CCCApply Steering Meeting - Agenda - April 26, 2017

Location:  2017 CACCRAO Conference • Catalina II Room |  Time: 12:00PM - 2:00PM  |  Lunch will be served. 
Doubletree Mission Valley • 7450 Hazard Center Drive • San Diego, CA 92108 • (619) 297-5466 • Fax (619) 688-4088

IMPORTANT: OpenCCCApply Infrastructure Migration Schedule Changes: Production Window - May 5, 2017 - 6:00PM

UPDATE: PILOT Environment Migration - April 21, 2017   Both maintenance windows require short downtime.

Zoom URL & Meeting ID


April 26, 2017


12:00PM - 2:00PM


In Person - CACCRAO Conference

Zoom URL

Join from PC, Mac, Linux, iOS or Android:

Meeting ID

677 051 3851

Dial In

By iPhone one-tap (US Toll): +16465588656,6770513851# or +14086380968,6770513851#

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

All numbers are Toll charge numbers.
Please use computer (headset or speakers/mic) to avoid toll call charges.



Roll CallApproval of Minutes from March 7, 2017 Meeting

  • Need to review seat vacancies (Craig Hayward, Los Rios)
  • Need to decide about members who miss multiple meetings

Minutes approval - moved by Robin Armour, second by Leigh Ann Unger

Murguia / Pena

Update on Research Projects

  • Abandoned Apps
  • Time to Completion (Applications)
  • Student Satisfaction Survey Comments (Cluster Analysis)
  • SPAM Fraudulent Apps (Machine learning)
  • White Paper  

Valid email verification? Tim says people are complaining about barriers!

Discussed removing the "free email address providers" from the openCCC Account Welcome page. (majority want to keep these in place for now)

Need to collect information and specifics from colleges that have received fraudulent applications since June 2016. Gathering data for Infiniti Analytics team and development of SPAM filter after move to AWS.

Donohue / Calhoon

CCCApply News

  • Recap of Conference season - Workshops
  • March Release Retrospective
  • Workshop Retrospective
  • Upcoming Events
  • Miscellaneous Issues
  • Development & Roadmap Review

    • Admin 2.0 Update
    • September Release
    • Development begins on CCCApply 3.0

Non-Credit Application & Sub-Committee


New Change Requests

This will take up the majority of our time during the meeting.

Please complete the New Change Requests SURVEY prior to the meeting:

UPDATE: Steering leadership team met with Patty on 5/3/17 to review the AB 801 issues and talk through proposed changes discussed during Steering meeting. Identified several new issues during the change review process, including

Dealing with Minors and possibly proposing redesigning the placement of Dependency Determination in OpenCCC (or adding validation in Account once the user's birthdate is established. For example, if the user is over 13 but under 19, add validation to display Parent/guardian information at that point, or adding logic to ensure that PG address information is collected during the Account creation process.
If the user is a minor, we must validate that the permanent address collected in OpenCCC Account is their parent or guardian's address.
If the user is a minor, do not allow them to
Any changes made to address (Edit account) should unzip address field sets that get zipped up after checkbox is selected.
Remove residency classification B2 from algorithm but keep the Flag 40.  



Next Meeting Dates



Close Meeting


ROSTER: Click Expand to see current roster.

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Arleen Elseroad

South Orange CCD


Joyce Semanik
(last meeting for Joyce!!!)
Christian Alvarado 

South Orange CCD


Paulette Lino

Chabot-Las Positas CCD

Michael Day

Los Rios CCD

Karen Sea

San Joaquin-Delta


Richette Bell

El Camino CCD


Ben Guzman

South Orange CCD


Olivia Alvarado
Martha Rios 

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

Bakersfield College (Kern 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
(last meeting) 

San Mateo CCD

Noell Adams

Chabot Las Positas

William Diehl

Riverside CCD


Hieu Hoang

El Camino CCD


Pam Mery

San Francisco CCD

XAngela EmbryEl Camino College


Gary Bird



Mike Quiaoit



Keith Franco


Tim Calhoon



Patty Donohue



David Shippen


7 + districts are present - quorum is met.

Research Projects

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  1. Abandoned Applications - Show chart from report
  2. Submitted Applications - Time to Completion (Show chart)
  3. White Paper Update - No work done since last meeting - Release, vacations, workshop, etc. Jump start on summer project. Need volunteers.
  4. Student Satisfaction Survey (Machine Learning project)
  5. SPAM Fraudulent Applications (Need data and examples from colleges)
  6. Google Analytics (Show data - discuss how to share back with colleges)

NOTE:  No work has been done on the White Paper since early March due to vacations, the Annual Update Release, CCCApply Workshop, and other high priorities. Need to resume progress. Need volunteers.

CCCApply News

See the new "/wiki/spaces/PD/pages/173725262" page, published on the CCCApply Public Documentation space, which includes monthly statistics of submitted applications, incoming calls to the Help Desk, and charts/graphs showing adoption and implementation.

 Click here to expand...
  1. 2017 Annual Update - March 31, 2017 - Retrospective

    1. Release Notes Posted - See all feature enhancements and data fields.

    2. Bug was identified in International App supplemental questions during the 6.0 release - This prevented release of updates to IA only. 

      1. Had to roll back IA changes and schedule a "Patch Fix Release" for Friday, April 7. 

        1. Release 6.0.1 (patch fix) was successful and "zero downtime" - meaning we didn't have to take the site off-line during the release. 

        2. This method of "zero downtime" is what we are striving to achieve moving forward on Amazon Web Services (AWS) - our new, secure infrastructure & hosting service.

