CCCApply Administrator 2.0 Upgrade
On June 28, 2018 - the Pilot (sandbox) version of the new CCCApply Administrator 2.0 will be released and College Support Services will begin working with a small set of "beta" colleges on pilot implementation and user acceptance testing (UAT) to ensure the process is ready to implement with all remaining colleges. Test results against early success criteria will help the support and implementation team to hone the full implementation and testing process for all remaining colleges.
Once your college has completed the required implementation and UAT checklist and training, authorized Pilot users will be able to access the new Administrator and manage data.
The Pilot version code will remain in the pilot environment from June 29 - July 27 (production release). Incremental code updates will be made weekly through the pilot period. Colleges should be aware that from the first incremental pilot release on June 28 and the second incremental update on July 11, any data changes made in the pilot environment during this time may be overwritten by a data refresh scheduled for July 12. Weekly updates will be communicated to colleges throughout the pilot period.
Reminders & Important Notes
- Once the Pilot version of the CCCApply Administrator 2.0 is deployed on June 28, there will be two different versions of the CCCApply Administrator running concurrently throughout the Pilot implementation period - or until the Production release on July 27, 2018. The new CCCApply Administrator 2.0 will be live in the Pilot environment and will integrate with the Pilot CCCApply applications.
- The Production version of the legacy Administrator (1.0) system will continue to manage and integrate with all your student-facing CCCApply application(s) until the Production Administrator 2.0 system is fully deployed to the Production environment on July 27, 2018.
Click here for more information on the timeline and schedule of release activities.
What do Colleges Need to Know?
- The new CCC Administrator is now the gateway to the CCCApply Administrator 2.0 tool for California Community Colleges Admissions and Financial Aid staff users - passing authentication and authorization to admin configuration settings for the CCCApply Standard, International and CC Promise Grant (BOG) applications.
- This means that all users will have a new URL - and an additional step in the process to get to their CCCApply Administrator tool through the CCC Administrator.
- College and district users will be encouraged to test their existing Admin 1.0 user accounts to the pilot and production environments to ensure they do not lose access to their data settings once the new upgrade system is launched. See Release Timeline information.
Migration of CCCApply Administrator v.1.0 Data
- As part of the transition from the current CCCApply Administrator (Admin 1.0), the Tech Center will move all colleges Pilot and Production CCCApply data, settings, and users over to the new system. This includes college terms, majors, rules, email message templates, supplemental questions, and college & district contact information.
Black Out & Release Days
- To ensure that the most current and accurate data settings are moved over to the new CCCApply Administrator system, “black out” days have been scheduled to coincide with the release dates. In other words, on the dates of release, colleges will not be allowed into the old Administrator system; therefore the last day to make changes to your CCCApply admin data is the day before the release dates scheduled for Pilot and Production releases.
- All your college’s existing CCCApply Admin 1.0 users and data will be migrated to the new version by the Tech Center; however, users will be required to test access and authorizations in the Pilot (test) environment prior to the production release on July 27, 2018.
Migration Support for Colleges & Districts
In order to confirm that all current college and district users of the CCCApply Administrator maintain access to their terms, majors, rules, messages and supplemental questions, the CCCTC Support Services will work with each college or district to test access and validate that their data has been migrated successfully.
Colleges will be contacted to schedule a 1-on-1 online call with support engineers to work on the following testing and implementation tasks:
Review and confirm that your college has setup terms through spring 2019 in the current production Admin 1.0 system as a precaution before final migration to the new CCCApply Administrator 2.0 system.
Validate the new custom URL provided to each college or district to get to the new Administrators
Review and confirm validity of current users accounts; add/edit/delete any user accounts as needed
Review and confirm that all other admin data is complete and accurate in the current production college majors, rules, and supplemental questions are up-to-date in Admin 1.0 in preparation for migration to new CCCApply Administrator 2.0
Schedule your support session today! Please complete this Google Form to identify a date and time that works for your college or district.
