form that Michael Q is working on with the CO.
	2018-2019 Roadmap & Deliverables New CCCApply Administrator Major module - 2 new filters - Major Category & Ed Goal Alignment SPAM Filter Pilot Release - May 25th (30 Day Preview) Production Release - June 22 Look for Communication campaign starting as early as next week.	Donohue
	2018 CCCApply Workshop Feedback Sending out a Workshop survey to all colleges.	Pena / Donohue
	New Change Requests (Homeless Youth Residency Issues) Didn't get to it. Will have to send out information by email.	Donohue / Quiaoit
NEXT MEETING - MAY 2 - 12:00PM - CACCRAO Conference		Donohue
	PARKING LOT ITEMS Riverside CCD - Committee Members CC Foundation - Ideas42 - Behavior Science Study on CCCApply UX	Murguia / Leahy / Pena

Roll Call

2018 Steering Committee Member Roster

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2018 - 2019 CCCApply STEERING COMMITTEE MEMBERS
✓	Name	District	✓	Name	District	✓	Name	District
	Anna Salazar	Los Angeles CCD - ELAC		Joshua Rosales	El Camino CCD		Richette Bell	Compton CCD
	Angela Embry	El Camino CCD	X	Karen Sea	San Joaquin-Delta CCD
X	Ben Guzman	South Orange CCD		Leigh Ann Unger	Rio Hondo District	X	Rozen Bondoc	Chabot-Las Positas
X	Betty Glyer-Culver	Los Rios CCD	X	Mark DeAsis	Riverside CCD	X	Satish Warrier	Contra Costa CCD
X	Chris Truong	Rancho Santiago CCD	X	MaryLou Leyba	San Francisco CCD	X	Stephanie Murguia	Cerritos CCD
	Christian Alvarado	South Orange CCD -Saddleback		Maury Pearl -Researcher	Los Angeles CCD
		Rancho Santiago CCD		Michael Ward	Rancho Santiago CCD		Tina Mani	San Joaquin Delta CCD
	Cindy Gonzales	Los Rios CCD	X	Michelle Pena	Kern CCD		Tuyen Nguyen	Rancho Santiago CCD
	Clark Ray	Santa Rosa CCD	X	Mitchell Leahy	Santa Rosa CCD		Vince Orton	Cerritos CCD
	Craig Hayward	Kern CCD	X	Olivia Alvarado -IT	Los Angeles CCD	X	Will Minnich/Susan Lorenzo	San Mateo CCD
X	Hieu Hoang	El Camino CCD		Pam Mery	San Francisco CCD
X	Janice Love (research)	Rancho Santiago CCD		Paulette Lino	Chabot-Las Positas CCD
X	Jason Ralphs	Los Rios District - ARC		Quyen Lu/Wanda Wong	San Francisco CCD
CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER
	Gary Bird	CCCCO		Mike Quiaoit	CCCCO		Keith Franco	CCCTC
	Tim Calhoon	CCCTC		Patty Donohue	CCCTC		David Shippen	CCCTC

2018 Committee Meeting Schedule

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Day	Date	Description	Type	Times	Location
Tues	January 30	2018 Appreciation Dinner	In-Person - Dinner Celebration	7:00 pm - 10:00 pm	Mangia Mangia Restaurant, Albany, CA >> Directions
Wed	January 31	CCCApply Steering Committee Meeting - January 2018	In-Person - Regular Meeting	10:00 am - 3:30 pm	Contra Costa College - Room TBD
Wed	March 28	/wiki/spaces/PD/pages/228032712	In-Person - Workshop	9:00 am - 4:00 pm	Orange Coast College - Meeting Rooms & Cafeteria
Tues	May 2	Post CACCRAO Conference - April 29, 2018 - May 2, 2018 Selection of new officers (Chair, Vice Chair)	In-Person - Short Meeting	12:00 pm - 2:00 pm	Sacramento, CA - Holiday Inn Oldtown
Wed	June 13	CCCApply Steering Committee Meeting	Online - Regular Meeting	1:30 pm - 3:30 pm	ONLINE
Wed	July 25	CCCApply Steering Committee Meeting	In-Person - Regular Meeting	10:00am - 3:00pm	Norco College - Riverside CCD - close to Ontario Airport
Wed	September 26	CCCApply Steering Committee Meeting	Online - Regular Meeting	1:30 pm - 3:30 pm	ONLINE
Wed	November 14	CCCApply Steering Committee Meeting (Set our 2019 calendar during this meeting)	Online - Regular Meeting	1:30 ppm - 3:30pm	ONLINE

Reminders and invitations with call-in zoom info will be sent out in advance of each meeting. Mark your calendars now!

