CCCApply Administrator 2.0 Upgrade: Pre-Migration Activities Checklist

This is the Pre-Migration Activities Checklist for the Production CCCApply Administrator. The purpose of this checklist is to ensure that your custom college CCCApply data settings are accurate, up-to-date and ready to be migrated to the New CCCApply Administrator 2.0 Production environment. The most expedient way to go through this checklist it to have the following applications, webpages, checklists, and other resources open and accessible.

CCCApply Standard Application
	Task	Resources	Documentation
Sign In
	Sign in to your college or district IdP then navigate to the Production CCCApply Administrator 1.0 using your existing college URL
	Optional for Multi-College Districts: If you are completing pre-migration tasks for a multi-college district, you may want to open the Administrator in multiple tabs or browser windows and walk through each set of tasks for each module for each college in your district at the same time.
	Optional: Open the CCCApply Administrator 1.0 User Guide for reference
Terms
	Click on the Terms tab to display the Terms summary page.
	Review the list of Terms entered for accuracy & validity
	Ensure Terms are entered through Fall 2019, at a minimum
	Ensure Term Codes & Descriptions are clean, unique - no duplicates
	Ensure Term Start & End Dates are correct
	Ensure Term Open Dates are before Term Start, Term End, and Term Close Dates
	Ensure Term End dates are AFTER Term Start, Term Open Dates
WARNING: The Terms configured for your college in the Administrator appear to your students on the Enrollment page of the CCCApply Application. It is required that open and valid Terms are configured in the CCCApply Administrator. Ensuring that your college Terms are entered correctly, especially the Term Start Date and Term End Date, are critical and the application is dependent on these data fields and dates being correct. If there are no open or valid terms, students will not be able to submit an application to your college.
	Export your list of Terms in CSV format and store for reference
Majors
	Click on the Majors tab to display the Majors summary page.
	Review full list of Majors entered to ensure all are entered correctly and up-to-date
	Ensure all Major Codes are unique (no duplicates)
	Ensure all Major Names are concise and unique (no duplicates)
	Ensure every Major has an accurate and valid Start Date
	Ensure every Major has an accurate and valid End Date OR check the box indicating "No End Date". If the Major has an End Date, ensure the End Date is after the Start Date
	Optional: The Major Award Type field is not required; however you may choose to enter an award type for each major if you choose.
	Optional: The Major Program Control Number is not required; however if you choose to enter program control numbers for your majors, ensure they are entered correctly to avoid errors during import in the CCCApply Administrator 2.0. PCN must be Character(5)
	Optional: The Major TOP Code is not required; however if you choose to enter a TOP code for each major, ensure they are entered correctly to avoid errors during migration to the new Admin 2.0 system.
WARNING: The Majors configured for your college in the CCCApply Administrator appear to your students on the Enrollment page of the CCCApply Application.
	Export your list of Majors in CSV format and store on your network or desktop for future reference.
College Information
	Click on the "College" tab to review your college address & admissions office contact information.
	Ensure that current and valid Admissions Phone, Out-of-State (OOO) Phone, Email, and Contact Person information is entered for your college.
	Ensure that the correct "Academic (BOG) Year" setting is set in the drop down menu.
	Make sure to click "Update" to save any new or updated information.
	If necessary, snap a screen shot for reference.
District Information
	Click on the "District" tab to review your disrict address information.
	Ensure that current and valid District information is entered for your District.
	Multi-College Districts: If you are in a multi-college district and you allow your students to apply to more than one college in your district for the same term, check the box indicating this is permitted.
	Make sure to click "Update" to save any new or updated information.
	If necessary, snap a screen shot for reference.
Supplemental Questions
NOTE: Implementing Supplemental Questions is optional. However, if you are currently using 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 future reference. As a reminder, save each page file with the name of the Page ID + Active or Inactive in the file name.
	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.
NOTE: Configuring Supplemental Questions requires some experience with XML programming. For instructions and information on implementing Supplemental Questions, download the CCCApply Supplemental Questions User Guide.
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.
REMINDER:The first step when creating email rules is to create the message (the body of the email). You can then reference the message ID when creating the rule. See below for "managing messages" info.
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 final list of current Users for reference.
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.


