This Pilot Project Plan will outline the details of the CCCApply Non-Credit Application pilot project across the various stages of remaining pre-production development, testing and implementation.
Product information is available here: CCCApply Non-Credit Application
For detailed information on the approved change request and tech specifications, see
For detailed information on the background information and research behind this proposal, see
Project Overview
Below is an outline of the CCCApply Non-Credit Application Pilot Project, including development and production phases:
College Pilot Project
- Project Overview
- Project summary & objectives
- Project Timeline
- Goals & Expected Outcomes / Success Criteria
- College Participation & Requirements
- Pilot UAT Objectives
- Feedback Process
- Changes & Requests
Production Phase
- Beta Version Plan
- College participation
- UAT Plan
- College Implementation Plan
- Working with Enabling Services
- Working with Support Services
Status of Development Phase
Development requirements for the initial version of this application (v.1.0) were drafted and implemented by the CCCApply Redesign Workgroup and sub-committee for the Non-Credit Application. Details of the v.1.0 development specification can be found here: Non-Credit Change Requirements and CCCApply Non-Credit Application.
Overview
CCCApply has recently announced that a new "non-credit" workflow path - an optional, special feature developed in the CCCApply Standard Application - is wrapping up the first phase of the development project and is ready to move to the Pilot Phase.
A soft launch release to the CCCApply pilot environment is planned in February 2019, as part of the CCCApply release 6.4.0.
On February 19, 2019, the first version of the new Non-Credit Application feature will move to a "Pilot Phase" as part of the CCCApply 6.4.0 pilot release deployment. A limited number of pilot colleges - under the direction of the Redesign Workgroup, the CCCApply Advisory sub-committee, and CCCApply product management, will address the following project objectives and timelines:
The Non-Credit App Pilot Phase includes with a soft launch release to a limited set of colleges as part of an extensive 12-week Pilot project under the direction of the CCCApply Redesign Workgroup and Advisory Sub-Committee for Non-Credit Application in coordination with CCCApply product development. This overarching goal of the pilot project is to prepare the special feature for a larger scale Beta version release in May 2019, and ultimately to a successful production release to all colleges in June 2019.
The new CCCApply Non-Credit Application is best described as a new, optional, residency questions-free, "workflow" feature built into the CCCApply Standard Application, developed to comply with the new residency-determination exemption for non-credit students, as specified in Assembly Bill 3101. The initial set of development requirements were approved by the CCCApply Redesign Workgroup - as part of the CCCApply Redesign Project - and the CCCApply Advisory sub-committee for Non-Credit application.
Project Summary & Objectives
The purpose of the CCCApply Non-Credit App Pilot Project is to ensure that t
The Non-Credit App Pilot Phase includes with a soft launch release to a limited set of colleges as part of an extensive 12-week Pilot project under the direction of the CCCApply Redesign Workgroup and Advisory Sub-Committee for Non-Credit Application in coordination with CCCApply product development. This overarching goal of the pilot project is to prepare the special feature for a larger scale Beta version release in May 2019, and ultimately to a successful production release to all colleges in June 2019.
Proposed goals, timeline, and expected success criteria will inform the agendas for recurring meetings, and a process for providing and escalating feedback is established. Following the completion of a successful project, an additional, scaled "beta project" will be conducted through the CCCTC Enabling Services division, and Support Services.
Approved pilot colleges will work with the CCCApply Redesign Workgroup and sub-committee, as well as the CCCApply product development team, to identify bugs and identify requirements for any remaining (and approved) development enhancements. Bugs and other issues will be prioritized for fix throughout the 12-week pilot timeline.
The following objectives will be addressed in the Non-Credit App pilot project:
- Pilot colleges will commit two staff representatives to participate in the project (One admissions office and one IT staff participants) and complete minimum UAT activities
- Participants will contribute to fulfilling project goals, objectives, and timelines in order to achieve success criteria
- Participants will attend scheduled meetings and provide feedback on development and implementation processes to ensure CCCApply complies with AB 3101
- Participants and project management will collaborate to ensure the application/feature meets production release phase, successfully
Pilot Project Timeline
The proposed schedule for the Non-Credit App Pilot project begins with a soft launch release to the pilot environment as part of the CCCApply 6.4.0 release on February 19, 2019.
A tentative schedule of project activities are detailed below (subject to change).
