Online Meeting Information

This meeting will be held online via Zoom.

Agenda

Meeting Notes & Minutes from today's Call:

Roll Call

2018 Steering Committee Member Roster

Steering Committee Members Email List

2019 Quarterly Meeting Schedule

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

 Archive: 2018 Meeting Schedule

CCCApply Redesign Workgroup Update

The Chancellor’s Office, the CCC Technology Center, and the Foundation for California Community Colleges, in collaboration with the community colleges and in partnership with ideas42, are redesigning the CCCApply experience with a student-centered approach in mind. 

The CCCApply Redesign Workgroup is being led by CCCCO Vice Chancellor, Omid Pourzanjani.  More information about the redesign effort can be found on the CCC Digital Futures website:  https://digitalfutures.cccco.edu/

Redesign Workgroup sub-committees

A series of sub-committees within the main workgroup were tasked to review the following issues. 

1. Non-Credit Application
2. Fields & Questions to be removed from the application
3. What low-hanging fruit changes have emerged?
4. Deployment Schedule
   
   
   

1. Update on the Ideas42 Study on CCCApply
   1. Ongoing study and anticipated recommendations on the Ideas42 CCCApply study is still underway.
   2. The projected date for the Final Recommendation Report was October 2018.
   3. As of today's meeting (Thursday, November 29, 2018) communication that the final report has been submitted to the Chancellor's Office has not been relayed to CCCApply product manager. 
      
      
      

SUGGESTION / ACTION ITEM:  Patty to submit a request to the Vice Chancellor overseeing the Redesign Workgroup requesting a summary report and FAQ be created and distributed to this CCCApply Users Workgroup and all college users via the CCC-Admissions listserv.
  

• Project is chancellor’s office driven
• Overall look and feel being revised in response to antidotal feelings from some in the CCC system.
• The goal is to retain information for reporting requirements.
• Patty showed a short-term redesign effort timeline
• September release has been implemented successfully.
• Next release on December 7^th Includes:
  • Style upgrade
  • Updates for expanded race and ethnicity
    • Patty presented the extensive list of new ethnicities.
    • She also presented the mapping of the new data fields related to ethnicities
  • Promise grant revise for 2019-2020
    
    
    
• Report center is at end of life. Currently no additional data elements can be added to the report center at this time. Patty is working with the vendor.
• Language of ethnicity might need to be changed so students know that they are not required to provide their ethnicity.
• Feedback from workshop
• Better descriptions for skill level of hands on training/labs/ activities
• Demos in the morning
• The steering committees role?
• More leadership is needed from the Chancellor’s Office for the workshop
• Patty presented the features of the new non-credit application
  • Optional for colleges
  • Uses paths based on a question of non-credit or credit classes
  • Residency eliminated
  • There needs to be discussion about how non-credit apps and students are handled for purposes of residency and enrolling in credit courses.
• There appears to be a residency change field that is unused.
• Binary Gender type needs to be added to CCCApply
• Mitch and Patty will look through change requests in a separate meeting

CCCApply Redesign - Roadmap - FY2019

RELEASE: September 2018 (Deployed)

1. Recap CCCApply September 28 Release
   1. Release notes are posted:  Release 6.2.0 Summary Notes
   2. Communication:  Weekly email campaign with links to supplemental information on CCCApply Public Documentation

11.29.18:  

• Patty presented the redesign effort timeline for this fiscal year
• September release has been implemented successfully.
• Next release on December 7^th Includes:
  • Style upgrade
  • Updates for expanded race and ethnicity
    • Patty presented the extensive list of new ethnicities.
    • She also presented the mapping of the new data fields related to ethnicities
  • Promise grant revise for 2019-2020

RELEASE:  December 7, 2018

Scope

• Race & Ethnicity Expansion Project
  • Change Specifications: 2018-18R: New Race & Ethnicity Implementation
• UI Styles & Branding Update - Part 1: Align with MyPath Styles
• 2019-2020 Promise Grant (BOG) Application 

Schedule

• Pilot Release - November 20 - Release 6.3.0 Summary Notes now available!
• Production Release - December 7 

Documentation

• Release 6.3.0 Summary Notes
• Data Dictionaries (6.3.0) 
• Download Client Jar (v.6.3.0) 

RELEASE: March 2019

• Non-Credit Application Effort
  • Review specs for Residency-Exempt Status
• Low-hanging fruit streamlining changes - Part II
  • SSN Revision (Pending Deferment)
  • Pending Question Revisions
  • Residency Page Revisions
• UI Styles & Branding Update - Part 2: New CO Brands
• Updated Standard Application - paper version under-development (Must be ADA compliant & pass accessibility review)
• Pending Approval: Report Center Upgrade
• Pending Approval: Spam Filter UI Enhancements

RELEASE: June 2019

• Requirements for mobile-device/responsive design
• Requirements for Download Client 2.0 (SuperGlue for CCCApply)
• Requirements for the multi-language version
• Requirements for MyPath integration
• Requirements for new Form Generating Engine / back-end micro-services

CCCApply: Project News

1. Introduced Jennifer Coleman, Program Director for Core Applications including CCCApply, SuperGlue, MyPath, College Adapter, and other matriculation tools.
2. OpenCCC - Project management changes
   1. New Product Manager, OpenCCC - John Sills
   2. OpenCCC has separated from the CCCApply project, beginning this current fiscal year.
   3. OpenCCC is now managed in a different grant initiative: The Shared Infrastructure Grant (Federated Identity, CENIC, other shared infrastructure projects)
      1. The project has a new work plan and set of goals/objectives, which is no longer tied to CCCApply project including the development team, change management process, etc.
         
