Pilot Project Plan: CCCApply Non-Credit Application

This Pilot Project Plan will outline the details of the CCCApply Non-Credit Application pilot project across the various stages of remaining pre-production development, testing and implementation. 

Product information is available here:  CCCApply Non-Credit Application

Project Overview 

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

College Pilot Project

1. Project Overview
   
   1. Project summary & objectives
   2. Project Timeline
2. Goals & Expected Outcomes / Success Criteria
3. College Participation & Requirements
4. Pilot UAT Objectives
   
   1. Feedback Process
   2. Changes & Requests

Production Phase

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

Status of Development Phase

Development requirements for the initial version of this application (v.1.0) were drafted and implemented by the CCCApply Redesign Workgroup and sub-committee for the Non-Credit Application. Details of the v.1.0 development specification can be found here: Non-Credit Change Requirements and CCCApply Non-Credit Application. 

Overview

CCCApply has recently announced that a new "non-credit" workflow path - an optional, special feature developed in the CCCApply Standard Application - is wrapping up the first phase of the development project and is ready to move to the Pilot Phase.

A soft launch release to the CCCApply pilot environment is planned in February 2019, as part of the CCCApply release 6.4.0. 

On February 19, 2019, the first version of the new Non-Credit Application feature will move to a "Pilot Phase" as part of the CCCApply 6.4.0 pilot release deployment. A limited number of pilot colleges - under the direction of the Redesign Workgroup, the CCCApply Advisory sub-committee, and CCCApply product management, will address the following project objectives and timelines:

The Non-Credit App Pilot Phase includes with a soft launch release to a limited set of colleges as part of an extensive 12-week Pilot project under the direction of the CCCApply Redesign Workgroup and Advisory Sub-Committee for Non-Credit Application in coordination with CCCApply product development. This overarching goal of the pilot project is to prepare the special feature for a larger scale Beta version release in May 2019, and ultimately to a successful production release to all colleges in June 2019.

The new CCCApply Non-Credit Application is best described as a new, optional, residency questions-free, "workflow" feature built into the CCCApply Standard Application, developed to comply with the new residency-determination exemption for non-credit students, as specified in Assembly Bill 3101.  The initial set of development requirements were approved by the CCCApply Redesign Workgroup - as part of the CCCApply Redesign Project - and the CCCApply Advisory sub-committee for Non-Credit application.

Project Summary & Objectives

The purpose of the CCCApply Non-Credit App Pilot Project is to ensure that t

The Non-Credit App Pilot Phase includes with a soft launch release to a limited set of colleges as part of an extensive 12-week Pilot project under the direction of the CCCApply Redesign Workgroup and Advisory Sub-Committee for Non-Credit Application in coordination with CCCApply product development. This overarching goal of the pilot project is to prepare the special feature for a larger scale Beta version release in May 2019, and ultimately to a successful production release to all colleges in June 2019.

Proposed goals, timeline, and expected success criteria will inform the agendas for recurring meetings, and a process for providing and escalating feedback is established.  Following the completion of a successful project, an additional, scaled "beta project" will be conducted through the CCCTC Enabling Services division, and Support Services.

Approved pilot colleges will work with the CCCApply Redesign Workgroup and sub-committee, as well as the CCCApply product development team, to identify bugs and identify requirements for any remaining (and approved) development enhancements.  Bugs and other issues will be prioritized for fix throughout the 12-week pilot timeline.

The following objectives will be addressed in the Non-Credit App pilot project:

1. Pilot colleges will commit two staff representatives to participate in the project (One admissions office and one IT staff participants) and complete minimum UAT activities
2. Participants will contribute to fulfilling project goals, objectives, and timelines in order to achieve success criteria
3. Participants will attend scheduled meetings and provide feedback on development and implementation processes to ensure CCCApply complies with AB 3101
4. Participants and project management will collaborate to ensure the application/feature meets production release phase, successfully  

Pilot Project Timeline

The proposed schedule for the Non-Credit App Pilot project begins with a soft launch release to the pilot environment as part of the CCCApply 6.4.0 release on February 19, 2019. 

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

Pilot Goals & Success Criteria 

Goals for the CCCApply Non-Credit Pilot Project are listed below with proposed success criteria.

Feedback & Support Process

TBD

Pilot College Participation & Requirements

The CCCApply Non-Credit 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 Non-Credit Application.  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:

• City College of San Francisco
• Coastline College
• North Orange CCD
• Santa Rosa College
• Sierra College
• Cerritos College

Participation Requirements

Participation activities and requirements include:

• Continual participation throughout the 

Pilot UAT Objectives

For the Non-Credit Application Pilot project, the goals for college user and IT implementation testing are:

• Pilot colleges are able to add the new data fields to their existing Standard Application Format Definition XML file,
• Update the transfer-client.jar file (v.6.4.0), and successfully download the new fields from the Standard App Download Server
  • non_credit
  • integrity_fg_81
• Colleges are able to identify the specified changes to existing data fields and formats as specified in the CCCApply Standard Application Data Dictionary v.2019.1 (6.4.0) 
• Colleges maintain compliance with MIS data requirements for all existing residency determination fields and logic in place prior to the Non-Credit application release
  
  
  

Implementation Setup Steps

Follow the steps below for successful user acceptance testing: 

1. Log in to your college /wiki/spaces/PD/pages/131465676 and start a new CCCApply Standard application from your My Applications page.
   