Date | Description | Release |
---|---|---|
February 19 | CCCApply 6.4.0 release to the CCCApply Pilot environment (see Release 6.4.0 Summary Notes) | CCCApply 6.4.0 Pilot |
February 19 | Non-Credit Application 1.0 - Soft launch release to the CCCApply Pilot environment | Non-Credit v.1.0 Pilot |
February 20 - 28 | Non-Credit Pilot begins 12-Week Pilot Activities | |
March 15 | CCCApply 6.4.0 Production release (see Release 6.4.0 Summary Notes) | CCCApply 6.4.0 Prod |
April 8 | Non-Credit Application (v.1.x) Pilot Update (Tentative) | Non-Credit v.1.1 Pilot |
April 15 | Deadline for development changes and bug fixes (Tentative) | |
May 9 | Code freeze for CCCApply 6.5.0 Pilot Release and Non-Credit App v.1.2 | |
May 15 - 22 | Non-Credit Pilot officially ends - last meeting | |
May 31 | CCCApply 6.5.0 Pilot release (includes the Non-Credit Application 1.2 Pilot release) | CCCApply 6.5.0 Pilot Non-Credit v.1.2 Pilot |
June 28 | CCCApply 6.5.0 Production release (includes the Non-Credit Application 1.2 Production release) | CCCApply 6.5.0 Prod Non-Credit v.1.2 Prod |
Pilot Goals & Success Criteria
Goals for the CCCApply Non-Credit Pilot Project are listed below with proposed success criteria.
Goal | Success Criteria |
---|---|
Ensure MVP product complies with residency-exempt requirements in AB 3101 Ensure the design and development of the Non-Credit workflow path feature & functionality meets minimum viable product requirements for use with non-credit students as mandated in AB 3101 |
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Ensure product functionality meets MVP requirements for college non-credit programs Ensure the functional design (user interface and admin configurations) meet the minimum viable requirements for the majority of college non-credit programs . |
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Ensure IT implementation is simple and fully compatible with existing Standard Application implementation Ensure college IT implementation of the new Non-Credit workflow includes minimal risks and requires minimal reporting and admin configuration changes, and compatible data downloads changes to the CCCApply Standard Application IT setup (including pre- and post-application processes and web services) |
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All required Tech Center applications have Non-Credit application functionality & data Ensure all dependent CCC Tech Center products and services have been updated with the new and revised Non-Credit Application data fields and reports are accessible to authorized college administrators and staff. |
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Develop (generic) best practices for college support, IT, and admissions implementation of the new Non-Credit feature Identify, test, document and publish best practices for college support of and/or implementation of the Non-Credit workflow feature functionality for (general) college admissions non-credit programs. |
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Pilot College Participation & Requirements
The CCCApply Non-Credit Application Pilot project will initially consist of 6 - 8* district colleges from the CCCApply Redesign Workgroup and the CCCApply Advisory Committee's sub-committee for Non-Credit Application. Pilot project activities are scheduled across a 12-week period between February 19 - June 15, 2019.
Participating Colleges
Colleges from within the CCCApply Redesign Workgroup and the CCCApply Advisory Committee that will be participating in the project:
- City College of San Francisco
- Coastline College
- North Orange CCD
- Santa Rosa College
- Sierra College
- Cerritos College
Participation Requirements
Participation activities and requirements include:
- Continual participation throughout the
Pilot Project: UAT Process Plan
The user acceptance testing (UAT) plan process and objectives for the CCCApply Non-Credit Application Pilot project are listed below.
- UAT Objectives & Success Criteria
- Required Documentation
- Getting to the Pilot Application
- IT Implementation Steps
- Data Fields & Downloads
- Admin Configuration
- Reports
- Feedback & Support Processes
UAT Objectives & Success Criteria
UAT Objective | Success Criteria |
---|---|
IT Implementation Steps & Testing | |
Data Fields & Downloads Configuration Testing |
|
MVP Admin Configuration (Optional) Testing | |
Modifying & Running Non-Credit App Reports Testing | |
Using the Feedback & Support Process |
- Pilot colleges are able to add the new data fields to their existing Standard Application Format Definition XML file,
- Update the transfer-client.jar file (v.6.4.0), and successfully download the new fields from the Standard App Download Server
- non_credit
- integrity_fg_81
- Colleges are able to identify the specified changes to existing data fields and formats as specified in the CCCApply Standard Application Data Dictionary v.2019.1 (6.4.0)
- Colleges maintain compliance with MIS data requirements for all existing residency determination fields and logic in place prior to the Non-Credit application release
The Non-Credit Application workflow path feature is an Optional special implementation in the CCCApply Standard Application - All Changes Are Backwards Compatible - No Actions Required: All the front-end changes deployed in the Non-Credit Application path within CCCApply Standard Application (user interface changes, hidden pages and questions, disabling of web services, etc.) should NOT AFFECT YOUR STANDARD APPLICATION. All Non-Credit Application back-end changes are optional and not mandatory for colleges to implement. Admissions, Financial Aid, and IT staff can rest assured there are no action REQUIRED by colleges that do not wish to implement the Non-Credit Application.
