CCCApply Steering Meeting - Agenda & Minutes - November 29, 2018
Meeting Notes
Minutes and action items from this meeting have been added directly into each section below. In addition, click here for additional notes taken by Mitch Leahy, Santa Rosa Jr. College..
Online Meeting Information
This meeting will be held online via Zoom.
Date Thursday, November 29, 2018
Time 2:00pm - 4:00pm
Location ONLINE
Agenda
TIME | DESCRIPTION | SPEAKER |
2:00pm | Roll Call | Leahy |
2:10pm | Pena / Leahy | |
2:15pm | Update on CCCApply Redesign Workgroup Effort Roadmap for FY 2018 | Pena / Donohue |
2:45pm | CCCApply Project News | Donohue / Coleman |
3:00pm | 2019 Workshop Update & Planning | Pena / Donohue |
3:50pm | 2019 Meeting Schedule | Committee |
4:00PM | Close Meeting | Pena / Murguia |
Meeting Notes & Minutes from today's Call:
Roll Call
Update from Michael Q:
11.29.18 - Michael Q's role is changing at the Chancellor's Office. His new role is Dean of Integration & Guided Pathways. He will longer be on this committee and is being replaced by Elena Alcala. However, he will still be involved in the redesign of CCCApply.
2018 Steering Committee Member Roster
Steering Committee Members Email List
All Steering members above are officially members of the CCCAPPLYSTEERING listserv. Email: cccapplysteering@listserv.cccnext.net
2019 Quarterly Meeting Schedule
NEW Schedule. Reminders and invitations with call-in zoom info will be sent out in advance of each meeting. Mark your calendars now!
Date | Time | Description | Location |
---|---|---|---|
Cancelled | |||
CCCApply User Workgroup Meeting - Q4 | Cancelled due to budget cuts / rescheduleing Q4 meeting now | ||
Tuesday, August 13 | 1:30pm - 3:30pm | CCCApply User Workgroup Meeting - Q1 | Online |
Tuesday, November 12 | 1:30pm - 3:30pm | CCCApply User Workgroup Meeting - Q2 | Online |
Archive: 2018 Meeting Schedule
CCCApply Redesign Workgroup Update
The Chancellor’s Office, the CCC Technology Center, and the Foundation for California Community Colleges, in collaboration with the community colleges and in partnership with ideas42, are redesigning the CCCApply experience with a student-centered approach in mind.
The CCCApply Redesign Workgroup is being led by CCCCO Vice Chancellor, Omid Pourzanjani. More information about the redesign effort can be found on the CCC Digital Futures website: https://digitalfutures.cccco.edu/
CCCApply Redesign Project
This article appears on the Digital Futures website: CCCApply overhaul to be driven by student-centered design and behavioral sciences
Redesign Workgroup sub-committees
A series of sub-committees within the main workgroup were tasked to review the following issues.
- Non-Credit Application
- Fields & Questions to be removed from the application
- What low-hanging fruit changes have emerged?
- Deployment Schedule
- Update on the Ideas42 Study on CCCApply
- Ongoing study and anticipated recommendations on the Ideas42 CCCApply study is still underway.
- The projected date for the Final Recommendation Report was October 2018.
- As of today's meeting (Thursday, November 29, 2018) communication that the final report has been submitted to the Chancellor's Office has not been relayed to CCCApply product manager.
Feedback from meeting attendees: Information about the scope and nature of this study has not been shared with this Committee (CCCApply User Workgroup) and many of colleges have inquired through the CCC-Admissions listserv regarding the study and the CCCApply Redesign effort in general. The level of unknowns has become a source of frustration across the stakeholders.
SUGGESTION / ACTION ITEM: Patty to submit a request to the Vice Chancellor overseeing the Redesign Workgroup requesting a summary report and FAQ be created and distributed to this CCCApply Users Workgroup and all college users via the CCC-Admissions listserv.
- Project is chancellor’s office driven
- Overall look and feel being revised in response to antidotal feelings from some in the CCC system.
- The goal is to retain information for reporting requirements.
- Patty showed a short-term redesign effort timeline
- September release has been implemented successfully.
- Next release on December 7th Includes:
- Style upgrade
- Updates for expanded race and ethnicity
- Patty presented the extensive list of new ethnicities.
- She also presented the mapping of the new data fields related to ethnicities
- Promise grant revise for 2019-2020
- Report center is at end of life. Currently no additional data elements can be added to the report center at this time. Patty is working with the vendor.
- Language of ethnicity might need to be changed so students know that they are not required to provide their ethnicity.
- Feedback from workshop
- Better descriptions for skill level of hands on training/labs/ activities
- Demos in the morning
- The steering committees role?
- More leadership is needed from the Chancellor’s Office for the workshop
- Patty presented the features of the new non-credit application
- Optional for colleges
- Uses paths based on a question of non-credit or credit classes
- Residency eliminated
- There needs to be discussion about how non-credit apps and students are handled for purposes of residency and enrolling in credit courses.
- There appears to be a residency change field that is unused.
