Pilot Project Plan: CCCApply Noncredit Application

Overview

CCCApply has created a new, optional, noncredit workflow feature in the CCCApply Standard Application. Development requirements for the first version of the new feature were implemented under the guidance of the CCCApply Redesign Workgroup, the CCCApply Advisory sub-committee for Noncredit application and the CCCApply product development team. 

This UAT plan will outline the details of the CCCApply Noncredit Application pilot project across the remaining stages of pre-production development, testing and implementation. 

Product information is available here:  CCCApply Noncredit Application

CCCApply Noncredit Application: Pilot Phase



Pilot Project Outline 

Below is an outline of the CCCApply Noncredit Application Pilot Project, including development and production phases: 


Production Phase (coming)

  1. Beta Version Plan
    1. College participation
    2. ES Training Plan
  2. College Implementation Plan
    1. Working with Enabling Services
    2. Working with Support Services


Status of Development Phase

Development requirements for the first version of this application (v.1.0) were drafted by the CCCApply development team. Requirements and change specifications can be found here: Noncredit Change Requirements and CCCApply Noncredit Application




Pilot Overview

A soft launch release to a limited number of colleges for a 12-week pilot project deploy to the CCCApply pilot environment on February 2019, as part of the CCCApply release 6.4.0. 

A set of pilot colleges will work with the Workgroup and sub-committee, as well as the CCCApply product development team, to ensure the initial development design and IT implementation processes meet the success criteria outlined below. A continuous feedback process has been outlined to ensure all bugs and missing critical requirements are identified and prioritized for production release.  

The overarching goal for the project is to prepare the new features for a larger scale Beta version release to more colleges in May 2019, and ultimately to production release to all colleges in June 2019.


Pilot Objectives

The objectives for the pilot project are designed to ensure that the new Noncredit workflow path meets the minimum viable functionality and data collection requirements to comply with changes to the state residency requirements for noncredit students as passed in AB 3101

  • Ensure the initial design meets MVP (minimum viable product) requirements for use with students
    • Ensure the code is free of bugs, issues and errors
    • Ensure the pre- and post-application workflow meets the needs of noncredit programs
  • Identify "must have" features required to meet MVP acceptable standards for majority of noncredit programs
    • Review requirements for collecting "Intended Major/Program of Study" question data to meet the needs of most noncredit programs?
    • Do the majority of noncredit programs require Supplemental Questions? What types of questions would the majority of noncredit programs ask?
    • What other enhancements are required for the MVP implementation?


Participating pilot colleges objectives: 

  1. Approved pilot colleges will commit two staff representatives to participate in the full 12-week project (One admissions office and one IT staff participants) and complete minimum UAT activities
  2. Participants should contribute to meeting project goals, objectives, and timelines in order to meet proposed success criteria
  3. Participants will attend scheduled meetings and provide feedback on development and implementation requirements and processes to ensure compliance with AB 3101
  4. Pilot project management will document and share college feedback and track progress of overarching goal to meet production phase timeline  


Project Timeline

A tentative schedule of project activities are detailed below (subject to change).


DateDescriptionRelease
February 19CCCApply 6.4.0 release to the CCCApply Pilot environment (see Release 6.4.0 Summary Notes)CCCApply 6.4.0 Pilot
February 19Noncredit Application 1.0 - Soft launch release to the CCCApply Pilot environmentNoncredit v.1.0 Pilot
February 20 - 28

Noncredit Pilot begins 12-Week Pilot Activities


March 15CCCApply 6.4.0 Production release  (see Release 6.4.0 Summary Notes)CCCApply 6.4.0 Prod
April 8Deadline for development changes and bug fixes (Tentative)
May 14Code freeze for CCCApply 6.5.0 Pilot Release and Noncredit App v.1.2 
May 15 - 31Noncredit Pilot officially ends May 31, 2019
May 31CCCApply 6.5.0 Pilot release  (includes the Noncredit Application 1.2 Pilot release)CCCApply 6.5.0 Pilot
June 28CCCApply 6.5.0 Production release  (includes the Noncredit Application 1.2 Production release)CCCApply 6.5.0 Prod




