CCCApply Steering Meeting Agenda & Minutes - March 7, 2017

Zoom URL & Meeting ID

Agenda

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.

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.
   

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

NEWS

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

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 

2016 Submitted Applications vs. Incoming Support Calls to Help Desk 

Submitted Applications - Enrollment Cycle 

Adoption Stats

As of March 7, 2017

Development & Roadmap Review

• 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 26^th 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

Roadmap & Development

All OpenCCCApply Products

Tech Projects - Ongoing

CCCApply 2017 March Release

• Release Schedule:  2017 
• Pilot Release:  March 1, 2017
• Production Release:  March 31, 2017
• Approved Change Requests
   
• 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:

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 

Comments:

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 name...et 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

Approval Poll Table