CCCApply Steering Committee Status Update - 10.07.16

Product Management

Product Name	CCCApply International BOG FW OpenCCC Administrator V1 CCC Report Center Administrator V2
Product Manager	Patty Donohue
Report Date	9.20.16
CCC Contact	Patty Donohue Tim Calhoon

Status & Open Items

Project Area	Status	Risk #
News	COMPLETE
Action Items	COMPLETE
Risks	COMPLETE
Sub-Committees	COMPLETE
Communication	COMPLETE
Documentation	COMPLETE
Support	COMPLETE
Roadmap 2017-2018	COMPLETE
Release Schedule	COMPLETE
New Change Requests	COMPLETE
Approved for 2017 Update	COMPLETE
Deferred Requests	COMPLETE
Resources/Budget	GREEN

Accomplishments/Updates

Milestones

Major Milestones	Start Date		End Date		Status
	Plan	Rev/Act	Plan	Rev/Act
Administrator 2.0					PLANNED
CCCApply 3.0					PLANNED
All Colleges LIVE Celebration					PLANNED

Priority Issues

Need approval on the big move to AWS. CCCApply systems need to be down for an extended period of time.
Xap Contract Expiration & Data Purge
Xap data transfer & storage plan
Xap college import process & communication
Shib Upgrade release rescheduled - communication is late going out - rescheduled to support MyPath, Assess, and Course Exchange Launches in October
Non-Credit App Committee waiting for notification and meeting to be scheduled; Announce development of Whitepaper and approval (blessing) from CCCCO
Paper Application development - behind schedule. Need requires software program to edit PDF master.
Perception from system that CCCApply Application is too long and possibly a reason for low student enrollment numbers. Whitepaper being developed to improve image and justify/confirm legal and image & Brand. Meeting with Foundation's MarComm team discussed ways to improve image. Looking at research data on abandoned applications (number of abandoned apps per college, per term; number of apps abandoned at one college, but same CCCID applied at another college for the same Term; analytics on page or section that nets the highest number of abandon rate (what page were students on when they abandoned application? Percentage of apps that made it past the Account creation; Percentage of apps that abandon from the MyApplications page (immediately after account creation).
Ensure Google Analytics is setup for CCCApply applications.

Sub-Committee Updates

The following updates since the 9/20/16 meeting.

Description	Action Items	Owner	Due Date
Residency Review Committee	Gather up issues and send out to sub-committee ASAP
Administrator 2.0 Committee	Timeline needed - communicate to colleges
CCCApply 3.0 Committee	Important - RFP timeline
Non-Credit Application Committee	NEED / HOT TOPIC
Gender & AB620 Committee	CCCCO is planning to facilitate this committee
CACCRAO Memo Committee	Finish the response PPT and send to Steering for final review Determine how response will be communicated to colleges	Patty	10.07.16
Whitepaper Committee	New! Form the committee, set the first date	Patty	10.07.16
International App Committee	NEED to set up first meeting
AB850 Committee	NEED direction from the CCCCO
2017 Workshop Committee

Action Items

Open Action Items

Item #	Description	Due Date	Comments
1	CACCRAO Memo Response PPT	10.7.16	Done, need feedback from Steering Leadership
	OpenCCCApply Move to AWS - Need Approval
	Send out update to Non-Credit Sub-Committee	10.14.16

	Agenda for November Steering Meeting (LACCD wants to sit on the CCCApply STeering Committee. Need formal response for Olivia)	10.28.16
	Important Announcements
	Announce Shib Upgrade & Auto-Login to Introduction Page of New Apps	10.7.16
	CCCApply Paper Application	10.14.16	News! Team working on it as we speak (10/13)
	Send out email to Steering with lower priority change request questions and determine timelines	10.7.16

	Agenda for December In-Person Steering Meeting (Manga Manga Party & reservations)	11.10.16	Set up with Cindy, Satish, 4CD.edu, Manga Manga and any other reservations needed.
	Whitepaper Outline	10.14.16
	Schedule International Application Sub-Committee Meeting (announce CCCApply 3.0 - gather requirements for updated IA application)	10.6.16
	Schedule CCCApply 3.0 Sub-Committee Meeting - November 2017	10.14.16
	Schedule Residency Sub-Committee Meeting - October 2017	10.7.16
	Plan & Schedule Meeting for 2017 Workshop Committee
	Schedule BOG 2017-2018 Release Activities (need clarification on change request to "turn off" one or more applications during Jan 1 - June 30 each year.
	Draft 2017 Annual Update Roadmap & Comm Schedule	10.7.16
	Announce Xap Data Purge & Import Project Timeline
	Announce Shib Upgrade & Auto-Login to Introduction Page of New Apps	10.7.16
	Abandoned Applications Data Research Project