International Application
Terms (International)
	Click on the Terms tab to display the Terms summary page.
	Review the list of Terms entered for accuracy & validity
	Ensure Terms are entered through Fall 2019, at a minimum
	Ensure Term Codes & Descriptions are clean, unique - no duplicates
	Ensure Term Start & End Dates are correct
	Ensure Term Open Dates are before Term Start, Term End, and Term Close Dates
	Ensure Term End dates are AFTER Term Start, Term Open Dates
WARNING: The Terms configured for your college in the Administrator appear to your students on the Enrollment page of the CCCApply Application. It is required that open and valid Terms are configured in the CCCApply Administrator. Ensuring that your college Terms are entered correctly, especially the Term Start Date and Term End Date, are critical and the application is dependent on these data fields and dates being correct. If there are no open or valid terms, students will not be able to submit an application to your college.
	Export your list of Terms in CSV format and store for reference
Majors (International)
	Click on the Majors tab to display the Majors summary page.
	Review full list of Majors entered to ensure all are entered correctly and up-to-date
	Ensure all Major Codes are unique (no duplicates)
	Ensure all Major Names are concise and unique (no duplicates)
	Ensure every Major has an accurate and valid Start Date
	Ensure every Major has an accurate and valid End Date OR check the box indicating "No End Date". If the Major has an End Date, ensure the End Date is after the Start Date
	Optional: The Major Award Type field is not required; however you may choose to enter an award type for each major if you choose.
	Optional: The Major Program Control Number is not required; however if you choose to enter program control numbers for your majors, ensure they are entered correctly to avoid errors during import in the CCCApply Administrator 2.0. PCN must be Character(5)
	Optional: The Major TOP Code is not required; however if you choose to enter a TOP code for each major, ensure they are entered correctly to avoid errors during migration to the new Admin 2.0 system.
WARNING: The Majors configured for your college in the CCCApply Administrator appear to your students on the Enrollment page of the CCCApply Application.
	Export your list of Majors in CSV format and store on your network or desktop for future reference.
English Proficiency (International)
NOTE: The English Proficiency section is OPTIONAL. If your college DOES NOT have an English Proficiency requirement, you must leave the English Proficiency Help Text box at the top of the page EMPTY. This is what tells the application to display or not display this section to the applicant. However if your college does have an EP test requirement, enter custom pre-requisite Help text in the text box at the top of the English Proficiency module page. For more information, download the CCCApply International Application Data Dictionary.
	Click on the English Proficiency tab to display the English Proficiency settings page.
	IMPORTANT: if you want the optional English Proficiency section to display in the CCCApply International Application, enter custom, English Proficiency "instructive" pre-requisite text in the Help text box.
	Ensure all the EP tests types that are accepted are selected in the first column, which will appear in the Test Types dropdown menu. Ensure that you've Indicated if the score field should appear if the corresponding test type is selected by the applicant.
	Ensure you've entered corresponding low and high scores if the default scores are not correct for your college.
	Snap a screen shot of the English Proficiency section for reference.
Supplemental Questions (International)
NOTE: Implementing Supplemental Questions is optional. However, if you are currently using 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 future reference. As a reminder, save each page file with the name of the Page ID + Active or Inactive in the file name.
	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.
NOTE: Configuring Supplemental Questions requires some experience with XML programming. For instructions and information on implementing Supplemental Questions, download the CCCApply Supplemental Questions User Guide.
Rules (International)
	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.
REMINDER:The first step when creating email rules is to create the message (the body of the email). You can then reference the message ID when creating the rule. See below for "managing messages" info.
Messages (International)
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 (International)
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 (International)
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.


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.
Reset Downloads (BOG)
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 (BOG)
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.


Report Center
	Sign in to your college or district IdP then navigate to the Production CCC Report Center using your existing college URL.
	The purpose of this activity is to ensure your college URL is working for the Production Report Center.

CCCApply Standard Application

Terms

Majors

College Information

District Information

Supplemental Questions

Rules

Messages

Reset Downloads

Users

International Application

Terms (International)

Majors (International)

English Proficiency (International)

Supplemental Questions (International)

Rules (International)

Messages (International)

Reset Downloads (International)

Users (International)

BOG Fee Waiver

Rules (BOG)

Messages (BOG)

Reset Downloads (BOG)

Users (BOG)

Report Center

Reference: Admin 1.0 Screen Shots

Terms Summary Page

Edit Terms Screen

Majors Summary Table

Edit Major Screen

College Information Screen

District Information Screen

Supplemental Questions Summary Page

Rules Summary Page

Edit Rule Logic Screen

Messages Summary Page

Edit Message Screen

English Proficiency Screen