Pilot Project Goals & Success Criteria 


GoalSuccess Criteria

Ensure MVP product complies with residency-exempt requirements in AB 3101

Ensure the design and development of the Noncredit workflow path feature & functionality meets minimum viable product requirements for use with noncredit students as mandated in AB 3101

  • Chancellor's Office Legal staff confirm NC app workflow meets AB 3101 requirements
  • CCCCO MIS confirms data reporting requirements are met with the new feature 
  • Pilot colleges confirm the feature functionality complies with residency changes for Noncredit students
  • Pilot colleges confirm MVP product meets general requirements for noncredit to credit status transition 
  • Colleges can easily identify noncredit submitted applications in downloads and reports 

Ensure product functionality meets MVP requirements for college noncredit programs

Ensure the functional design (user interface and admin configurations) meet the minimum viable requirements for the majority of college noncredit programs .

  • Colleges want to use the Noncredit feature (optional)
  • Colleges can customize the Noncredit workflow feature to display custom noncredit programs and courses on the Enrollment page (Intended Major/Program of Study field; Major Category filter);
  • Colleges can successfully customize and filter  the display of their noncredit programs and courses; 
  • Colleges can successfully 
  • Pilot colleges confirm that the feature functionality meets general requirements for Noncredit programs 

Ensure IT implementation is simple and fully compatible with existing Standard Application implementation 

Ensure college IT implementation of the new Noncredit workflow includes minimal risks and requires minimal reporting and admin configuration changes, and compatible data downloads changes to the CCCApply Standard Application IT setup (including pre- and post-application processes and web services) 

  • College IT successfully modifies existing Standard Application Format Definition XML file with new fields and changes to existing fields; successfully updates Download Client jar file for pilot & production
  • College using SuperGlue for Apply (with College Adapter) has modified process to export the new and updated data set to staging table; College using full SuperGlue SIS process can successfully import new and updated data set to college SIS
  • College admissions staff has added new Noncredit data fields to Standard Application in the CCCApply Administrator Rules & Messages (optional);
  • College admissions/research staff has modified existing Submitted Applications views and reports in the Report Center (optional).

All required Tech Center applications have Noncredit application functionality & data

Ensure all dependent CCC Tech Center products and services have been updated with the new and revised Noncredit Application data fields and reports are accessible to authorized college administrators and staff.


  • Authorized researchers can access the Noncredit data fields and reports in the CCC Data Warehouse
  • All internal Tech Center product can access the new Noncredit data fields in the Student Profile   

Develop (generic) best practices for college support, IT, and admissions implementation of the new Noncredit feature

Identify, test, document and publish best practices for college support of and/or implementation of the Noncredit workflow feature functionality for (general) college admissions noncredit programs. 

  • Best practices and other knowledge base support information is authored by college users and published in the CCCApply Public Documentation sites
  • Support FAQs is authored by college users and published in the Support Site




Pilot College Participation

The CCCApply Noncredit Application Pilot project will initially consist of 6 - 8* district colleges from the CCCApply Redesign Workgroup and the CCCApply Advisory Committee's sub-committee for Noncredit Application. The minimum number of pilot participants to provide validation is 6. Pilot project activities are scheduled across a 12-week period between February 19 - June 15, 2019.   