         ACTION ITEM: Patty is still transitioning information and on-boarding ownership of the OpenCCC project to the new Product Manager team. However, John will be included in all User Group activities, and we will work together on a communication to this committee and to all CCCApply users regarding the transition in project management and update the field on a similar upcoming OpenCCC Redesign project. 
3. CCC Administrator - Core Admin System - also has a new Product manager, John Hadad.  Patty is still managing the CCCApply Administrator application that is integrated with the new core admin tool, however the shared common administrator, which includes User management and other shared feature functionality will transition to the new PM, John Hadad.
   
   
4. CCCApply Project -
   1. Summary of Scope, Schedule, Budget (Charter draft) under-development for FY2019
   2. Other Changes: Changes to teams: development teams, support staff, enabling services, 
   3. CCCApply Users Workgroup:  Changes to a workgroup model instead of a steering committee. CCCApply will be restructured into a workgroup.

How does this affect the existing CCCApply Steering Committee?

• Not too much will change - more virtual meetings vs. in-person meetings
• Won't be called "Steering" anymore - new name:  CCCApply User Workgroup 
• No longer need a quorum for meetings or approvals
• Bylaws & Constitution: No longer structured around a Constitution & Bylaws, but minutes will still be required. 

Questions:

Does it make sense to have the Workshop structured and guided by the Steering committee then? (Mitch Leahy)
Answer: We still need guidance from this group on direction/sessions/ tracks

REMINDER - CCCApply Workshop is very popular!  New A&R staff rely on this as a way to meet, connect, learn and get information.  Last year: almost 300 attendees.

Communication to the Field has been lacking and a problem. 

2019 Workshop Planning

November 29 Note:

Location: TBD

(Note: Michelle Pena spoke with Michael Poindexter in July who verbally agreed to host the workshop at Sacramento City College on April 17.

(11.29.18:  Contact has changed!  Michael Poindexter is no longer with the District. Kim Goff could be another contact.)

When:  TBD  Note: Sac City Spring Break - April 15 - 21.  Our workshops are traditionally held on Wednesdays.

Next steps:

1. Vice Chair organizes a sub-committee to begin planning 
2. Discuss 2019 budget impact on Workshop 
3. Confirm host college and primary contacts (facilities & IT)
   1. schedule meeting to discuss lecture hall, breakout rooms, computer lab, dining area
4. Start working on theme and format
5. Finalize tracks and sessions
6. Start working on a surveys (see below)
7. Suggestion for Keynote:  Barney Gomez, Vice Chancellor TRIS

** Discussion from July 25th meeting **   

1. When discussing the question, "will we be combining eTran and CCCApply into one day or not?", the feedback is that we want two separate workshops. The feeling was that combining both into one day, cut into the amount of sessions that we could have and that if given the choice, we don't want to combine again.
2. Requests for more report center training sessions. The feedback from last year was that the one combo (Beg/Adv) session was too high level for many newbies.
   1. Need at least two separate trainings: Beginners vs. Advanced 
      1. Beginners:
      2. Advanced:  
   2. Feedback wants: Report Center Track dedicated to several different level sessions with variety of facilitators;
3. Computer Lab - have an event or events planned in the lab during the day.
   1. Hands-on report center workshop/training sessions 
   2. Suggestion:  "Reserve time with a tech expert - in advance?"  for example Ellucian Live - would have you reserve time in advance (weeks/months) - 
      1. Set it up so people can reserve time on specific subject areas and include their skill level
      2. Setup Google Form soon if we decide to go this route ^^ (volunteer?)
         1. Build this as an option into the Registration Process (Constant Contact)
4. MUST DO: Have attendees/invitees sign up for sessions in advance so we can better gauge room size and need/interest

NOTES & ACTION ITEMS: 

• Plan a session or demo or video on building Dashboards in Report Center
• eTran - does want to participate - want to solicit vendors to participate 
• MyPath as well (talk to Mark Cohen and Mike Caruso about need and participation).
• Conflicts?  Look into it
  • International conference - (look into it) 
  • CACCRAO is end of April - May 1
  • Banner is the week before / DegreeWorks big conference in New Orleans (through April 10)

COMMUNICATION / MARKETING

• Communication campaign calendar

Archive & Parking Lot

Residency Review Sub-Committee - July 25, 2018 - Meeting Recording

Meeting Chat Conversation:

Steering District Roster: Approval Poll Table