    3. Bug was identified in the new Homeless Youth checkboxes

      1. Release notes indicated these were "boolean" fields, but colleges reported these were breaking their downloads. 

      2. Development team reviewed and changed format to "string" format. 
      3. Updated the data dictionaries with correct data format  ("string" fields) and posted on Support Site.

    4. Need Online Tutorials for some of the changes = working on tutorial and documentation for "System-generated Emails."

  2. NOTICE! Upcoming Maintenance Windows: OpenCCCApply Infrastructure Migration to Amazon Web Services (AWS)

    1. Migration of Development environments (Continuous Integration = CI; Testing = TEST) were moved successfully between April 7 - 14.

    2. Migration of Pilot site - rescheduled to April 21 (previously announced for April 14)
    3. Production environment migration rescheduled to MAY 5 (previously announced for April 21) requires a 4 Hour Maintenance Window (after 6pm)

  3. RFP for Software Development - Update

    1. Working on contract for Project Management and reporting

    2. Gathering requirements for CCCApply 3.0, BOG, and International changes

      1. Scheduling a User Stories Summit for July 2017

    3. Integration requirements for OpenCCC Account system - first system to be developed

  4. CACCRAO Conference April 23-26, 2017

    1. CCCApply Update scheduled as part of the afternoon general session on Tuesday, April 25

    2. Michael Q., Stephanie, Michelle? and Patty to deliver the update - Need final meeting to review presentation slides
    3. Suggestions for discussion points?
  1. 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.

Marketing Update

2017 Marketing Calendar

Roadmap & Development

 Click here to expand...

(See Other Priority Projects table below)

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 - Release Notes

Account UI Upgrade 


Tomcat Upgrade
Security updates (SSN Validation review)
New DOB Confirmation field

Release 6.1September 29
Account Integration w/MyPath 
Release2018 Annual UpdateTomcat 8 Upgrade & uPortal Update


Planning User Stories:
MyPath integration Requirements


(RFP) Development

Stories for MyPath Integration

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 Debt)


Development/Tech Debt
Tomcat Upgrade (April)
Administrator 2.0 Integration
Security Updates (SSN)
Change Requests 

Release 6.1September 29
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 Engine
Spanish Version
WCAG 2.0 AA (Accessibility)
Responsive Design (Mobile) 

NEW Development 
Requirements & Development:

Universal Form Build Engine
Spanish Version
WCAG 2.0 AA (Accessibility)
Responsive Design (Mobile) 

Release v1 TBD

CCCApply Administrator(Legacy)

2017 Annual Update

March 31 - Prod Release
March 1 - PILOT Release 


Migration to Admin 2.0
End of Life planning

(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 - July 15, 2017

Release V1 to PILOT for College migration and testing - August 1
(45 days in PILOT) 

Prod Launch Sept 29

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

New 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. 

Non-Credit Application Issues

Noncredit Sub-Committee

  • Look at the new application for a better way to support noncredit students.
  • What do we need to put right up front in the application to college?
  • What do colleges want for noncredit students?

That's it! 

  • What does the CCCCO require from noncredit students?

SCE's non-credit app:

UPDATE 5.03.17: Steering leadership met on 5/3/17 to discuss noncredit issue. Sent Noncredit workgroup names to Stephanie on 4/27/17.
Team concurred that we need to revisit the application from the perspective "what can we do, if anything, to minimize the questions and length of the application from a legal requirements perspective?" We may come up with the same conclusion, but we need to revisit and ensure CCCCO knows we have heard their continued concern and are doing everything possible to respond.
Team looked at the Noncredit Report of June 2016 and determined that we need our own survey to gather feedback and requirements, needs from colleges for noncredit students. Team is working on questions for the survey now.
Team is condensing the work Patty did to outline all data fields/questions and corresponding legal requirements into an easy-to-read table (versus the large spreadsheet version we have now).
Team proposes we review the data analysis for Abandoned Applications and add summary of findings to the white paper.
Team is looking at the remaining work on the white paper and divvying up the work across Leadership, Mike Q., Patty, and any volunteers (volunteers?).
Propose drafting recommendations after another review of the questions/legal requirements for CCCCO. Show / demonstrate that any new findings would take time to implement in CCCApply 3.0.  

New Change Requests

New Change Requests 

All rows highlighted in yellow are NEW changes. Some of these are on the change request survey (please review prior to meeting) and some will be discussed at the meeting.

Changes in Progress

  • The mention of the "paper application" has been removed from the new System-Generated Email Reminders (24h and 7d) that was recently implemented. I had already removed the link to the paper application, but due to public outcry at the workshop, I have also added a ticket to remove all mention of the paper application from the emails.
  • We will discuss feedback and capture change requests for the "Homeless Youth" implementations during the meeting on April 26. There are several change requests already - so we will discuss these individually at the meeting.
  • A ticket has been created to add a "Confirm your Date of Birth" data field in the OpenCCC Account to help further minimize duplicate CCCID accounts. We will discuss this at the meeting.
  • A ticket has been created to review and update the SSN validation in the OpenCCC Account.  The federal government requirements have been enhanced so we are looking carefully at our validation to ensure it is up-to-date.

Future Meeting Schedule

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

Steering District Roster: Approval Poll Table

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El Camino CCD
Bill is retiring
Richette Bell! replacing everyone who is retiring from this committee! haha

Hieu IT


Chabot-Las Positas District


Cerritos CCD

Vince Orton (IT) 


Contra Costa CCD

Mojdeh is stepping down from Steering too.
Robin Armour

5Kern CCDX
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

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 earler (as suggested above).
  • Find out from Zoom if there is an 800 (Toll Free) number for Zoom (Patty knows there is, but find out which one it is and Highlight that on next meeting email.)
  • 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 ahve 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.  

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.  

  • *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.