A&R Audit Findings Work Team Meeting Minutes
DATE: March 4, 2015
TIME: 1:30 P.M.
1. FACILITATOR: Kyu Lee
NOTE TAKER: : Roderick Fajarda
2. ATTENDEES: Karen Croley, Kyu Lee, Amany Elmasry, Teresa Chan, Charlotte
Smith, Joyce Brown-Willis, Roderick Fajarda, Silvia Cortez
LOCATION:IT Conference Room
NEXT MEETING:Wednesday, March 11
ABSENT: Dominique Benavides, Frank Chez
3. REVIEW PRIOR MEETING MINUTES:

Minor changes made to minutes – approved with changes.
4. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON THURSDAY, MARCH 4, 2015
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SEE IT (ISSUE):
Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either
1 manually fixed or depending on the count of instances of enrollment with action
date of 2/5/2015.
Ticket 2581. Students who dropped after census but did not receive any
penalty. Joyce has determined that there are no students with a “W” grade. Will
2 talk to Dominique or Amany. Cases are related to the date. Dominique to provide
a list of the students.
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):
DO IT
(TIMELINE):
OUTCOME:
Joyce Bown-Willis
Karen Croley
Kyu Lee
Needs to be moved to production. Joyce
to update ticket
3/11/2015
PENDING
Update by
3/11/2015
PENDING
3/11/2015
PENDING
3/11/2015
PENDING
Update on
3/11/2015
PENDING
Dominique Benavides Testing and root cause must be
determined. Dom to provide more
Karen Croley
Joyce Brown-Willis examples.
Documents on VPN web portal should
be updated. Teresa will follow up with
Chi to find out how to update the site
Silvia Cortez
with updated information. A
Karen Croley
recommendation will be made to have
Charlotte Smith
the Office of Instruction at each college
Teresa Chan
train faculty on submitting rosters.
Silvia will update the documentation.
Amany has created undeclared academic
plan codes for Exempt students who do
Creation of 12 undeclared academic plans. Major code IM079 (intended majornot want to declare a major. These plans
undecided) was continuing to be used when importing CCCApply data for
Amany ElMasry
are not eligible for financial aid. A&R
4 students who do not want to declare a major. IM majors are causing issues with
Dominique Benavides
will test these new codes before they are
data integrity in PeopleSoft and should no longer be used.
put into production in CCCApply and
the survey.
Providing proper training for Faculty. Many issues with roster drops are due to
lack of training for faculty. A suggestion was made to have documentation about
Roster submission and deadlines be available for new hires. A link on the PROMT
3 for faculty members to access was also proposed. Many of the documents that exist
within VPN (access.peralta.edu) are outdated. Documentation has not been updated
since PeopleSoft implementation in 2008.
Ticket 2582 - Term Withdrawal for F14. More details can be found if Kyu can
get a hold of a list of students that Dom will generate. Drop has no W, Withdrawn
5 requires enrollment. Dropped students will get a W only if the Enroll Status is E.
Drop date is the actual date available before penalty days. It will expire before
penalty day.
Dominique Benavides
Silvia Cortez
Charlotte Smith
Joyce Brown-Willis
Dominique will work on querying entire
population affected. Original search only
detailed FA students. Kyu suggested
recreating the error to see if term
withdrawal is prevented by the hold.
NSC Report. CIP Code fixes are still in progress. Missing/invalid academic plan
types are being determined.
Conference call with Oracle about NSC reporting set up. Student Acad plan
record mass update is possible but it would not be a straightforward update by IT.
A/R analysts must determine the effective date and plan code info to use.
Academic Plan Settings:
Amany will be doing the analysis on which taxonomy fields to be updated for use
in the NSC reporting. Also, she has to determine the duration of the plan
Dominique Benavides
(Taxonomy tab also). Complete the Taxonomy tab of the old plans. (Acad Plan
Teresa Chan
setup table).
Charlotte Smith
Amany ElMasry
6 Student Academic Plans:
Kyu Lee
A&R will have to update the student academic plan.
Continue resolving errors on NSC report.
Suggestion to create AP language
addressing how we report to NSC and
NSLDS. The ticket with Oracle will
remain open for further reporting
questions.
3/11/2015
PENDING
DO IT
(TIMELINE):
OUTCOME:
Ranell suggested that we might need to use the Survey page to enforce the student
to update their records. A&R will have to help in updating the Students’ old
Academic Plans for those who are not part of the survey (i.e., no enrollment
found).
Acad Plan usage:
Old – Need to be set as Active. When setup as inactive, can cause a Tuition
Calculation error. The plan must be used by one or more student.
New – Financial Aid only uses new academic plans.
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CLOSED IT (ISSUE):
Ticket 2365. The request was to update all the invalid majors.
OWN IT (ASSIGN):
Roderick Fajarda
Ticket 2264/2547. 64 records had co-requisites issues when attempting to drop
one of the co-requisites. There were overrides that are part of the drop process that
Kyu Lee
were not applied during the cleaned up process.
Karen Croley
A new ticket (2547) was created to add the override requirement to the fix for
ticket 2264. The override fix was successful.
Ticket 1916. Teresa looked at this and it was turned into ticket 2365. The original
request was to clean up all invalid student plans. At a prior meeting, it was stated
Charlotte Smith
that Ranell had ticket 2365 closed because an alternative solution was proposed.
Dominique Benavides
Dom noted that since it had been determined that a mass clean up could not occur,
changes on the academic plan side would continue to resolve NSC errors.
Ticket 794. FABATCH process. Rosters are available to faculty from census and
attendance verification day and for seven days after. There is a nightly drop
Joyce Brown- Willis
process that drops students each night. The process backdates the drops to the date
Karen Croley
before the deadline. This causes drop date errors which in turn cause incorrect
Kyu Lee
grades and fees to be applied to student records.
SOLVE IT (STRATEGY):
There was a mass update to fix all
invalid majors.
CLOSED
Default overrides for roster drops in
production were applied to the fix.
CLOSED
Errors will continue to be addressed
with Amany’s help on the Academic
Plan table.
CLOSED
Ticket 1442 made rosters available prior
to the submission deadlines. This ticket
stopped the nightly drop process and
now drops are posted in real time.
CLOSED
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Ticket 1442- Roster Availability. Need to talk to Adela and decided that 2 weeks
or less for a class, the roster will be available 2 days prior. Otherwise, roster to be
available 7 days prior.
Ticket 2553. Students dropped from census but still with the W grade. Ticket
has been closed
Joyce Brown-Willis
Karen Croley
Silvia Cortez
Amany ElMasry
Drop dates have been a major issue with
incorrect student records. Making
rosters available prior to census and
attendance verification instead of 7 days
after will help with this issue.
CLOSED
Karen Croley
Charlotte Smith
Silvia Cortez
Joyce Brown-Willis
Kyu Lee
Enrollment requests were created and
processed to remove incorrect W and F
grades and drop students with correct
drop date.
CLOSED
Other issues:
Drop Error Report – A new ticket has been created to request a report that will identify drop error as they occur. The report will be sent to
AR for analysis.
W Grade but no attempted units – Joyce has worked on this issue in the past but financial aid is still seeing this error. Silvia will work with
Joyce to identify the old ticket number or she will create a new ticket to get this issue resolved.
Silvia will take notes at the next meeting.