Participating Colleges

Colleges from within the CCCApply Redesign Workgroup and the CCCApply Advisory Committee that will be participating in the project:

  • Chabot College
  • City College of San Francisco
  • Coastline College
  • DeAnza College
  • Foothill College
  • Glendale College
  • NOCE: North Orange Continuing Education
  • Riverside CCD
  • Santa Monica City College
  • Santa Rosa College
  • South Orange CCD


Participation Requirements

Participation activities and requirements include:

  • Attendance at all meetings
  • Complete all UAT Implementation activities and testing goals
  • Contribute to design and requirements discussions; provide feedback and support to other pilot colleges
  • Contribute to the development of best practices and support materials 



Pilot UAT Plan

The user acceptance testing (UAT) plan process and objectives for the CCCApply Noncredit Application Pilot project are listed below. 

  • UAT Objectives & Success Criteria
  • Required Documentation 
  • Getting to the Pilot Application 
  • IT Implementation Steps
  • Data Fields & Downloads
  • Admin Configuration 
  • Reports
  • Feedback & Support Processes

UAT Objectives & Success Criteria

See Noncredit Application UAT Plan Slide Deck

UAT ObjectiveSuccess Criteria
IT Implementation Steps & Testing
  • College navigates successfully to Noncredit Application path using college-specific URL
  • College submits new Noncredit Application using new workflow feature / URL 
  • College can identify an In-progress and submitted Noncredit application based on the new confirmation number prefix for Noncredit path in the My Applications page 

Find your Noncredit Application PILOT URL

Data Fields & Downloads Configuration Testing
  • New and revised Noncredit app data fields have been added to their existing CCCApply Standard Application Format Definition XML and ran a successful job in Pilot
  • Download Client for the Pilot Standard Application has been updated with latest version of the "transfer-client.jar" file in Pilot environment
  • Colleges have tested downloads successfully using the Download Client
  • Colleges have modified and successfully exported new data set to Glue for Apply staging table 
  • College can see new residency status field value <res_status = N> for NC residency-exempt status in download file
  • College can see new residency Areas A-D default value = 9 (for NC applications = nonCredit=True
  • College can identify a Noncredit status application based on Flag 81 in the Integrity Flags Table
  • College can identify that a Noncredit application was submitted based on Null / blank values appearing in all fields hidden in the Noncredit App workflow 
MVP Admin Configuration (Optional) Testing
  • College creates new Email Rule using the Noncredit Status field in Standard Application in Administrator
  • College staff receives Rule email based on new Noncredit status field
Modifying & Running Noncredit App Reports Testing
  • College can successfully look-up a submitted Noncredit application using new Noncredit Confirmation number using the Standard Full Application Look-Up modal in the Report Center
  • College confirms new Noncredit Status data field and Integrity Flag 81 flags appear on the Standard Full Application report for a Noncredit application
  • College can view and add new Noncredit data fields into a new report using the Submitted Application - Noncredit Topic (domain).
Using the Pilot Feedback & Support Process
  • Pilot college can submit an S1 critical issue to Support Services using Pilot Feedback & Resolution process (using the Support Email: staffsupportccctc@openccc.zendesk.com)
  • Pilot college can submit an S5 high-priority change requirement using the Pilot Change Requirement template (using the Support Email: staffsupportccctc@openccc.zendesk.com)
  • Pilot college can successfully post a comment or question on the CCCApply category page in Get Satisfaction site: CCCTechnology.info 






Required Documentation

Technical specifications for the Noncredit Application workflow feature are included in the CCCApply Standard Application Data Dictionary. 

Project Docs

Additional Docs

Getting to the Pilot Environment

Pilot colleges can begin testing the new Noncredit Application feature after the CCCApply 6.4.0 pilot release on February 19, 2019.  


Noncredit Application URL

Accessing the Noncredit application workflow path within the Standard Application requires a separate, college-specific URL. This unique, college-specific URL is one of the key characteristics that partitions the noncredit workflow path within the Standard Application, as well as distinguishes the submitted applications that started from the Noncredit URL from those started from the original Standard Application URL.

See here for the list of College Noncredit URLs.

When a user starts and submits a Noncredit Application (using the college-specific URL) the new Noncredit Status flag is set to True, which is appended at the end of the URL. 