Completed Action Items

Item #	Description	Owner	Due Date	Complete Date

Communication & Important Announcements

Item #	Description	Action Items	Owner	Due Date	Status
	Develop 2017 Workshop Communication schedule & Marketing Plan
	Announce Xap Migration Project & Data Purge
	Announce Upcoming Infrastructure (Firewall) Maintenance (10/14) and Shib Upgrade Release & Auto-Login Enhancement (10/21)	Send out announcement
	Announce Move to Amazon Web Services
	Announce Release of MyPath, Course Exchange, and CCCAssess
	Schedule & Plan 2017 CCCApply Marketing Plan (Increase presence at CACCRAO Conferences & Meetings)
	Develop, Schedule & Plan 2017 CCCApply Webinar Series

Documentation

Needs:

Resource to support development of CCCApply Whitepaper

News

Item #	Description	Action Items	Owner	Due Date	Status
	Develop 2017 Workshop Communication schedule & Marketing Plan
	Announce Xap Migration Project & Data Purge

Support

Item #	Description	Action Items	Owner	Due Date	Status

Change Requests

New Change Requests

These items are new or have not yet been reviewed by Committee.

Item #	Description	Owner	Due Date	Status

Approved Requests for 2017 Annual Update (5.6)

These items have been reviewed and approved by the Committee for development in March 2017.

Item #	Description	Owner	Due Date	Status

Approved Requests for CCCApply 3.0

These items have been reviewed and approved by the Steering Committee for development in CCCApply 3.0 (next iteration of CCCApply). See CCCApply 2017 Roadmap.

Item #	Description	Owner	Due Date	Status

Deferred Requests

More information or further action is needed in order to make a decision on these requests.

Item #	Description	Owner	Due Date	Complete Date

Release Management

Release 5.5 - September 30 2016

Description	Application	Pilot Release	Prod Release
OpenCCC IdP Upgrade (Shibboleh V3)	OpenCCC	9.23.16	9.30.16
Account Recovery: Password Reset by Email URL	OpenCCC	9.01.16	9.30.16
Multiple Measures for Assessment Placement	CCCApply	9.01.16	9.30.16
Revise Residency Area B	CCCApply	9.01.16	9.30.16
New Data Fields for CCCApply & International	CCCApply International	9.01.16	9.30.16

Release Communication & Support

Item #	Description	Owner	Due Date	Complete Date

Completed Releases

Item #	Description	Release Notes	Owner	Planned Date	Complete Date
5.4	2016 Annual Update	Release 5.4.0 - 03.31.16	Donohue	3.30.16	3.30.16
5.4.1	Patch Release - Student Profile Service	(Patty to look up Unicon Zendesk #)	Donohue	5.27.16	5.27.16
5.4.2	Patch Release - IdP Proxy Landing Page	(Patty to look up Unicon Zendesk #)	Donohue	7.26.16	7.26.16
5.5	2016 September Release	Release 5.5.0 Summary Notes - 09.30.16	Donohue	9.01.16	9.30.16
5.5P	2016 September PILOT Release	Planned Release 5.5.0 - 09.30.16	Donohue	8.30.16	9.01.16
	Firewall Release		Donohue
	Maintenance Window - Database Update		Donohue

Risks

Open Risks

Risk #

Description

Owner

Strategy

Due Date

Status

1

Xap Data Transfer, Storage, & Import Project has a very tight deadline. Xap contract expires on December 31. Data purge takes upwards of 6-8 weeks and import project has not begun final phase.

Map out data transfer, storage, and import process

Map out individual college Xap Importer projects - timeline is very tight

Plan data purge with Xap. Need to set and MEET the deadline

November 15*

HIGH RISK

Communication: Announcement to colleges about Shib Upgrade reschedule is late now. Due to converging cross-project deployment schedules (MyPath, Assess & CE) there's a risk that colleges may not get the announcement in a timely manner.

Donohue

Increase announcements and send out multiple follow-up emails
Shib Upgrade & Auto-Login to first page of App
MyPath Launch - October 28
CE Launch - October 24
Assess Launch - October 21

1

Development resources may not stretch to cover plan for 2017 annual Update.