Roadmap & Deliverables

CC Promise Grant (formerly known as the BOG Fee Waiver Application)
CCC Administrator (CCCApply)
CCC Report Center (CCCApply) Update

(Also see Tech Projects - Ongoing table below)

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Applications / Projects	Q3 Jan 1 - Mar 30	Q4 Apr 1 - June 30	Q1 July 1 - Sep 30	Sub-Committee Projects
OpenCCC Account	Development Requirements for converting pages (UI and style guide) to responsive design Sprint development on responsive design Requirements for integration to MyPath	*Release: 2018 Annual Update - (TBD) Pilot Release - May 15 Prod Release - June 15** *Release timeline based on Admin launch	Requirements: Per TCI Grant Work Plan 17/18 - work to get CCCID registered as an official MIS Data Element.	CCCApply UX Review
CCCApply Applications Apply Standard Apply International CC Promise Grant	Development Requirements for UI upgrade across all three applications Administrator integration DW API SPAM Filter - Back-end / API SPAM Filter - Research PILOT Promise Grant Auto-population Promise Grant MyPath integration Requirements for converting all three apps to responsive design Sprint development on UI upgrade	Release: 2018 Annual Update Development Sprint development on approved CRs Finish remaining Administrator integration SPAM Filter UI complete Sprint development converting all three apps to responsive design International app enhancements	Post-Release Activities New UI + responsive design Integration of Promise Grant to MyPath Administrator integration Development Requirements for CCCApply 3.0 MyPath Workflow Enhancements	CCCApply UX Review Residency Review Promise Grant & IA UX Reviews Research & Data Security Review
CCCApply Administrator	Development (Feature Parity) Re-write all modules (database, API, backend code, integration, UI) in new architecture / infrastructure Majors Module - feature enhancements (implement new filters for meta majors & guided pathways)	Release: MVP (CCCApply Modules) Development: Final migration to CCCAdmin End of Life planning	(End of Life)	Administrator UX Review
CCC Administrator	Admin Product Launches CANVAS College Adapter (Glue) 2.5 - January Data Warehouse 1.0 = March Ongoing Development Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API) CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface) Requirements for central architecture re-design to support API framework and authentication for project integration PMO Accessibility Review (CCCApply UI screens) = January 21 (TBD) Security & ARC Review (All applications modules + CAP) = TBD, before end of February TEST Release MVP to support ETL process, Accessibility Review - mid January 2018 Operations Steering sub-committee meetings; Review demos Documentation Drafts Enabling Services Transition Plan Communication Plan & Schedule Support & Training Plan Migration Planning	Release: Admin Product Launch: CCCApply Modules: PILOT = May 7* PROD = June 7* Migration Project - ALL Colleges data & users ETL and testing Ongoing Development Sprint development continues for all CCCApply admin modules (UI screens, database conversion, API) CAP development continues for all shared/global features and functionality (User Management, authentication, navigation, page design templates, central interface) Operations Migration process complete by April 1 Proxy integrations complete by April 1 Documentation Final Drafts published Enabling Services Transition Plan Final Release Phases of Communication Plan & Schedule	Admin Product Launches Course Exchange 3.0 TBD	Administrator UX Review
CCC Report Center	On Deck: Jasper Upgrade (TBD)	Planned EOL - Move to new version of Jasper (TIBCO subscription)	End-of-Life (EOL)
TIBCO Jasper (AWS) Report Center	Planned: CCC Report Center Upgrade	Planned Upgrade: CCC Report Center - TBD
CCC SSO Proxy	Release: SSO Proxy Upgrade 1.8.0 Enhancements & Bug Fixes Pilot Release: January 12 Prod Release: January 19	Operations College/District proxy integrations continue NOTE: ALL CCCApply colleges MUST complete proxy integration for CCC Administrator release	Operations College/District proxy integrations continue

CCCApply Admin Enhancements in CCC Administrator (v2.0)

Requirements

All CCCApply admin features in Epics/stories for v.1.1.0:

Supplemental Questions module
Rules Engine module
Messaging module
Interface enhancements (Application landing pages - links, secure documentation)
College & District module enhancements (custom messaging, expanded contacts)
User Account enhancements

Requirements

All CCCApply admin features in Epics/stories for v.1.1.0:

Supplemental Questions module
Rules Engine module
Messaging module
Interface enhancements (Application landing pages - links, secure documentation)
College & District module enhancements (custom messaging, expanded contacts)
User Account enhancements

Possibly before fall - Wes will have bandwidth to start incorporating Glue/MMI/CE into Admin 2.0