Pilot Project: Feedback & Support

During the Pilot Project (see pilot schedule above), pilot colleges will meet bi-weekly to provide feedback and discuss pilot objectives with the Pilot committee and CCCApply product manager.  Non-critical bugs, change requirements, and change enhancements will be reviewed and prioritized during each meeting. 


Severity Levels

S1 - Application / service is unavailable.  

S2 - Required business process is prevented from being used.  No workaround is available

S3 - Less important business process is impacted and/or workaround is available.

S4 - Low impact or cosmetic issue


Below is a breakdown of the pilot support and change management process and response times.

Severity
Level
Issue TypeDescriptionOperations PriorityFeedback Process
S1Application / service is unavailable.  Pilot college cannot access the Noncredit application in the Pilot environment using their custom URL24-48 hr response 
Hot Fix resolution TBD
Email details to College Support Services: staffsupportccctc@openccc.zendesk.com
S1Application / service is unavailable.  Pilot college cannot access the Noncredit application due to error message24-48 hr response
Hot Fix resolution TBD
Email details to College Support Services: staffsupportccctc@openccc.zendesk.com
S2Required business process is prevented from being used.  No workaround is availablePilot college identifies a critical bug in the Noncredit app user interface or backend systems that prevents implementation or testing 24 - 72 hr response
Set priority level TBD
Email bug information to College Support Services: staffsupportccctc@openccc.zendesk.com 
S3Less important business process is impacted and/or workaround is available.Pilot college identifies a non-critical bug in the Noncredit app user interface or backend that does not prevent implementation or testing 1 week response
Set priority level TBD
Email bug information to College Support Services: staffsupportccctc@openccc.zendesk.com 
S2

Must Have Requirement

Required business process is prevented from being used.  No workaround is available

Pilot college identifies a missing IT or business requirement per state, federal or local mandate (example: AB 3101)1 week response
Set priority TBD

Use Change Requirement template

Pilot college documents requirement(s) via Change Requirement form template; sends as link or attachment to Pilot Project Manager to be prioritized for bi-weekly meeting agenda.
Email:  pdonohue@ccctechcenter.org 

S4

Nice to Have Request

Low impact or cosmetic issue

Pilot college identifies a med/high-priority change enhancement to the MVP application 2 week response
Set priority TBD

Use Change Request template

Pilot college submits change requirement(s) using Change Request form template; send as link or attachment to Pilot Project Manager to be prioritized for bi-weekly meeting agenda.
Email:  pdonohue@ccctechcenter.org 

S4

Delighter Enhancement

Low impact or cosmetic issue

Pilot college identifies an enhancement to the user interface or backend service(s) that includes unauthorized feature development (Out of FY scope)

2 - 4 week response
Set priority TBD

Use Change Request template

Pilot college submits change request(s) using Change Req form template; send as link or attachment to Pilot Project Manager to be prioritized for committee review.
Email:  pdonohue@ccctechcenter.org 


Request for Implementation SupportPilot college requests advice and/or general support for IT implementation, operations, best practices, and/or additional help from Product management, support services, other college pilots, or general colleges - in support of the new project.

24 - 48 hr response

Depending on item; TBD

Pilot college should review existing community discussions for self-serve support, or post new question or topic in any CCCApply or System Alerts category on the CCCTechnology.info support site:  CCCTechnology.info

Issue Resolution During Pilot Project

  • Feedback will be categorized as bugs, MVP requirements, or change enhancements. Only Severity 1 issues (issues that prevent critical business functions from being accomplished) will be considered as release blockers.
  • Pilot colleges should include the following information in the support request email:
    • Identification of issue
  • Reporting: User feedback should be noted in the result section. The following criteria should be followed and documented:
    • Any identified bugs with severity and priority 
    • Enhancement requests with priority identified


BUG Prioritization Levels



Change Request Form Templates

  • High-Priority Change Requirement Form
  • Change Request Form