A&R Audit Findings Work Team Meeting Minutes
DATE: May 5, 2015
TIME:
10:00 A.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Karen
Karen Croley, Charlotte Smith, Teresa Chan, Silvia Cortez, Dom
2. ATTENDEES:
Benavides, Frank Chez, Joyce Brown-Willis, Roderick Fajarda
IT Conference Room
LOCATION:
NEXT MEETING: Tuesday, May 12, 2015, 11:00 am
ABSENT:
Kyu Lee, Amany ElMasry
Guests:
Tom Wong
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON WEDNESDAY, April 22, 2015
#
SEE IT (ISSUE):
OWN IT (ASSIGN):
Ticket 2581/Students who dropped after census but did not receive any
penalty. 34 students were identified to be dropped with a W. All students dropped
via self-service.13 classes were affected; all were dynamically dated online
classes. Amany stated that PeopleSoft does not round up when calculating census Gopaal Chandrasekar
Amany ElMasry
1 and attendance verification dates on dynamically dated classes. Adding census
dates to dynamically dated online classes is included in the new customization.
2 A request has been made to customize the withdrawal process from Quick Enroll and
to add 501 courses to the withdrawal process logic.


No progress was made last week. Gopaal will meet with Amany tomorrow so
this issue can be resolved.
Ticket 2582 /2965-Term Withdrawal for F14. Based upon the query results, it has
been determined that the students that are not going through term withdrawal are
either still enrolled in an ungraded, no unit course or they have been dropped by A&R
using Quick Enroll.
SOLVE IT (STRATEGY):

Kyu Lee
Silvia Cortez

Silvia will email Kyu to request that the new coding be moved to UAT so she
can test.
NSC Report. The next reports will be submitted on Monday, May 11 to allow time
to work on errors. Access to NSC needs to be updated so multiple people can work
Dominique Benavides
on the report errors at the same time. Dominique will meet with Roderick to see if

Silvia Cortez
3 he is able to finish the CIP codes update (see Item# 5) before Monday.
4
Dominique will begin transitioning submission of enrollment reporting to A&R.
Ticket 2770. It has been determined that we need to continue to use Correct
History manually as required to update majors during the term. Frank is still
testing how the survey and pop-up window will feed into the program/plan when
submitted through Quick Enroll.
The updated majors are being reported correctly but based on the effective date,
sometimes are not feeding over to the FA module so the student’s major mismatch
checklist item does not get updated.
Frank Chez
Silvia Cortez
Dominique
Amany worked with Gopaal to
create a custom process to correctly
calculate the census date for
dynamically dated classes. Amany
reported that the process is 90%
complete but on hold while Gopaal
works on another project.
Ticket will remain open until the
custom process is put into
production.
Coding in TST environment got lost
when environment was refreshed.
Kyu will move to UAT again for
end-user testing.
Silvia will test in the coming week.
Team still testing new configuration.

Silvia will reopen ticket 2770 and
add the information that has been
communicated via email.

Dom will research options for
feeding major updates to financial
aid based on the effective date.
DO IT
(TIMELINE):
OUTCOME:
No update
Update on
5/12/2015
Update on
5/12/2015
Update on
5/12/2015
Update on
5/12/2015
Pending
In Progress
In Progress
In Progress
Ticket 2879. Update Acad Plans with the new CIP Codes– Amany is working
with Roderick to update the academic plans with the new CIP codes. Amany has
5 submitted the update to Roderick and is waiting for him to validate. No progress,
Roderick has been working on Financial Aid projects that have priority, but he
will try to work on this before Dominique and Silvia submit the next NSC Report.
W grade but no attempted units – Dom identified that some student records
showed no attempted units for students who were dropped with a W grade. No
6 progress, still needs testing.

Amany ElMasry
Roderick Fajarda

Silvia Cortez
Dom, Charlotte, Teresa
No update this week.