Required Documentation
Technical specifications for the Non-Credit Application feature in the Standard Application are included in the CCCApply Standard Application Data Dictionary.
Change Specification: 2018-18R: New Race & Ethnicity Implementation 2018
Data Dictionaries: CCCApply Standard Application Data Dictionary v.2018.2
Getting to the Pilot Environment
Pilot colleges can begin previewing and testing the new Non-Credit Application feature after the CCCApply 6.4.0 pilot release on February 19, 2019.
Non-Credit Application URL
Accessing the Non-Credit application workflow path within the Standard Application requires a separate, college-specific URL. This unique, college-specific URL is one of the key characteristics that partitions the non-credit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Non-Credit URL from those started from the original Standard Application URL.
The list of Non-Credit URLs can be found here.
When a user starts and submits a Non-Credit Application (using the college-specific URL) the new Non-Credit Status flag is set to True, which is appended at the end of the URL.
Example: http://opencccapply.net/welcome=MIScode=XXX/nonCredit=true
Non-Credit Application: Pilot Implementation UAT
Follow the steps below to setup the Non-Credit Application workflow feature to conduct user acceptance testing:
- Log in to your college /wiki/spaces/PD/pages/131465676 and start a new CCCApply Standard application from your My Applications page.
- Complete the new application from the Enrollment page to the Needs & Interests page. Continue on to the Demographic Information page.
- Note: This includes the Account Information/Mailing, Education, Citizenship/Military, Residency pages.
- Complete the Gender/Transgender section;
- Complete the Parent/Guardian Education Level;
- Review the new Race & Ethnicity layout changes and enter the following information:
- Hispanic/Latino question: Select the Yes radio button to expand the Hispanic/Latino sub-categories. Select one or more checkbox options.
- Race Group categories: Select one or more of the race group checkboxes to expand the corresponding ethnicity sub-categories.
- Click Continue to go to the last page;
- Complete the remaining required portions of the application and submit the application
- This includes the Submission page sections: Review App, Consent to Release Information, and Submission
- After submission, note the application's Confirmation number (App_id) and your CCCID.
- Reference the CCCApply Standard Application Data Dictionary (v.2018.2) Pilot Version
- Jump to the Race & Ethnicity section from the Table of Contents (Race Group)
- Review the data element specifications for all four Race & Ethnicity section fields:
- Hispanic/Latino = <hispanic>
- Race Group = <race_group>
- Race Ethnicity = <race_ethnic>
- Race Ethnicity = <race_ethnicity> (Note: This field has a different name in the International application)
- NEW Race & Ethnicity Full = <race_ethnic_full>
- Add the new Race & Ethnicity FULL field to your Pilot environment Format XML (CCCApply Standard & International files must be updated separately)
- Follow the data specs for <race_ethnic_full> in the updated DED (CCCApply Standard Data Dictionary (v.6.3.0)
- For CCCApply & International: The new data field has the same name for both application: <race_ethnic_full>
- For help updating your Format Definition file, see the CCCApply Download Client User Guide
- Update your existing Download Client Jar File with new version (v.6.3.0)
- Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.3.0).
- NOTE: The 'transfer-client.jar" file is the same as the Download Client Jar file.
- Refer to the Download Client User Guide for instructions on replacing and running the Jar file for each application in each environment (Pilot and Production).
- Run a test download Job in the Pilot environment.
- Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.3.0).
- Repeat the process for the Production environment.
Data Field Information
For detailed data specifications, please refer to the corresponding application Data Dictionary, as well as the breakdown of change specs in: 2018-24R: Revise CCCApply to Support Non-credit Students & AB3101.
Data Field Name | Type | Data Element | Format / Length | Downloadable | Report Center / Admin Rules | Application |
Non-Credit Status | New data field | <non_credit> | Yes | Yes | CCCApply Standard & Non-Credit | |
Integrity Flag 81 | New flag | <integrity_fg_81> | boolean, 1 | Yes | Yes | CCCApply Standard & Non-Credit |
Non-Credit Application - Full Data Set in Glue for Apply
The new Non-Credit Application data values will be included in this release, passed directly to colleges using the Glue for Apply feature.
Updating Your Download Files
To download the new Non-Credit Application data fields and new values in existing CCCApply download files, you must add the new fields to your CCCApply Standard Application Format Definition XML and update the (transfer-client.jar) file for the Non-Credit v.1.0 Pilot release.
