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

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March 7, 2017


1:30PM - 3:30PM



Zoom URL

Meeting ID


Dial In

Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll)


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Roll Call – Approval of Minutes from January 27, 2017 Meeting

Murguia / Pena

Update on Research Projects

  • Application Completion Time
  • Abandoned Applications
  • Student Satisfaction Survey
2:00PMWhite Paper UpdateDonohue

CCCApply News, Stats and Status


Development & Roadmap Review

  • March Release (6.0) Update
  • Status of New CCCApply RFP
  • Roadmap Update
  • Administrator 2.0 Update
2:35PMMarketing & Upcoming ConferencesDonohue
2:50PM2017 Workshop Update & Next Actions
  • Review Communication Campaign and Deadlines
  • Sessions & Presenters
  • Website, meeting notes, calendar, action items,
Murgia / Leahy / Donohue
3:10PMNew Change RequestsDonohue


Wrap Up and set follow up action items (Confirm meeting dates for next nine months)



Close Meeting


Roll Call & Approval of January 2017 Minutes

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

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

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Arleen Elseroad

South Orange CCD


Joyce Semanik

South Orange CCD


Paulette Lino

Chabot-Las Positas CCD


Michael Day

Los Rios CCD


Karen Sea

San Joaquin-Delta


Richette Bell - Out

El Camino CCD

Ben Guzman

South Orange CCD

Olivia Alvarado

Los Angeles CCD


Robin Armour

Contra Costa CCD


Betty Glyer-Culver

Los Rios CCD


Leigh Ann Unger

Rio Hondo CCD

Rozen Bondoc

Chabot-Las Positas


Bill Mulrooney

El Camino CCD


Mary Lou Leyba

San Francisco CCD

Satish Warrier

Contra Costa CCD


Chris Truong

Rancho Santiago CCD


Michael Ward

Rancho Santiago

Stacey Followill

Chabot-Las Positas


Clark Ray

Santa Rosa CCD


Michelle Pena

Kern CCD


Stephanie Murguia

Cerritos CCED

Craig Hayward

South Orange CCD


Mitchell Leahy

Santa Rosa CCD


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


William Diehl

Riverside CCD


Hieu Hoang

El Camino CCD

Pam Mery

San Francisco CCD

Angela EmbryEl Camino College


Gary Bird



Mike Quiaoit


Tim Calhoon



Patty Donohue


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.


  1. 2017 Annual Update - March 31, 2017

  2. 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)

  3. 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

  4. 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.

  5. 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

ApplicationMarch 7January 25



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 


Standard Application




Incoming Calls to the Help Desk


FebruaryComing Soon

2016 Submitted Applications vs. Incoming Support Calls to Help Desk 


Standard Application




Incoming Calls to the Help Desk



Submitted Applications - Enrollment Cycle 

Adoption Stats

As of March 7, 2017

Standard Application

The following six colleges are still implementing CCCApply Standard Application:

  • Feather River College (Deploying soon!)
  • Palomar College
  • Santa Monica College
  • San Diego City College (Pushed back to 2018! PeopleSoft implementation)
  • San Diego Mesa College
  • San Diego Miramar College

International Application

The following colleges are currently implementing the CCCApply International Application:

  • Irvine Valley College
  • Saddleback College
  • State Center District (Just started)
    • Fresno City College
    • Reedley College
    • Clovis College

Development & Roadmap Review

NOTE from Minutes:

  • March Release (6.0) Update

    Change requests were reviewed including:

    • Homeless youth (under 25 years of age)
    • BOG
    • Term dates
    • Award types
  • Status of New CCCApply RFP

    Unicon was selected as the vendor. Scoring completed on 2/27/17. Intent to award is on March 15.

  • Roadmap Update

    April 26th 12-2:00 is the next CCCApply meeting.

    Patty presented a high level roadmap of current CCCApply projects.  The roadmap shows development and release dates.

    CCCApply will more integrated into myPath. myPath will be the portal for all statewide initiatives such as Assessment. 

  • Administrator 2.0 Update

    The CCC Administrator will be released in pilot for 45-60 days with a release to production in September. (Pilot release depends on date of final accessibility review.)

Marketing Update

2017 Marketing Calendar

Conferences & Meetings

  • CISOA Conference - March 26-29, 2017
    • Patty is doing a presentation on CCCApply Annual Update & Roadmap.  Looking for a co-presenter. Any volunteers?
  • 2017 CCCApply & eTranCA Workshop - April 12-13, 2017
    • Steering Committee Appreciation Dinner - Mark Your Calendars - Wed April 12 7pm - Location is Ten22 Restaurant in Old Sac.