- Binary Gender type needs to be added to CCCApply
- Mitch and Patty will look through change requests in a separate meeting
CCCApply Redesign - Roadmap - FY2019
RELEASE: September 2018 (Deployed)
- Recap CCCApply September 28 Release
- Release notes are posted: Release 6.2.0 Summary Notes
- Communication: Weekly email campaign with links to supplemental information on CCCApply Public Documentation
11.29.18:
- Patty presented the redesign effort timeline for this fiscal year
- September release has been implemented successfully.
- Next release on December 7th Includes:
- Style upgrade
- Updates for expanded race and ethnicity
- Patty presented the extensive list of new ethnicities.
- She also presented the mapping of the new data fields related to ethnicities
- Promise grant revise for 2019-2020
RELEASE: December 7, 2018
Scope
- Race & Ethnicity Expansion Project
- Change Specifications: 2018-18R: New Race & Ethnicity Implementation
- UI Styles & Branding Update - Part 1: Align with MyPath Styles
- 2019-2020 Promise Grant (BOG) Application
Schedule
- Pilot Release - November 20 - Release 6.3.0 Summary Notes now available!
- Production Release - December 7
Documentation
RELEASE: March 2019
- Non-Credit Application Effort
- Review specs for Residency-Exempt Status
- Low-hanging fruit streamlining changes - Part II
- SSN Revision (Pending Deferment)
- Pending Question Revisions
- Residency Page Revisions
- UI Styles & Branding Update - Part 2: New CO Brands
- Updated Standard Application - paper version under-development (Must be ADA compliant & pass accessibility review)
- Pending Approval: Report Center Upgrade
- Pending Approval: Spam Filter UI Enhancements
RELEASE: June 2019
- Requirements for mobile-device/responsive design
- Requirements for Download Client 2.0 (SuperGlue for CCCApply)
- Requirements for the multi-language version
- Requirements for MyPath integration
- Requirements for new Form Generating Engine / back-end micro-services
CCCApply: Project News
- Introduced Jennifer Coleman, Program Director for Core Applications including CCCApply, SuperGlue, MyPath, College Adapter, and other matriculation tools.
- OpenCCC - Project management changes
- New Product Manager, OpenCCC - John Sills
- OpenCCC has separated from the CCCApply project, beginning this current fiscal year.
- OpenCCC is now managed in a different grant initiative: The Shared Infrastructure Grant (Federated Identity, CENIC, other shared infrastructure projects)
- The project has a new work plan and set of goals/objectives, which is no longer tied to CCCApply project including the development team, change management process, etc.
ACTION ITEM: Patty is still transitioning information and on-boarding ownership of the OpenCCC project to the new Product Manager team. However, John will be included in all User Group activities, and we will work together on a communication to this committee and to all CCCApply users regarding the transition in project management and update the field on a similar upcoming OpenCCC Redesign project.
- The project has a new work plan and set of goals/objectives, which is no longer tied to CCCApply project including the development team, change management process, etc.
- CCC Administrator - Core Admin System - also has a new Product manager, John Hadad. Patty is still managing the CCCApply Administrator application that is integrated with the new core admin tool, however the shared common administrator, which includes User management and other shared feature functionality will transition to the new PM, John Hadad.
- CCCApply Project -
- Summary of Scope, Schedule, Budget (Charter draft) under-development for FY2019
- Other Changes: Changes to teams: development teams, support staff, enabling services,
- CCCApply Users Workgroup: Changes to a workgroup model instead of a steering committee. CCCApply will be restructured into a workgroup.
Changes to the Steering Committee - Moving to a Users work group model > group relies on the members to produce outcomes and guidance, versus requirements/approvals. Steering Committee was about governance across system. CO is centralizing these groups, focused on user participation and college end-users.
How does this affect the existing CCCApply Steering Committee?
- Not too much will change - more virtual meetings vs. in-person meetings
- Won't be called "Steering" anymore - new name: CCCApply User Workgroup
- No longer need a quorum for meetings or approvals
- Bylaws & Constitution: No longer structured around a Constitution & Bylaws, but minutes will still be required.
Questions:
Does it make sense to have the Workshop structured and guided by the Steering committee then? (Mitch Leahy)
Answer: We still need guidance from this group on direction/sessions/ tracks
REMINDER - CCCApply Workshop is very popular! New A&R staff rely on this as a way to meet, connect, learn and get information. Last year: almost 300 attendees.
Changes to the traditional Steering Committee model - to a Workgroup model > group relies on the members to produce outcomes and guidance, versus requirements/approvals. Steering Committee was about governance across system. CO is centralizing these groups, focused on user participation and college end-users.
Communication to the Field has been lacking and a problem.
