CCCApply Steering Meeting Agenda & Minutes - March 7, 2017

Next Steering Committee Meeting: April 26, 2017 - After the CACCRAO Conference ends we have a room reserved at 12:00pm - 2:00pm.

Zoom URL & Meeting ID

Date March 7, 2017 Time 1:30PM - 3:30PM Location Online Zoom URL https://cccconfer.zoom.us/j/681882647 Meeting ID 681-882-647 Dial In Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll)

Agenda

TIME DESCRIPTION SPEAKER 1:30PM Roll Call – Approval of Minutes from January 27, 2017 Meeting Murguia / Pena 1:40PM Update on Research Projects Application Completion Time Abandoned Applications Student Satisfaction Survey Donohue 2:00PM White Paper Update Donohue 2:15PM CCCApply News, Stats and Status Donohue 2:20PM Development & Roadmap Review March Release (6.0) Update Status of New CCCApply RFP Roadmap Update Administrator 2.0 Update Donohue 2:35PM Marketing & Upcoming Conferences Donohue 2:50PM 2017 Workshop Update & Next Actions Review Communication Campaign and Deadlines Sessions & Presenters Website, meeting notes, calendar, action items, Murgia / Leahy / Donohue 3:10PM New Change Requests Donohue 3:30PM Wrap Up and set follow up action items (Confirm meeting dates for next nine months) Murgia 3:40ish Close Meeting Murgia

Roll Call & Approval of January 2017 Minutes

Quorum met - Yes
Attendees missing - See Roster below (expand drop down)
Minutes Approved - Minutes were approved.

ROSTER: Click Expand to see current attendance at March 6, 2017 meeting.

Attended Name District Attended Name District Attended Name District Arleen Elseroad South Orange CCD X Joyce Semanik South Orange CCD X Paulette Lino Chabot-Las Positas CCD X Michael Day Los Rios CCD X Karen Sea San Joaquin-Delta X Richette Bell - Out El Camino CCD Ben Guzman South Orange CCD Olivia Alvarado Los Angeles CCD X Robin Armour Contra Costa CCD X Betty Glyer-Culver Los Rios CCD X Leigh Ann Unger Rio Hondo CCD Rozen Bondoc Chabot-Las Positas X Bill Mulrooney El Camino CCD X Mary Lou Leyba San Francisco CCD Satish Warrier Contra Costa CCD X Chris Truong Rancho Santiago CCD X Michael Ward Rancho Santiago Stacey Followill Chabot-Las Positas X Clark Ray Santa Rosa CCD X Michelle Pena Kern CCD X Stephanie Murguia Cerritos CCED Craig Hayward South Orange CCD X Mitchell Leahy Santa Rosa CCD X Tina Mani San Joaquin Delta College David Barnett Kern CCD Mojdeh Mehdizadeh Contra Costa CCD Tuyen Nguyen Rancho Santiago CCD Garret Wong San Francisco CCD Nate Finney Riverside CCD Vince Orton Cerritos CCD Henry Villareal San Mateo CCD Noell Adams Chabot Las Positas X William Diehl Riverside CCD X Hieu Hoang El Camino CCD Pam Mery San Francisco CCD Angela Embry El Camino College CHANCELLORS OFFICE & CCC TECHNOLOGY CENTER Gary Bird CCCCO X Mike Quiaoit CCCCO Tim Calhoon CCCTC X Patty Donohue CCCTC

Congratulations! OpenCCC Wins CENIC Innovation Award

Major kudos are in order! The California Community Colleges Technology Center has been awarded the CENIC 2017 Innovations in Networking Award for Educational Applications, in recognition of its groundbreaking work to develop a system-wide federated identity initiative - OpenCCC - for students across the CCC's 113 colleges. Cheers! to everyone at Unicon who contributed to this effort.

General Notes & Feedback (Change these to Action Items)

Ensure that all future Agendas, ZOOM meeting URLs, and previous meeting minutes are sent out to Steering one week prior to next meeting.
Link to minutes from previous meeting - one week prior to next meeting - giving committee members time to preview prior to meetings.
Remind committee members to submit agenda items to the Chair to be added to the meeting agenda. How do we do this in an efficient way? Post a process doc and send with Minutes from previous meeting. Give members two weeks to submit an agenda item, so that the agenda (final) can be sent out to committee one week earlier (as suggested above).
Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty thinks there is, but needs to confirm and add to agendas.) NOTE: Zoom does NOT have an 800 number. Request that Steering members use Voice Over IP (microphone and speakers within computer for free dial-in)
Move all the CCCApply stats and adoption info to a page that can be referenced by all colleges and steering members and just keep on the Agenda / Minutes template - so this doesn't have to be a recurring agenda item, but anyone can visit those stats whenever they want.
Look for other ways to streamline the meeting moving forward.
*Michelle Pena asked if Craig Hayward - current/previous Steering member from Irvine Valley, retired from IVC and is now with Kern County (Bakersfield?). She wants to have his seat moved to that college so he can continue to sit on committee.