  • CACCRAO - April 23 - 26, 2017
    • April 26 - Next In-Person CCCApply Steering Committee Meeting - Noon - 2:00PM (immediately following the closing of the CACCRAO Conference).

Pending Marketing Projects

  1. CCCApply Infographic

                New Draft shared 3.07.17 based on the feedback provided by Steering from January 25 meeting. 


2. CCCApply Whitepaper

3. Ways to support the growth of CCCApply.

  • New marketing team (CAFocus - (combination of Interact Media & the Foundation)
  • Proposed Focus for 2017:  Communication of message that we are aware of issues and concerns (We hear you!) and show ways that we have started addressing them and what we plan to do in the future.
  • Research Projects Underway:  CCCID duplication, Abandonment Rate, (Focus groups to support Continuous Improvement).
    • Need data to provide support for issues facing CCCApply (image perception, abandonment rate, noncredit population, length of application, more)
  • Identifying Strategies for Continuous Improvement
    • Here's what we've done this year:
    • Here's what we are doing now?
  • Whitepaper vs. FAQs  
    • Academic whitepaper is still desirable to some members of  Steering (we would need an index)
    • Separate executive summary into two sections 1) why is the app the way it is (long?); 2) Why can't we do our own noncredit app - our own way?)
    • More data driven information in the whitepaper
    • Executive Summary (FAQ like) upfront have a summary of findings, more high-level, data, charts, graphics)
    • Talk about all the positives in CCCApply up front
    • But we do need an easy to read, efficient snippets of information - user-friendly
    • Waiting on Mike Q to give us direction on some points 
    • We need section for the big issues (noncredit)
    • TIMELINE for working with the Marketing team - Mitch out for a few weeks after next week

Action Items:

  • Patricia Donohue  Set deadline for Steering and Tech Center for feedback and addition or validation of data points included in the document. (See infographic attached below.)
  • Patricia Donohue  Send all legal requirements for CCCApply questions to marketing team to help support whitepaper (TBD), FAQs, Best Practice & HowTo guides and set up Focus groups

  • Sessions confirmed. See Schedule of Sessions and Presenters for details.
  • Keynote speaker confirmed: Pam Walker!  
  • Rhonda Mohr has volunteered to lead the BOG Session if Tim Bonnel cannot do it. To be finalized soon.
  • Bryan Miller, CCC Foundation, will lead the MyPath Student Services Portal session.
  • The Accessibility Best Practices and Secure Data Handling Best Practices sessions will be separate sessions. 
  • General session and break-out rooms have been ordered; technology and wi-fi will be available.
  • On-site parking, maps, and other signage will be handled by Sac City College
  • The Sac City College President will kick off the day with an opening "Welcome" address at 9:00AM. This will be followed by Michelle doing general housekeeping, introduce the vendors/sponsors, and any other notes about the day.

Roadmap & Development

All OpenCCCApply Products

Click on Links below for Roadmaps

Jan - March 31, 2017


April - August 2017

September 2017

Spring 2018

Staff & Resources Needed

OpenCCC Account (Legacy)

2017 Annual Update

Account UI Upgrade 


Tomcat Upgrade
MyPath Integration

Release 6.1September
Account Integration w/MyPath 
Release2018 Annual UpdateTomcat 8 Upgrade & uPortal Update


MyPath integration Requirements

(RFP) Development

Release v1: TBD MyPath Integration

Release v2: TBD

CCCApply Applications(Legacy)

2017 Annual Update
March 31 - Prod Release
March 1 - PILOT Release 

Post Release Activities (Tech Deb


Development/Tech Debt
Tomcat Upgrade (May)
Administrator 2.0 Integration

Release 6.1September
Admin 2.0 Integration with Legacy CCCApply apps'

Release2018 Annual Update

EOL activities

*Tomcat Upgrade*
uPortal Upgrade

Maintenance Mode continues;

CCCApply Portlets

RFP In-Progress
Rewrite includes Apply, BOG, International Forms 

NEW Development 
Requirements & Development:

Universal Form Build

DevelopmentUniversal Form Build 
Responsive design

Release v1 TBD

CCCApply Administrator(Legacy)

2017 Annual Update

March 31 - Prod Release
March 1 - PILOT Release 


Migration to Admin 2.0
Supp Questions module

(End of Life)

(End of Life)

CCC Administrator 2.0 (New)