   
2. Complete the new application from the Enrollment page to the Needs & Interests page. Continue on to the Demographic Information page.
   1. Note: This includes the Account Information/Mailing, Education, Citizenship/Military, Residency pages.
   2. Complete the Gender/Transgender section;
   3. Complete the Parent/Guardian Education Level;
      
      
3. Review the new Race & Ethnicity layout changes and enter the following information:
   1. Hispanic/Latino question: Select the Yes radio button to expand the Hispanic/Latino sub-categories. Select one or more checkbox options.
   2. Race Group categories: Select one or more of the race group checkboxes to expand the corresponding ethnicity sub-categories.
   3. Click Continue to go to the last page;
      
      
4. Complete the remaining required portions of the application and submit the application 
   1. This includes the Submission page sections: Review App, Consent to Release Information, and Submission
   2. After submission, note the application's Confirmation number (App_id) and your CCCID.
      
      
5. Reference the CCCApply Standard Application Data Dictionary (v.2018.2) Pilot Version
   1. Jump to the Race & Ethnicity section from the Table of Contents (Race Group)
   2. Review the data element specifications for all four Race & Ethnicity section fields:
      1. Hispanic/Latino = <hispanic>
      2. Race Group = <race_group>
      3. Race Ethnicity = <race_ethnic>
      4. Race Ethnicity = <race_ethnicity>  (Note: This field has a different name in the International application) 
      5. NEW Race & Ethnicity Full = <race_ethnic_full>
         
         
6. Add the new Race & Ethnicity FULL field to your Pilot environment Format XML (CCCApply Standard & International files must be updated separately)
   
   1. Follow the data specs for <race_ethnic_full> in the updated DED (CCCApply Standard Data Dictionary (v.6.3.0)
   2. For CCCApply & International: The new data field has the same name for both application:  <race_ethnic_full>
   3. For help updating your Format Definition file, see the CCCApply Download Client User Guide
      
      
7. Update your existing Download Client Jar File with new version (v.6.3.0)
   1. Find and replace the "transfer-client.jar" file in your CCCApply Download Client with the latest version for this release (v.6.3.0).
      1. NOTE: The 'transfer-client.jar" file is the same as the Download Client Jar file.
      2. Refer to the Download Client User Guide for instructions on replacing and running the Jar file for each application in each environment (Pilot and Production).
   2. Run a test download Job in the Pilot environment.
      
      
8. Repeat the process for the Production environment.

Testing in the Pilot Environment

Pilot colleges will begin testing in the Pilot Environment beginning February 20, 2019.  

CCCApply Pilot Environment

/wiki/spaces/PD/pages/131465676

Data Field Specifications & Mapping

• General Requirements

Feedback & 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.
• 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

Data Field Information  

For detailed data specifications, please refer to the corresponding application Data Dictionary, as well as the breakdown of change specs in: 2018-24R: Revise CCCApply to Support Non-credit Students & AB3101.  

Updating Your Download Files

To download the new Non-Credit Application data fields and new values in existing CCCApply download files, you must add the new fields to your CCCApply Standard Application Format Definition XML and update the (transfer-client.jar) file for the Non-Credit v.1.0 Pilot release.  

Update the Pilot Download Client Jar File

We recommend adding the fields and updating the Download Client Transfer file in the Pilot environment first before updating your Production Download Client with these fields. 

In your installed Pilot Download Client directory, replace the following files:

• • Replace transfer-client.jar (V6.3) with: transfer-client-V3.jar

Follow the instructions in the Pilot CCCApply Download Client User Guide.

Technical specifications for the Race Ethnicity Full data field can be found in: 

Change Specification:  2018-18R: New Race & Ethnicity Implementation 2018

Data Dictionaries:  CCCApply Standard Application Data Dictionary v.2018.2 

Copy of UAT: Race & Ethnicity Implementation 2018

Update the Production Download Client Jar File

To update your Download Client Transfer file for the Production environment, the process is the same as the Pilot environment update. The same jar file is used for both environment. 

In your installed Production Download Client directory, replace the following files:

• • Replace transfer-client.jar (V6.3.0) with: transfer-client-V3.jar

Follow the instructions in the CCCApply Download Client User Guide.

Technical data element specifications for the Race & Ethnicity data fields are listed in the CCCApply Standard Application Data Dictionary V.2018.2