Also, committee should set some policies regarding members who miss more than 4 consecutive meetings in a row. There are several members that should be removed from the Committee if they miss one more meeting. Some kind of warning should be given or they will lose their seat.

Update on Research Projects

Application Completion Time
Abandoned Applications
Student Satisfaction Survey

Patty showed a report reflecting data for each of these subjects. Details of these reports will be released in the near future.

Google Analytics (Stephanie requested that each college has its own set of analytics for CCCApply. Patty confirmed that there will be dashboards for each college.)

Whitepaper Update

Mitch presented the draft outline of the Whitepaper. Patty presented research that has been completed so far.
Mitch will send out a request for steering committee members to help participate in writing the white paper

CCCApply News & Stats

NOTE: Steering requested that we move stats and adoption update information to a living page on the project site or in the public documentation site and just provide the link in agendas so we don't waste time reviewing this information during our meetings (time saving suggestion). Patty will get the page up for the April 26 meeting.

NEWS

2017 Annual Update - March 31, 2017
AWS Move Confirmed
1. Development environments will be moved in APRIL, including Pilot on April 21
2. Production environment will be moved on MAY 5 (4 Hour Maintenance Window - after 6pm)
RFP for Software Development - Preparing to Award
1. CCCApply 3.0 Re-design
  1. RFP closed on 2/24/17
    1. Three vendors submitted responses: Experis, Link Systems International, Unicon
  2. Scoring completed - 2/27/17
  3. Intent to Award - March 15 (Contracting period - add one month to that)
  4. Begin gathering requirements with Awardee - April 30
CISOA Conference March 25 - 27, 2017
1. Proposal for a presentation on CCCApply at the CISOA Conferenc has been accepted.
2. Patty will present; seeking volunteers to co-present.
CACCRAO Conference April 23-27, 2017
1. CCCApply Presentations scheduled for CACCRAO Conference, April 23-27, 2017 (Please need a volunteer to accompany Patty)
2. Mike Q - general session? Natalie Wagner is Elias Regalado's replacement. CC
3. CACCRAO - Mike Q. Advanced Residency Session
  Regarding our CACCRAO Issues Response _ still submitting comments back to Mike Q. from CACCRAO
  
  Regarding residency for noncredit - Mike Q/CCCCO meeting with Legal next Friday - before they can publish an opinion they need to work through the implications to other legal areas, such as AB540
  Hammering things out before direction can be confirmed.

Application Stats

As of March 7, 2017

Application	March 7	January 25

Application	March 7	January 25
CCCApply	5,337,155	5,083,651
OpenCCC	3,917,978	3,761,198
BOG	316,248	309,130
International	492	425

The table below provides monthly totals on submitted applications vs. incoming support calls to the Help Desk Call Center.

NOTE: The Account Recovery enhancement released on September 30, 2016 (Release 5.5) is proving to be very effective. See the number of incoming support calls in October & November 2016, versus the months prior to the enhancement implementation. These numbers illustrate a decrease in the overall number of problem calls to the Help Desk by 64.65%.

2017 Submitted Applications

2017	Standard Application	BOGFW	IA	TOTALS	Incoming Calls to the Help Desk	Ratio

2017	Standard Application	BOGFW	IA	TOTALS	Incoming Calls to the Help Desk	Ratio
January	214,316	10,605	31	224,952	7,337	3.261584694
February	Coming Soon

2016 Submitted Applications vs. Incoming Support Calls to Help Desk

2016	Standard Application	BOGFW	IA	TOTALS	Incoming Calls to the Help Desk	Ratio

2016	Standard Application	BOGFW	TOTALS	Incoming Calls to the Help Desk	Ratio
January	193,661	10,726	204,387	15,242	7.870454041
February	140,129	4,557	144,686	9,316	6.64815991
March	154,478