CCCApply UX Review

Promise Grant & IA UX Reviews

Admin UX Review

Tech Projects - Ongoing

	Q3	Q4	Q1 2018/19	Sub-Committee Projects
SPAM Filter Utility	Research & Development Continue project work with Seyvu (Infiniti) and Apply dev team on development (opt-in utility that will require commitment from PILOT colleges.	Release Plan SPAM Filter back-end API complete SPAM Filter user-interface screens in CCC Administrator complete Pilot colleges testing Documentation drafted Before & After research		Admin UX Review CCCApply UX Review Research & Data Security Review
Data Security	Spam Filter Web Service CCCID registered in MIS Data Element Dictionary	Architectural Configurations		Research & Data Security Review
MyPath Workflows & Integration	Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements. Integration of OpenCCC Account into MyPath Integration of CC Promise Grant into MyPath workflow Streamline workflows and re-directs	Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.	Continuous Improvement and Deployment of CCCApply > MyPath Workflows, data sharing, messaging, and user experience enhancements.	CCCApply UX Review Residency Review Promise Grant & IA UX Reviews Research & Data Security Review Admin UX Review
CCC Report Center	Requirements: Prepare for upgrade to Jasper 6.4.2 Plan, Test, Move, Test	Deployment management Prepare for upgrade to Jasper 6.4.2 Plan, Test, Move, Test		Research & Data Security Review Admin UX Review
Accessibility Priorities	Pre-Review Activities Work with CAO on internal review of OpenCCC & CCCApply UI upgrade development (early) Work with CAO on internal review of CCCApply admin modules in CCCAdmin (early) Update report to punt major revisions of CCCApply to next version (3.0)	Pre-Release Reviews Schedule and pass internal review of OpenCCC & CCCApply UI upgrade screens; Schedule and pass internal review of CCCApply admin modules in CCCAdmin (early) Requirements: CCCApply 3.0 accessibility updates (where are we at wrt new direction?)		CCCApply UX Review Admin UX Review

2018 Sub-Committees

Call for Volunteers: Please Support the CCCApply Steering Committee by volunteering for one or more sub-committees in 2018.

The 2018 CCCApply Steering sub-committees are now accepting volunteers. Please support the greater committee by serving on one (or more) committees for the 2018 FY. With your support and expertise, many of the critical issues related to CCCApply are deferred until the greater committee to deep dive into issues that could be triaged and addressed quickly by a small group of experts. Please provide support the development team and : 2018 CCCApply Sub-Committees.

Click here to see list of 2018 sub-committees...

