CCCApply Administrator 2.0 Implementation Activities Checklist
- Patricia Donohue
This is the CCCApply Migration & Implementation Activities Checklist for the CCCApply Administrator 2.0 Upgrade.
Step-by-Step Instructions
For the most effective and expedient experience confirming your migration from the legacy CCCApply Administrator 1.0 to the new CCCApply Administrator 2.0 Upgrade, we recommend following the steps below.
| FOR COLLEGE or DISTRICT IT STAFF ONLY | ||||
| 1 | Anytime BEFORE September 21 |
| CCCApply 6.2.0: Technical Tasks & Implementation Survey < Custom College URL: New CCCApply Administrator 2.0 > < Custom College URL: New CCC Report Center > TECHNICAL INTEGRATION & IMPLEMENTATION CCCTC Shared Google Drive Pilot CCCApply Administrator 2.0 Pilot CCC Report Center | |
| FOR ADMISSIONS, FINANCIAL AID, STUDENT SERVICES ADMINISTRATORS | ||||
| 1 | ANYTIME | CCCTC Shared Google Drive | Navigate to the CCCTC Google Drive Folder and open the Pre-Migration Activities Survey | < Link to Google Drive Folders > |
| 2 | Anytime BEFORE September 21 | Production CCCApply Administrator (Admin 1.0) |
| When all migration tasks are completed, complete the shared Pre-Migration Activities Survey |
| 3 | ANYTIME | CCCTC Shared Google Drive | Navigate to the CCCTC Shared Google Drive Folder and open the "Pilot Migration & Implementation Survey" | "Pilot Migration & Implementation Survey" |
| 4 | Anytime AFTER September 10 | PILOT CCCApply Standard Application |
| < Use your existing PILOT CCCApply Application URL > NOTE: This URL has not changed. |
| 5 | Anytime AFTER September 10 | NEW PILOT CCCApply Administrator 2.0 NOTE: Use the new custom URL for your college. |
| < Your new custom college URL to the new PILOT CCCApply Administrator 2.0" "Pilot Migration & Implementation Survey" Questions 1 - 4 pertain to technical integration setup between your college or district IdP and the new CCC Administrator & CCCApply Admin 2.0. (Authentication & Authorization) |
| 6 | ANYTIME | Go to the CCCApply Public Documentation: User Guides page | Download the new CCCApply Administrator 2.0 User Guide for reference. | CCCApply Administrator 2.0 User Guide NOTE: Use this same CCCApply Administrator 2.0 User Guide for both Pilot & Production Administrators. |
| 7 | ANYTIME | Go to the CCCApply Public Documentation: Implementation Documentation Home space | Optional: View the Introduction to the New CCC Administrator video tutorial | All CCCApply Migration & Implementation Training & Support Resources |
| 8 | Anytime AFTER September 10 | NEW PILOT CCCApply Administrator 2.0 FOR 'ADD USER" ONLY |
| < Your new custom college URL to the new PILOT CCCApply Administrator 2.0" "Pilot Migration & Implementation Survey" Questions 5 - 7 pertain to User Management. |
| 9 | ANYTIME | Go to the CCCApply Public Documentation: Implementation Documentation Home space | Optional: View the Meta Majors: Using the New Major Category Filter video tutorial | All CCCApply Migration & Implementation Training & Support Resources |
| 10 | ANYTIME | Go to the CCCApply Public Documentation: Implementation Documentation Home space | Optional: View the New Spam Filter Web Service & User Interface video tutorial | All CCCApply Migration & Implementation Training & Support Resources |
| 11 | ANYTIME | Complete all activities on the Pilot Migration & Implementation Activities Checklist | Once all activities are completed on the Pilot Migration & Implementation Activities Checklist, complete the "Pilot Migration & Implementation Survey" | "Pilot Migration & Implementation Survey" |
| CCCTC Shared Google Drive > Your MIS CODE Folder | Open your college or district MIS Google Drive Folder and open th "Pilot Migration & Implementation Activities Checklist" | |||
| Login to your | ||||
Complete the Production Admin 1.0 Pre-Migration Checklist
PILOT Site: Migration & Implementation Checklist
| Production Administrator 1.0 - Migration Checklist | Data Field | Training | Support | User Guide / Data Dictionary | ||
|---|---|---|---|---|---|---|
| Authentication - | ||||||
| User Account / Authorization | ||||||
CCCApply Standard Application | ||||||