New Development
Documentation Drafts
Support & Training Plan
Migration Planning 

Release V1 to Test for Accessibility Review - June 15, 2017

Release V1 to PILOT for College migration and testing - July 15,


Prod Launch September 15

Support documentation 

Support training

Release v2

*Need Technical / Marcomm writier

(Split resource 50/59 with MyPath)*

*Per budget meeting with Lou 2/7/17 

CCC Report Center Roadmap

2017 Annual Update

Full Application Reports 


End-of-Life (EOL)



TIBCO Jasper (AWS) Report Center

Research AWS Jaspersoft subscription models;

Draft requirements docs


Migration plan; continuous deployment across Dev-CI, Test, Pilot, Prod
Develop/Upgrade User Documentation

Launch Jasper Upgrade (Cloud)
Support & Training

Residency reports (feature enhancement)

Support & Training

Confirmation on Upgrade; plan EOL for original RC

Proxy / SSO Integration

2017 Annual Update

CCCID Transfer API
College Integrations 
Development: UI/UX Enhancements 

College Integrations

College IntegrationsCollege Integrations

InCommon project mgmt support; Vendor integration

Tech Projects - Ongoing

Spring 2017

Summer 2017

Fall 2017


Move Apply & Account to AWS

Plan, Test, Move, TestArchitectural ConfigurationsFirst release on AWS; deployment planningConfirmed timeline;
Migration plan - Infinity
DevOps & Sys Admin processes;

Tomcat Upgrade / uPortal Upgrade
Apply, Account, BOG, IA               

Begin March 21

Apply Dev/Ops resource: Josh = 2-3 sprints
No concurrent dev work during upgrade
Infinity collaboration 

Upgrade Jasper Report Center

Plan for move to AWSDeployment managementLaunch new AWS version; Documentation;

More projects will be moving into the Report Center. Syed will pick up the additional dev work there.

CCCID Transfer Processes (Report Center & API)2017 Annual UpdateAPI data exchange 
Implement script to get CCCIDs into AD 
Requirements for Project Glue data exchange processNeed project management support - Apply Dev Team

Xap Import/ Migration Project

NEEDNEEDNeed contract resource to finish Xap import for BOG and IANeed internal or contract resource for this project

Accessibility Priorities

Per Sean, Internal Review

Implement Spam Filters

DevelopmentRelease: September 2017Apply Dev Team

Implement Additional Administrator 2.0 Features

Focused on CCCApply featuresRelease CCCApply features, 
Begin integration of other projects 
Possibly before fall - Wes will have bandwidth to start incorporating Glue/Assess/CE into 2.02/7/17 - Per budget meeting with Lou:
MDM will be next project integrated into Admin 2.0. Work with Jane on roadmap. 

CCCApply 2017 March Release

NOW AVAILABLE!  Release 6.0 Notes Summary

  • Release Schedule:  2017 
  • Release Highlights
  • AB 801 Homeless Youth

    • New questions & data fields

    • Update to Area B residency logic

  • Google Analytics added across all apps and OpenCCC

  • System-generated Email to Minimize Abandoned Applications

  • CDE SSID API - Data Exchange with CDE

  • California Colleges Guidance Initiative API - Data exchange with CCGI

  • 2017-2018 BOG Fee Waiver Application

    • Support for AB 801

    • CCCCO-approved changes and Income table

    • New skip logic added for special eligibilities

UPDATE 2/3/17:  60-Day Announcement went out to colleges.

2017 CCCApply Workshop Planning

  • Review last years schedule; create new schedule Table  
  • Discuss and confirm our Workshop theme and general message.  Need a Title, headline, sub-head and description of the workshop for marketing team. 
  • Discuss and confirm our picks for the General sessions and Keynote, as well as other general session presentations (lunch? closing? vendor?) 
  • Discuss and confirm the various tracks and break-out sessions (titles, presenters, what else?)
  • Discuss and confirm session Presenters, and send out invitations to each. set deadline on confirmation, close new session dealine

2017 CCCApply Workshop Sessions Schedule

2017 Workshop Planning Sheet & Action Items


Workshop Planning UPDATE 3/7/17:

    • Sessions confirmed. See Schedule of Sessions and Presenters for details.
    • Keynote speaker confirmed: Pam Walker!  
    • Rhonda Mohr has volunteered to lead the BOG Session if Tim Bonnel cannot do it. To be finalized soon.
    • Bryan Miller, CCC Foundation, will lead the MyPath Student Services Portal session.
    • The Accessibility Best Practices and Secure Data Handling Best Practices sessions will be separate sessions. 
    • General session and break-out rooms have been ordered; technology and wi-fi will be available.
    • On-site parking, maps, and other signage will be handled by Sac City College
    • The Sac City College President will kick off the day with an opening "Welcome" address at 9:00AM. This will be followed by Michelle doing general housekeeping, introduce the vendors/sponsors, and any other notes about the day.