Committee	Description	OBJECTIVES	Chair / Members
Non-Credit Application Advisory Committee	Continued requests for this type of application Adult Education Block Grant (AEBG) - Asking for changes to CCCApply for Adult Ed Folks want us to NOT include residency questions for non-credit Tim recommended that if they want that they need to lobby to change Title V Do we punt on this until next version of Apply (form-engine)?	These are the old notes from the November meeting (which echo loudly of notes from previous meetings) - once again it's a hot topic. Get permission to identify the folks who were on the Non-Credit call to change Title V (to invite to a Steering meeting - to hear their goals and to express to them that we want to work with them but show the all the implications of what needs to happen and what needs to be fixed. Emphasizing that we aren't saying NO, it's that we want to ensure that everyone has all the facts. We could dedicate a special meeting to this issue (they present, we present). How do they suggest we collect IPEDS data, AB620 data, residency data).** NEED Chair for this Advisory Committee - Set meeting dedicated to this issue Can we change regulations? Can we change college processes?	NEED Chair for this Advisory Committee -
2018 Workshop	This committee provides coordination and planning support for the 2018 Annual CCCApply Workshop.	At the Jan 31 meeting we discussed the objective that ALL steering members should help with the Workshop in some way. Either facilitate or present a session (co-present) OR help with registration or just attend the sessions and provide feedback, examples, expertise, and/or take notes. Please let Patty and Michelle know if you can help. Meet weekly on Fridays at 11:00AM between January 19 - March 23, 2018, to stay on top of all workshop details.	Michelle Patty Stephanie Mitch Mark Cohen Christian Alvarado?
CCC Administrator UX & Design Advisory Committee	HIGH PRIORITY A dedicated committee of IT and admission staff are needed to support the new CCC Administrator (new central admin configuration tool for CCCApply, Promise Grant, Canvas College Adapter, and all systemwide CCC Tech Center applications currently under-development and in-production for college admin, faculty and staff.	Patty will send out a doodle poll to these folks and any others who can help with this effort for a meeting the week of Feb 12. Meet weekly (TBD) through June 30, 2018 to support testing, migration, and implementation for colleges moving to the new CCC Administrator in May 2018 (Pilot). Support CCCApply product manager with migration and implementation testing; Help gather requirements development effort / user stories / requirements Pilot colleges to support migration and implementation Help update User documentation drafts will support the CCCApply product manager with design, user experience, workflows and migration testing. CCC Administrator	Richette Mitch Will M. MaryLou Michelle Tuyen LeeAnn Christian Ben Guzman
Residency Review Committee	Ongoing advisory committee to support and advise on CCCApply residency related issues and change requests.	Short-term objective: Support Steering Committee and product manager on all residency logic issues, changes, and enhancements. Long-term objective: Deep dive analysis of current residency algorithm to recommend enhancements to streamline questions and steps to determine preliminary residency status in CCCApply. Can we shorten the residency questions and still calculate residency status accurately? Do we need all the existing questions?	Need Advisory team leader and volunteers Stephanie Murguia Michael Q. Tina Mani Richette Bell Michelle Pena Mitch Leahy Jason Ralphs Chris Truong Jason Ralphs Michael Q. will send out doodle poll for these interested folks soon.
CCCApply Research & Legislation Advisory Committee	Support and advise the CCCApply product manager and CCCTC executive leadership team on research and analysis related to legislation and systemwide mandates.	Areas to explore: Non-credit Admissions Application Can the language in Terms of Use be modified to better serve students, colleges, MyPath matriculation process, non-credit students? - what can be done within the parameters of FERPA, COPPA, and Ed Code/Title V Ask Gerald Sequiera (also a lawyer) could he support this effort	Gerald Sequeria - Ask if he can participate Olivia Alvarado - LACCD Mitch Leahy - Santa Rosa Will Minnich - San Mateo Betty Glyer-Culver - Los Rios
/wiki/spaces/PD/pages/364381586	Support and advise the CCCApply product manager and development teams on enhancing the design and user experience of the existing CCCApply legacy applications to best support CCC students and comply with state, local, and federal education laws and regulations.	Send general email out to this group and look for time to meet. Meet monthly through June 30, 2018. Support design & development effort / requirements UI/UX innovations, ways to enhance existing app without full rewrite Requirements for next version of CCCApply (data collection / form engine) Review change requests related to UI/UX Moving the Personal Information	MaryLou Mitch Michelle Betty G.C. Anna Jason Paulette Will - Skyline Angela
NEW! CC Promise Grant Application UX & Design Advisory Committee	Provide support and feedback to the CCCApply product manager as we work with the CCC Chancellor's Office to streamline the CC Promise Grant application process. The 2018 roadmap includes auto-population of data from most recent CCCApply admission application, OpenCCC Account information, and previous year's BOG application to expedite the student user experience.	Meet monthly through June 30, 2018 to gather requirements for September 2018 release. Need a dedicated team of review existing logic, design, experience, data fields and documentation to suggest enhancements.	NEED
CCCApply Data Security Advisory Committee	Support and advise the CCCApply product manager and CCCTC executive leadership team on critical issues related to OpenCCC and CCCApply data, security, and other system-wide data issues,	Meet monthly through June 30, 2018. Gather requirements for CCCApply data deep freeze project; Review and provide feedback of the existing CCC Report Center public report templates; Support the CCC Tech Center's CISO with security awareness training, communication and documentation.	Cindy Gonzales Will Minnich (proposed) Satish Warrier (proposed)
International Application UX & Design Advisory Committee	A sub-set of the CCCApply Steering Committee comprised of international admissions specialists - dedicated to the design, development, and details of the CCCApply International Application to ensure accuracy, user-efficiency, and compliance with state, local, and federal rules and regulations for international students.	Meet monthly (or more frequently) through June 30, 2018. Support the greater CCCApply Steering Committee with state, federal, and local international admissions policy counsel Enhance design & user experience of the International Application Review and approve change requests pertaining to IA application Work on integration plan for incorporating IA questions & data fields into Standard Application for planned Universal Form Engine*	Olivia Alvarado Mitch Leahy Anna Salazar
OpenCCCApply MyPath Integration Advisory Committee	Work together with the CCCApply UX committee to advise design user interface and user experience for integration of OpenCCC & CCCApply applications into the MyPath matriculation workflow.	Meet monthly (or more frequently) through June 30, 2018. Support the greater CCCApply Steering Committee gather user stories & requirements for integrating OpenCCCApply applications into the MyPath Student Services Portal and matriculation workflows; Enhance design & user experience of current Apply>MyPath integration Review and approve change requests pertaining to MyPath integration

Change Requests Pending

Steering District Roster: Approval Poll Table

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#	District
1	Cerritos CCD	Southern
2	Chabot-Las Positas District	Southern
3	Contra Costa CCD	Bay Area
4	El Camino CCD	Southern
5	Kern CCD	Central
6	Los Angeles CCD	Southern
7	Los Rios CCD	Northern
8	Rancho Santiago CCD	Southern
9	Rio Hondo CCD	Southern
10	Riverside CCD	Southern
11	San Francisco CCD	Bay Area
12	San Joaquin-Delta CCD	Central
13	San Mateo CCD	Bay Area
14	Santa Rosa CCD	Northern
15	South Orange CCD	Southern
16	CCCTC
17	CCCCO

2017 Steering Committee

3 = Bay Area Region

2 = Northern Region

2 = Central Region

8 = Southern Region