Please be sure to backup your files before downloading new ones.
Update the Pilot Download Client Jar File
We recommend adding the new Non-Credit Application path data fields and updating your Download Client Transfer file in the Pilot environment whether you plan to implement the Non-Credit application path or not. The Pilot DLC jar file should be updated first, then repeat the process for your Production downloads.
In your installed Pilot Download Client directory, replace the following files:
- Replace transfer-client.jar (V6.4) with: transfer-client-V3.jar
Follow the instructions in the Pilot CCCApply Download Client User Guide.
Update the Download Client Jar File
To update your Download Client Transfer file for the Production environment, the process is the same as the Pilot environment update. The same jar file is used for both environment.
In your installed Production Download Client directory, replace the following files:
- Replace transfer-client.jar (V6.3.0) with: transfer-client-V3.jar
Follow the instructions in the CCCApply Download Client User Guide.
Technical data element specifications for the Race & Ethnicity data fields are listed in the CCCApply Standard Application Data Dictionary V.2018.2
Pilot Project: Feedback & Support
During the Pilot Project (see pilot schedule above), pilot colleges will meet bi-weekly to provide feedback and discuss pilot objectives with the Pilot committee and CCCApply product manager. Non-critical bugs, change requirements, and change enhancements will be reviewed and prioritized during each meeting.
Pilot Project Support & Feedback Processes
Below is a breakdown of the pilot support and change management process and response times.
Severity Level | Issue Type | Description | Resolution Priority | Feedback Process |
---|---|---|---|---|
High - S1 | Critical Issue | Pilot college cannot access the Non-Credit application in the Pilot environment using their custom URL | 24-48 hr response Hot Fix resolution TBD | Email details to College Support Services: staffsupportccctc@openccc.zendesk.com |
High - S1 | Critical Issue | Pilot college cannot access the Non-Credit application due to error message | 24-48 hr response Hot Fix resolution TBD | Email details to College Support Services: staffsupportccctc@openccc.zendesk.com |
High - S2 | Bug: Critical | Pilot college identifies a critical bug in the Non-Credit app user interface or backend systems that prevents implementation or testing | 24 - 72 hr response Set priority level TBD | Email bug information to College Support Services: staffsupportccctc@openccc.zendesk.com |
Med- S2 | Bug: Non-critical | Pilot college identifies a non-critical bug in the Non-Credit app user interface or backend that does not prevent implementation or testing | 1 week response Set priority level TBD | Email bug information to College Support Services: staffsupportccctc@openccc.zendesk.com |
Med - S4 | Must Have Requirement | Pilot college identifies a missing IT or business requirement per state, federal or local mandate (example: AB 3101) | 1 week response Set priority TBD | Use Change Requirement template Pilot college documents requirement(s) via Change Requirement form template; sends as link or attachment to Pilot Project Manager to be prioritized for bi-weekly meeting agenda. |
Med - S5 | Nice to Have Requirement | Pilot college identifies a med/high-priority change enhancement to the MVP application | 2 week response Set priority TBD | Use Change Request template Pilot college submits change requirement(s) using Change Request form template; send as link or attachment to Pilot Project Manager to be prioritized for bi-weekly meeting agenda. |
Low - S5 | Delighter Enhancement | Pilot college identifies an enhancement to the user interface or backend service(s) that includes unauthorized feature development (Out of FY scope) | 2 - 4 week response | Use Change Request template Pilot college submits change request(s) using Change Req form template; send as link or attachment to Pilot Project Manager to be prioritized for committee review. |
High Varies | Request for Implementation Support | Pilot college requests advice and/or general support for IT implementation, operations, best practices, and/or additional help from Product management, support services, other college pilots, or general colleges - in support of the new project. | 24 - 48 hr response Depending on item; TBD | Pilot college should review existing community discussions for self-serve support, or post new question or topic in any CCCApply or System Alerts category on the CCCTechnology.info support site: CCCTechnology.info |
Issue Resolution During Pilot Project
- Feedback will be categorized as bugs, MVP requirements, or change enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
- Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
- Any identified bugs with severity and priority
- Enhancement requests with priority identified
Critical bugs and incidents encountered during IT implementation should be reported directly to College Support Services via the Staff Support email: staffsupportccctc@openccc.zendesk.com
Pilot college participants should also copy Pilot Project Manager, Patty Donohue, pdonohue@ccctechcenter.org on critical or high priority issues.
Change Request Form Templates
- High-Priority Change Requirement Form
- Change Request Form