NEW Change Requests

  • High school graduation date – deferred to April 26 meeting
  • Add Title IX survey in report center – Approved for CCCApply 3.0
  • Spam filter for suspicious incoming applications.- approved - September 2017
  • Special characters removed from username- Deferred to April 26 meeting.
  • Preferred name- Deferred to April 26 meeting.
  • Students who attend US school outside of US are unable to enter their high school - Revisit at April 26 meeting

NEW Change Requests 


There's a bug in the Country Codes (No listing for United Kingdom - have Tyler double check the ISO 3166.  Ensure the country codes are listed within the data dictionary or reference in a link in an Appendix.

Deferred the Preferred Name issue.  Work on proposed language changes and decide at April meeting.

Deferred the "Special Character restrictions in the Username field until AWS is consulted and based on what they can provide us, determine if we make a technical change or requirements change to restrict characters other than @ and period from the Username field.

Deferred the Previous Name issue and redesign placement of the "I have no first al. to adjacent to the input field. (However, based on responsive design UI, this may be moot point, the responsive design will resize the page anyway.  Perhaps a better design experience is needed altogether.).

Deferred the International App changes to the IA sub-committee. These need to be reviewed prior to code freeze for the September release.  

Title IX Survey data should be incorporated in to the Report Center (Phase I) then build the Title IX survey questions into an "Opt in" question block in the new version of CCCApply.

Add rest of notes here. 

Future Meeting Schedule

  • Project Site updated with revised Meeting Information
  • Steering has been notified by email(s) announcing schedule
Date & TimeDescriptionLocationNotes & Action Items

March 7, 2017
1:30P - 3:30PM 

Regular MeetingONLINE

Changed in-person meeting to online meeting in February. Also, we will all be gathering at the CCCApply Workshop on April 12, so that can suffice for in-person meeting until April 26. This will be most cost-effective for all.

  • Patricia Donohue Confirm that we want to keep this meeting in-person vs. online...IF we do, then do the following action items  :
    Patricia Donohue Contact Gary Bird and arrange for a room from 10 - 3pm
    Patricia Donohue Work with Stephanie to arrange for lunch (get head count)
  • Patricia Donohue Send out email to Steering changing the schedule for March 7 (Online meeting).
April 12, 2017
8:00AM - 4:30PM 
2017 CCCApply Annual WorkshopSac City College
April 13, 2017
8:00AM - 4:30PM 
2017 eTranscript CA Annual WorkshopSac City College
April 12, 2017
6:00PM - 8:00PM
Steering Appreciation Dinner -evening of the CCCApply WorkshopTen22 Old Sacramento Restaurant
  • Patricia Donohue Send out invitation to both CCCApply and the eTranscriptCA Steering committees to join us in a Steering Appreciation Dinner - the evening of Wed., April 12. Patty to work on the logistics with Michelle Pena and Cindy McCartney.  
  • Patricia Donohue Work with Rena Martinez & Cindy on dinner planning logistics: head-count, restaurant, invitations, etc.
April 26, 2017
12:00PM - 2:00PM
Special In-Person Meeting 2017 CACCRAO Conference
Double Tree Hotel, San Diego, CA 
  • Patricia Donohue Contact CACCRAO Conference organizers (Rita?) and/or the San Diego DoubleTree Hotel (Arden Mall?) to reserve a room and lunch (contact the hotel?) for the last day of the conference - around noon. Determine if we need to bring in lunch, or will lunch have already been served to the attendees who attended the CACCRAO conference?
  • Patricia Donohue Work with Cindy or Kathleen on arranging these types of events - how do you determine headcount?

July 19, 2017
10:00AM - 3:30PM

Regular Meeting - In-PersonWhere? Need Location
  • Talk to Stephanie about organizing the July meeting.
  • Patricia Donohue Survey the steering committee for attendee head count. Is July a good time for a meeting? Maybe not. Get ahead of this and figure it out.
Fall 2017Need to plan next six monthsWhere?
  • Add to March 7 Agenda

Approval Poll Table



1El Camino CCD
2Chabot-Las Positas District
3Cerritos CCD
4Contra Costa CCD
5Kern CCD
6Los Rios CCD
7Rancho Santiago CCD
8Rio Hondo CCD
9Riverside CCD
10San Francisco CCD
11San Joaquin-Delta CCD
12San Mateo CCD
13Santa Rosa CCD
14South Orange CCD