CCCApply Standard Application - Implementation Checklist

Description

Deployment Dates

Implementation Notes & Relevant Links

MOU signed and executed

Must be completed prior to planned deployment date.

Confirm college’s anticipated Go Live date with CCCApply
Note: CCCTC / Help Desk requires two weeks notice*

Begin Accepting Applications

Confirm date college(s) want to begin testing downloads in the Production environment

Dependent on completion of migration of Administrator and Downloads to Production environment.

Confirm date college(s) will stop accepting Xap Applications**
**Confirm all terms are closed in Xap.

For Xap CCCApply users only.
Should be the same date as your OpenCCCApply deployment date.

Confirm date college/district Xap contract expires

Schedule Report Center Training with Tech Center

Schedule Xap Migration Project with Tech Center

Must have Xap Apps downloaded and formatted for import to the Report Center.

Development Task

Who's Responsible

Comments

MOU Process

Create MOU and forward to College/District Administrator

Tech Center

Keith Franco, Project Rep., kfranco@ccctechcenter.org, leads this effort for Tech Center

Ensure MOU has been received and routed to responsible authority for signature

College 

Portal Branding

Design branding image for each college application

 College

Identify image to be used for college portal branding and send to CCCTC.
One for each college. *Important: Portal branding image must be 607 x 63 px. PNG preferred.

Submit branding image for each college application (or district application)

 College

Forward image(s) to Development for upload

 Apply Support Team

Requires a server restart. This process may take up to two weeks to complete.
Please ensure that you have adequate time allowed for this process. 

Shibboleth IDP Installation & Authentication

Setup Shibboleth instance for college or district

College

DIY or Vendor contract

Provide metadata to Tech Center

College 

Forward metadata to Development for upload

Apply Support Team

Create authentication to the PILOT Administrator and Report Center

College

The Shibboleth IDP installation generates two sets of URLs for staff to access the Administrator & Report Center. One set is for the PILOT environment for testing, and one set is to access the Production environment Administrator & Report Center.
*Note: The Tech Center does not provide these URLs. They are generated during the installation and customization of Shibboleth IDP for CCC Technology applications.

Ensure college Admissions staff (and other key stakeholders/users) have access to both sets of Administrator and Report Center URLs

College

Provide both sets of URLs to key stakeholders and users of the Administrator & Report Center. This is usually the Director of Admissions or IT Director at each college or district.

Configure the PILOT Administrator

Add Primary User account with "Add User" authority. 

Apply Support Team

District users are assigned to district MIS code

Add district and college-authorized User accounts with "Add User" authority
for the Administrator & Report Center (PILOT)

College

District users are assigned to district MIS code

Load terms and majors into the Administrator

College

See the User Guides for instructions

Update contact information in the College and District tables

Ensure the check box to "Allow applications from multiple colleges for the same
term" is set correctly for each college in the District.

This setting can be found at the bottom of the "District" tab in the Administrator. This check
box must be set correctly for each college in district in both the PILOT & Production sites.

Identify all Rules needed and add to the Administrator

Create Email Rules Messages.

HTML friendly. Store internal server

Create supplemental questions XML file

Note: Security risk. Ensure no private information is collected

Define error validation messages for supplemental questions

Important.  Ensure error messages are clear and instructive.

Load supplemental questions XML into the Administrator

Set up Title IX Survey through the CCCTC

Contact Tech Center to get setup on Title IX survey

Setting Up Downloads

Request download client from CCCTC

College 

Create Download client for each college in district

Development

Install Download Client for QA development

See online user guide: Download Client & Setting Up Downloads

Update Download Client Transfer Jar File (if necessary)

Direct link: OpenCCCApply Download Client Latest Version

Map Xap data fields to new OpenCCCApply system (identify new fields)

Create download format file using Format Definitions XML (template)

Create download Job XML file (template)

Set-up download job and point to PILOT server

Create ability to store CCCID in SIS

Test downloads process through to SIS.  Verify all data.

Acceptance Testing

Create user acceptance test plan

Execute user acceptance test cycles

Enter in test applications in QA  

Test full process through to SIS import process

Schedule Report Center Training from Tech Center

Plan project timeline against Xap contract expiration

Important. Ensure that all stakeholders are aware of any contract deadlines or requirements.

Schedule demo of OpenCCCApply system for staff with Apply Support Team

It's helpful for staff to see the new application process - including OpenCCC student account
system - before planning business process revisions. Contact Patty Donohue, Project Manager, pdonohue@ccctechcenter.org to schedule your demo right away. 

Plan updates to website (instructions, links, Help Desk/Call Center)

Review how your current website is messaging and directing students to the Xap or other
application and build a checklist to ensure you have managed all aspects of messaging required.
Plan to message students clearly that you have moved to a new Application system which
requires them to create an OpenCCC account (even if they applied recently in Xap).  

Plan revisions to marketing / recruiting materials with new
application URL and Help Desk contact information.

Identify marketing and recruitment campaigns to determine changes required for communication
planning. Notify local high schools and other educational entities that send students to your college.

Plan messaging to students via the Xap Intro page

Notify students of upcoming changes via the Xap introduction page (sooner than later).
Determine a cut-off date for students who have in-progress applications and encourage them
to complete and submit or delete. 

Identify apply buttons/links on college website that need the new URL

Discuss the programming behind all current buttons and links pointing to your current
application with your web master or IT staff. Prepare web master early, or include
web designers in the implementation planning process so they can begin working
on revisions and message changes early. 

Notify key stakeholders of migration (local high schools, counseling)

During staff training, you will be provided with Help Desk contact information (for students) and CCCApply College Support contact information (for college related IT issues).

Schedule Administrator & Report Center training for staff

Contact the Apply Support Team (Patty Donohue, Project Manager, pdonohue@ccctechcenter.org)
to schedule training for staff users. 

Tasks

Who's Responsible?

Notes & Supporting Documents

Confirm MOU contract has been signed and executed

Apply Support Team 

IDP Authentication

Confirm User access to Production Administrator & Report Center

 College

Downloads  

Order certificate and keystore move from PILOT to Production server

College / Apply Support Team

Create Format Definitions XML for production download process

 College

Create Job XML file for production download process

College 

Create schedule to run download job

College

Run downloads testing after keystore move and college is "technically" LIVE

College

Set Up Production Administrator 

Add Primary District-Level "Add User" account for Administrator & Report Center

Apply Support Team

Add college and district User accounts for Administrator & Report Center

College

Export Terms from PILOT Administrator and migrate to Production Administrator

College 

Export Majors from PILOT Administrator and migrate to Production Administrator

College 

Update College table and District table in Production Administrator

College 

Migrate all Rules and Email Messages to Production Administrator Rules tab

College 

Export Supplemental Questions XML from PILOT and migrate to Production Administrator

College 

Ensure District & College folders are created in Production Report Center

Apply Support Team

Tasks

Who's Responsible?

Comments & Relevant Links

Notify Tech Center of planned deployment date & time

College

Ensure all Admissions & IT staff have Help Desk information (phone and email)

College

Ensure all Admissions & IT staff have CCCApply College Support email

College

Ensure all Admissions & IT staff have registered for account on CCCTechnology.info

College

At designated date & time, disable Terms in XAP to prevent new applications

College

Audit website for Xap or other application URLs or hidden pages and remove

College

Task

Who's Responsible?

Comments

Contact Tech Center to schedule Xap Migration Project overview meeting

College

Meet with Tech Center to review project guidelines

College

Set-up project to download XAP applications

CCCTC & College

Run download jobs for XAP applications

College

FTP files to CCCTC

College & CCCTC