Implementation Tasks and Checklist
As part of the transition to the new CCCApply Administrator 2.0, colleges will need to complete some testing and validation tasks to acknowledge understanding of the changes being implemented in the new system and to ensure their data has been migrated over intact. The level of effort depends on several factors:
- Minimum implementation tasks:
- Optional implementation of new Majors filters:
- Confirmation of data migration in Production:
Pre-Production Migration Tasks in Admin 1.0
| # | Activity | Task Description | Target Date(s) |
|---|---|---|---|
| Complete Google Form to Schedule Support Session | A designated representative from each colleges will work 1-on-1 with College Support Services to complete implementation and user acceptance testing (UAT) checklist to confirm readiness tasks and training on new Administrator system is complete | Schedule sessions by July 13 | |
| Confirm SSO Proxy integration is complete | College or District IT staff have been working with the SSO Proxy team since September 2016. The majority of all colleges have already completed proxy integration. To find out if your college is compliant with the SSO proxy, please contact staffsupportccctc@openccc.zendesk.com | Confirm status by July 16 | |
| Confirm current list of college & district Users in Admin 1.0 Production & Pilot | Review the list of users with the college or district representative to ensure Users are current (remove old users, update/edit any changes) | ||
| Validate Admin 1.0 Production data is setup through spring 2019 (Terms) | Login to Admin 1.0 production environment and navigate to Terms module. Confirm college terms are setup correctly through Spring 2019 or beyond. | ||
| Validate Admin 1.0 Production majors, rules, and supp questions are setup through Spr 2019 | Navigate to the other modules to confirm accurate and current data exists through Spring 2019. | ||
| Validate all other Applications in Admin 1.0 Production | If the college has adopted the International Application, validate access, user account(s), and confirm/validateTerms are setup through Spring 2019 or beyond. Review other modules and validate data accuracy. | ||
| Validate CC Promise Grant access in Admin 1.0 production | If the college has adopted the CC Promise Grant (BOG), validate access, user account(s), and all data is accurate and current. |
Pilot Migration Tasks in Admin 2.0
| # | Activity | Task Description | Target Date(s) |
|---|---|---|---|
| Review Pilot User accounts with college. Clean up list of current Pilot user accounts and clean up (add/edit/delete) as needed. | |||
| Authentication: Test and verify that the College can access the Pilot CAP & CCC Report Center systems using their custom College URLs to validate staff login (authentication) using their CAP basic user accounts. | |||
| NOTE: Colleges should continue to use their existing CCC Report Center link, provided to them during adoption. There is no change to the CCC Report Center in this release cycle. | |||
| Authorization: Test and validate that authorized College "basic user" accounts can view and launch authorized admin applications from the CAP homepage to verify MIS permissions in individual applications. | |||
| Validate Accuracy of Production Data: Verify that the College has setup valid Terms, Majors, and other required data configurations in the Production Admin 1.0 system through June 30, 2019 to prepare for production release ETL migration | |||
| Validate Accuracy of Pilot Migration Data: Verify that the College has reviewed and validated all data settings and configurations migrated from the Pilot Admin 1.0 system to the new Administrator 2.0 system for each CCCApply & Report Center applications | |||
| Validate Authorized User Accounts: Test and verify that the college has reviewed and validated all CAP authorized staff user accounts for individual Pilot and Production authorized applications and systems | |||
| Validate Basic User Permissions: Verify that College "basic user" accounts restrict authorizations based on the scope of their permissions, including applications, data, and MIS codes | |||
Completion of User Interface Training: Validate that College has participated in and completed user interface training for the CAP, Canvas Web App, and new CCCApply Admin 2.0 systems
| |||
| Launch CCCApply Administrator | Ensure your user account allows you to select "CCCApply Administrator" from the "Applications" menu in the new CCC Administrator (CAP). This will launch the CCCApply Administrator and the specific application you are authorized to access in a new tab or window (depending on your browser). | ||
| Update College Information: Review & confirm contact information and data settings | From the CCCApply Administrator header, select Colleges & Districts > College Information, from the dropdown menu. Click the "Edit" button. Ensure all College Information fields are populated correctly. Ensure the Admissions Office Contact, Phone, and Email fields are populated with the contact person information that should appear on the Confirmation pages for the Standard, BOG, and/or International application submission. | ||
| Update District Information: Review & confirm data settings | From the header, select Colleges & Districts > District Information from the dropdown menu. Click the "Edit" button. | ||
| Update English Proficiency Test settings in International Application | English Proficiency | ||