2019 Workshop Planning
November 29 Note:
Item | Plan | Notes | Action Items | Status |
---|---|---|---|---|
Location | TBD: Sacramento City College | July 25: Michelle Pena spoke with Michael Poindexter from Los Rios District who verbally agreed to host the workshop at Sacramento City College during their 2019 Spring Break (April 15 - 21). . 11.29.18: Michelle hasn't been able to get confirmation / response to emails from Michael. According to Betty, Michael Poindexter is no longer with the District. | 11.29.18: Betty Culver and Michelle Pena agreed to follow up on this. Reaching out to Kim Goff, District IT/Facilities | NEED |
Date | TBD: Wed April 17, 2019 | 11.29.18: Date will be confirmed once the contact is made with District | 11.29.18: Michelle will confirm date once the contact is made with District | NEED |
Projects | TBD: CCCApply Only or include additional Projects | 11.29.18: Per Mitch Leahy, eTranscript CA wants to participate again this year. Counter to our discussion during the July 25 meeting, the group seemed to be accepting of this July 25, 2018: "When discussing the question, "will we be combining eTran and CCCApply into one day or not?", the feedback is that we want two separate workshops. The feeling was that combining both into one day was too much and cut into the amount of sessions that we could have and that if given the choice, we don't want to combine again. | 11.29.18: Patty to discuss next steps with Jennifer Patty to reach out to the other PMs to discuss: Collaboration with Other Projects, Products & Services
| NEED |
Themes | TBD: Unclear COMMUNICATION - Colleges want to be informed about the future of CCCApply What is happening with the redesign? What is the future of CCCApply? What does that look like from a technical perspective? What does it look like from a user experience? REPORT CENTER TRAINING | 11.29.18: No themes emerged other than the need for MORE COMMUNICATION from the CO on redesign direction and future integration with other applications.
| 11.29.18: Need guidance from the CO.
| IN PROGRESS |
Tracks & Sessions | TBD: Unclear | First - need to better understand the focus of the Workshop. Is it the Redesign? Is it integration with other products and services? Before we can narrow down the tracks & sessions, these questions need to be answered. CCCApply Redesign
Report Center Training & Support With regards to the Report Center Training, several points emerged:
Collaboration with Other Projects, Products & Services
| 11.29.18: Need guidance from the CO. Patty to follow up with Jennifer around direction. Follow up with Michael Q and CO reps for guidance. | NEED |
Surveys | Need for Training - schedule lab time Sessions & tracks | 11.29.18: We didn't talk about surveys in today's meeting, but we need to plan for a pre-survey to get gauge on attendance and sessions. | NEED | |
Registration | Using Constant Contact's Event Registration process. Template exists from prior years. | 11.29.18: Regarding "reserving time in the computer lab with a Support engineer or IT staff" the committee suggested we build this right into the CC registration form. The objective is to see how many folks are interested and get those that are registered in one fell swoop. First we need to determine what would be offered, and who would provide the support assistance? Objectives:
| 11.29.18: Patty to work with Sandoval or Crista to see if this is possible in Constant Contact Event Reg application. If yes, plan to incorporate one or more "reservation" forms | NEED |
Communication | Use last years Announcement Emails | NEED |
Location: TBD
(Note: Michelle Pena spoke with Michael Poindexter in July who verbally agreed to host the workshop at Sacramento City College on April 17.
(11.29.18: Contact has changed! Michael Poindexter is no longer with the District. Kim Goff could be another contact.)
When: TBD Note: Sac City Spring Break - April 15 - 21. Our workshops are traditionally held on Wednesdays.
Next steps:
- Vice Chair organizes a sub-committee to begin planning
- Discuss 2019 budget impact on Workshop
- Confirm host college and primary contacts (facilities & IT)
- schedule meeting to discuss lecture hall, breakout rooms, computer lab, dining area
- Start working on theme and format
- Finalize tracks and sessions
- Start working on a surveys (see below)
- Suggestion for Keynote: Barney Gomez, Vice Chancellor TRIS
** Discussion from July 25th meeting **
- When discussing the question, "will we be combining eTran and CCCApply into one day or not?", the feedback is that we want two separate workshops. The feeling was that combining both into one day, cut into the amount of sessions that we could have and that if given the choice, we don't want to combine again.
- Requests for more report center training sessions. The feedback from last year was that the one combo (Beg/Adv) session was too high level for many newbies.
- Need at least two separate trainings: Beginners vs. Advanced
- Beginners:
- Advanced:
- Feedback wants: Report Center Track dedicated to several different level sessions with variety of facilitators;
- Need at least two separate trainings: Beginners vs. Advanced
- Computer Lab - have an event or events planned in the lab during the day.
- Hands-on report center workshop/training sessions
- Suggestion: "Reserve time with a tech expert - in advance?" for example Ellucian Live - would have you reserve time in advance (weeks/months) -
- Set it up so people can reserve time on specific subject areas and include their skill level
- Setup Google Form soon if we decide to go this route ^^ (volunteer?)
- Build this as an option into the Registration Process (Constant Contact)
- MUST DO: Have attendees/invitees sign up for sessions in advance so we can better gauge room size and need/interest
NOTES & ACTION ITEMS:
- Plan a session or demo or video on building Dashboards in Report Center
- eTran - does want to participate - want to solicit vendors to participate
- MyPath as well (talk to Mark Cohen and Mike Caruso about need and participation).
- Conflicts? Look into it
- International conference - (look into it)
- CACCRAO is end of April - May 1
- Banner is the week before / DegreeWorks big conference in New Orleans (through April 10)
COMMUNICATION / MARKETING
Archive & Parking Lot
Residency Review Sub-Committee - July 25, 2018 - Meeting Recording