Roderick to validate after it has
been determined which of his
projects have the highest priority.
Team met with Oracle rep who
provided information regarding
grade configuration.
Dom and Silvia will test.
Update on
5/12/2015
Pending
Update on
5/12/2015
Pending
Other discussions/ issues:
Amany looked at the grading setup for 501 classes. All active 501 courses are setup as NOG (Non Credit/Not Graded), but the Ungraded value was added as of 2008. Dominique
suggested that Amany could check with JoAnn Phillips as to why this change was made. Silvia will review the Grading Scheme Table and the course setups to make sure all set up is
consistent.
This group has a deadline of June 30, 2015 to complete all the outstanding Audit Finding issues. Tom Wong suggested changing the frequency of these meetings and changing the name
of the group after the deadline. Campus Solutions Work Team was suggested for the name of the group. Tom Wong was asked to report back to Dr. Gravenberg that each member of the
group needs at least 4 hours of release time per week, in addition to the two hour weekly meeting, to work on the outstanding issues in order to get them resolved before the deadline. It
is becoming increasingly difficult to spend the required amount of time to test the fixes and work with the smaller teams on top of daily work. Support from all direct managers is needed
in order to get this work completed. Also, managers need to be aware that attendance to these weekly meeting is mandatory. At least until June 30, this meeting should be a priority with
all members in attendance.
Karen or Tom will remind Dr. Gravenberg to meet with Ranell Holmes regarding access to the NSC Report site. Multiple users should be able to access the site at the same time. This
will help to meet our report submittal deadlines. All administrator and user access needs to be evaluated and updated so errors can be resolved in a timely manner.
The meeting next week will begin at 11 am. Tom invited the team to lunch immediately following the meeting.
Parking Lot
Silvia reported on the discontinuation process. It her understanding that process is only supposed to be run once per academic year. Any student who has not attended Fall 14 and Spring
15 will be discontinued. Students lose their catalog rights if discontinued.
If was noted that if criteria has changed then written policy needs to be reflected. More clarification regarding the criteria will be researched by A&R.
Silvia will open a ticket to provide IT with the criteria needed in order to accept CCCApply applications for a previous term that will correctly term-activate a student, as well as add a
row to the program/plan (e.g. Student applies for Summer 2015, but decides he/she would like to enroll in a Spring Intersession class. At this time, the student can submit an application
for the new term, but he/she does not get term-activated for Spring because they’ve been term-activated for Summer/Fall 2015). There are outstanding questions about residency.
# CLOSED IT (ISSUE):
1
2
3
4
5
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.
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.
6
Ticket 2553. Students dropped from census but still with the W grade. Ticket
has been closed
7
Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either
manually fixed or depending on the count of instances of enrollment with action
date of 2/5/2015.
Joyce Brown-Willis
Karen Croley
Silvia Cortez
Amany ElMasry
Karen Croley
Charlotte Smith
Silvia Cortez
Joyce Brown-Willis
Kyu Lee
Joyce Brown-Willis
Karen Croley
Kyu Lee
SOLVE IT (STRATEGY):
DO IT
(TIMELINE):
OUTCOME:
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
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
Enrollment requests were created and
processed to remove incorrect W and F
grades and drop students with correct
drop date.
CLOSED
Ticket was closed on March 6.
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 students
Amany ElMasry
are not eligible for financial aid. A&R
8 who do not want to declare a major. IM majors are causing issues with data
Dominique Benavides
will test these new codes before they are
integrity in PeopleSoft and should no longer be used.
put into production in CCCApply and
the survey.
Karen Croley
Ticket 2702 – Drop Error Report. Ticket must be closed as it has been
Close ticket.
Charlotte Smith
9 determined that the information requested originally will not be needed.
Kyu Lee
Frank Chez
Ticket has been closed.
Silvia Cortez
10 Ticket 1648. Effective Date logic in Survey Customization
COMPLETED
COMPLETED
CLOSED
CLOSED