Terms | ||||||
Ensure Terms are updated through Fall 2019 (minimum) | ||||||
Ensure Term Codes & Descriptions are clean, unique - no duplicates | <terms:code> | |||||
Ensure Term Start & End Dates are correct | <terms:description> | |||||
Ensure Term Open Dates are before Term Start, Term End, and Term Close Dates | <terms:start_date>, <terms:end_date> | |||||
| Ensure Term End dates are AFTER Term Start, Term Open Dates | <terms:open_date>, <terms:close_date> | |||||
| Export your list of Terms in CSV format and store for reference | ||||||
Majors | ||||||
Ensure college Majors are all entered and are up-to-date | ||||||
Ensure all Major Codes <major_code> are unique (no duplicates) | <major:code> | |||||
Ensure all Major Descriptions <description> are clean, unique (no duplicates) | <major:description> | |||||
Ensure every Major has a Start Date; check the start date for validity | <major:start_date> | |||||
Ensure each Major has an End Date OR check the box indicating "No End Date" | <major:end_date> | |||||
Optional - Major Award Type: | <major:award_type> | |||||
Optional - Major Category(s) | <major_category> | Demo | Support Guide | User Guide | ||
Optional - Major CIP Codes are entered | <major:cip_code> | |||||
Optional - Major Program Control Number are entered correctly - 6 digit numbers | <major:program_control_number> | |||||
Optional - Major TOP Code Numbers are entered correctly - 6 digit numbers | <major:top_code> | |||||
Export your list of Majors in CSV format and store on your network for reference | ||||||
College Information | ||||||
Click on the "College" tab to review your college address information. | ||||||
If necessary, snap a screen shot for reference. | ||||||
District Information | ||||||
Click on the "District" tab to review your disrict address information. | ||||||
If necessary, snap a screen shot for reference. | ||||||
Supplemental Questions | ||||||
Implementing Supplemental Questions is optional. However, if you are currently asking supplemental questions in CCCApply, only one page of questions (XML file) can be "Active" at a time. We recommend that a copy of each page of Supplemental Questions be exported and saved for reference purposes. | ||||||
Click on the Supplemental Questions module tab to display the Supplemental Questions summary page. Snap a screen shot of the summary table for reference. | ||||||
Place a checkmark to the left of each Page ID and click on "Export" at the bottom of the table to save a copy of each XML page for reference. | ||||||
Rules | ||||||
| Click on the Rules module tab to display to Rules summary page. | ||||||
Review all existing Rules that display in the Rules summary table for accuracy. Snap a screen shot of the page | ||||||
Review each Active and Inactive Rule by placing a checkmark to the left of each Rule and clicking "Edit" to open and display the code logic for each individual rule. | ||||||
Snap a screen shot of the upper portion of each "Edit Rule for: <college>" for reference. Repeat this process for each Active and Inactive Rule. | ||||||
| Optional: Copy + paste the rule logic for each Rule in a Word doc, Google Doc, or text file. Ensure each Rule is accurate and up-to-date. | ||||||
Messages | ||||||
| The Messages module is nested within the Rules module in Admin 1.0. To get to the Messages module, click on "Manage Messages" link that lives at the bottom of the Rules module summary page. | ||||||
| From the Rules module summary page, click on the "Manage Messages" link to display the Messages module summary page. | ||||||
| Review all existing Messages that appear in the Message summary table for accuracy. Snap a screen shot of the page. | ||||||
| Review each Message by placing a checkmark to the left of each Message ID and click "Edit" at the bottom of the table. | ||||||
| Recommended: Save a copy of each Message by selecting All then Copy + Paste into a Word doc, Google Doc, or text file and save as the name of each existing Message Ensure each message is accurate and up-to-date. | ||||||
| Reminder: Any changes made to Messages may affect existing Rules. | ||||||
NOTE: The purpose of this exercise is to ensure that a copy of all your Production Admin 1.0 Rules and Messages are preserved as part of this migration process. As a safety measure, you would be able to quickly recreate any active Rule or Message once we've moved out of Admin 1.0 and into the new CCCApply Administrator 2.0 system. | ||||||
Reset Downloads | ||||||
Reset Downloads is a utility service which allows colleges to reset the download status on any submitted application that may have already been downloaded but needs to be downloaded again. There is no migration activity associated with this module. | ||||||
Users | ||||||
The Users module, including adding, editing, and deleting User accounts within the CCCApply Administrator, is restricted to authorized College or District Administrators in Admin 1.0. The following migration tasks should be completed by an authorized "Add User" only. | ||||||
| For Authorized "College" Add Users - Click on the Users tab to review all of the User accounts authorized to manage your college's CCCApply data settings for your college. | ||||||
| For Authorized "District" Add Users - Click on the Users tab to review all of the Users authorized to manage the CCCApply data settings for individual colleges in your district (identified by MIS code) or for all of the colleges in your district (MIS code should end in zero). | ||||||
| Add, Edit or Delete Users as needed. If any of the users displayed for your college or district are no longer employed at your college, or if any of the users are no longer authorized to manage users or data settings for your college, place a checkmark to the left of their MIS Code and click "Delete" at the bottom of the User summary table. | ||||||
| Snap a screen shot of the Users remaining in the Users summary table for reference. | ||||||
| Please note: For security reasons, we recommend that only one or two authorized Admissions Office, or IT Office, staff have access to your admin configuration settings in the CCC Administrator. | ||||||
CC Promise Grant (BOG Fee Waiver) | ||||||
Rules (BOG) | ||||||
Click on the Rules module tab to display to Rules summary page. | ||||||
Review all existing Rules that display in the Rules summary table for accuracy. Snap a screen shot of the page | ||||||
Review each Active and Inactive Rule by placing a checkmark to the left of each Rule and clicking "Edit" to open and display the code logic for each individual rule. | ||||||
Snap a screen shot of the upper portion of each "Edit Rule for: <college>" for reference. Repeat this process for each Active and Inactive Rule. | ||||||
| Optional: Copy + paste the rule logic for each Rule in a Word doc, Google Doc, or text file. Ensure each Rule is accurate and up-to-date. | ||||||
Messages (BOG) | ||||||
The Messages module is nested within the Rules module in Admin 1.0. To get to the Messages module, click on "Manage Messages" link that lives at the bottom of the Rules module summary page. | ||||||
From the Rules module summary page, click on the "Manage Messages" link to display the Messages module summary page. | ||||||
Review all existing Messages that appear in the Message summary table for accuracy. Snap a screen shot of the page. | ||||||
Review each Message by placing a checkmark to the left of each Message ID and click "Edit" at the bottom of the table. | ||||||
Recommended: Save a copy of each Message by selecting All then Copy + Paste into a Word doc, Google Doc, or text file and save as the name of each existing Message Ensure each message is accurate and up-to-date. | ||||||
Reminder: Any changes made to Messages may affect existing Rules. | ||||||
NOTE: The purpose of this exercise is to ensure that a copy of all your Production Admin 1.0 Rules and Messages are preserved as part of this migration process. As a safety measure, you would be able to quickly recreate any active Rule or Message once we've moved out of Admin 1.0 and into the new CCCApply Administrator 2.0 system. | ||||||
Reference: Admin 1.0 Screen Shots
Edit Rule Example
Supplemental Questions Summary Page
Rules Summary Page
Messages Summary Page
College Information
Edit Message Page
District Information Page
