DATE: May 12, 2015
1. FACILITATOR: Karen Croley
TIME: 11:00 A.M.
NOTE TAKER: Karen
2. ATTENDEES: Karen Croley, Charlotte Smith, Teresa Chan, Silvia Cortez, Dom
Benavides, Frank Chez, Joyce Brown-Willis, Roderick Fajarda, Kyu
Lee, Amany ElMasry
LOCATION: IT Conference Room
NEXT MEETING: Tuesday, May 19, 2015, 10:00 am
ABSENT:
Guests: Tom Wong
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON TUESDAY, May 12, 2015
# SEE IT (ISSUE): OWN IT (ASSIGN): SOLVE IT (STRATEGY):
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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 and attendance verification dates on dynamically dated classes. Adding census dates to dynamically dated online classes is included in the new customization.
Amany will meet with Gopaal tomorrow so this fix can be moved to production.

Amany worked with Gopaal to create a custom process to correctly calculate the census date for
Gopaal Chandrasekar
Amany ElMasry 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.
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.
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A request has been made to customize the withdrawal process from Quick Enroll and to add 501 courses to the withdrawal process logic.
Kyu moved the project to UAT and Charlotte did some testing in Quick
Enroll. That testing was successful and Silvia will test in Passport this week.
Kyu Lee
Silvia Cortez

Coding was moved to UAT again for end-user testing.

Silvia will test in Passport in the coming week.
DO IT
(TIMELINE):
Update on
5/19/2015
Update on
5/19/2015
OUTCOME:
In Progress
In Progress
NSC Report. The reports were ready for submission on Monday, May 11 but an
3 error was received when attempting to submit. Dom submitted ticket #3185 to IT.
Dominique will begin transitioning submission of enrollment reporting to A&R.
Dominique Benavides
Silvia Cortez

Ticket 3185 was created to find out why the report submission error occurred.
Update on
5/19/2015
In Progress
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Ticket 2770 . It has been determined that we need to continue to use Correct
History manually as required to update majors during the term. If a survey is submitted through Passport or Quick Enroll after the term begins the effective date will be the current date.
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
 Silvia reopened ticket 2770 and add the information that has been communicated via email.

Dom will begin the conversation about a possible deadline for changing majors within the term.
Update on
5/19/2015
In Progress

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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 ElMasry
Roderick Fajarda

New CIP codes were created and need to be assigned to the new table.
 Roderick is waiting for Ranell’s approval to move the project to
PROD.
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 progress, still needs testing.
No update this week. Charlotte will look in the UAT environment to see if she can find examples of records she has fixed recently. Teresa requested that as they come to her attention.
Silvia Cortez
Dom, Charlotte, Teresa

Oracle ticket may need to be reopened.

Dom and Silvia will test.
Charlotte send her examples before the records are corrected so she can

Charlotte will send Teresa examples research.
Update on
5/19/2015
Update on
5/19/2015
Pending
In Progress
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. Amany stated that
NOG Ungraded should be used in all cases. Silvia will review the Grading Scheme Table and the course setups to make sure all set up is consistent and that 501 courses will populate
NG for the grade. There was a short discussion about the possibility of faculty assigning the NG on the grade rosters.
This group has a deadline of June 30, 2015 to complete all the outstanding Audit Finding issues. Tom Wong submitted a recommendation memo to Dr. Gravenberg suggesting that this group become a permanent working team that will address Campus Solutions issues as they come up. The memo also requested that each member of the group be given management approval to work at least 4 hours 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.
Dominique will talk to Dr. Gravenberg and Adela about 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.
Silvia opened 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 have been term-activated for Summer/Fall 2015). There are outstanding questions about residency.
Tom stated that the audit manager, Brendon Harrison, will be requesting SSCR reports for the entire year. Dominique and Silvia will help with getting the submission logs to Tom.
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.

# CLOSED IT (ISSUE): OWN IT (ASSIGN): SOLVE IT (STRATEGY):
1 Ticket 2365.
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The request was to update all the invalid majors.
Ticket 1442- Roster Availability. available 7 days prior.
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
Roderick Fajarda
Joyce Brown-Willis
Karen Croley
Silvia Cortez
Amany ElMasry
There was a mass update to fix all invalid majors.
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 were not applied during the cleaned up process.
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, i t was stated that Ranell had ticket 2365 closed because an alternative solution was proposed.
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 process that drops students each night. The process backdates the drops to the date before the deadline. This causes drop date errors which in turn cause incorrect grades and fees to be applied to student records.
Kyu Lee
Karen Croley
Charlotte Smith
Errors will continue to be addressed with Amany’s help on the Academic
Dominique Benavides
Plan table.
Joyce Brown- Willis
Karen Croley
Kyu Lee
Default overrides for roster drops in production were applied to the fix.
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.
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.
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Ticket 2553. Students dropped from census but still with the W grade. has been closed
Ticket 2511. Issue is related to 2553 date of 2/5/2015.
. Action date for Spring 14 can either
Ticket manually fixed or depending on the count of instances of enrollment with action
Karen Croley
Charlotte Smith
Silvia Cortez
Joyce Brown-Willis
Kyu Lee
Joyce Brown-Willis
Karen Croley
Kyu Lee
Enrollment requests were created and processed to remove incorrect W and F grades and drop students with correct drop date.
Ticket was closed on March 6.
Amany has created undeclared academic plan codes for Exempt students who do
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Creation of 12 undeclared academic plans . Major code IM079 (intended majorundecided) was continuing to be used when importing CCCApply data for students who do not want to declare a major. IM majors are causing issues with data integrity in PeopleSoft and should no longer be used.
Ticket 2702 – Drop Error Report. Ticket must be closed as it has been determined that the information requested originally will not be needed.
Dominique Benavides
Karen Croley
Charlotte Smith will test these new codes before they are put into production in CCCApply and the survey.
Close ticket.
DO IT
(TIMELINE):
OUTCOME:
CLOSED
CLOSED
CLOSED
CLOSED
CLOSED
CLOSED
COMPLETED
COMPLETED
CLOSED

10 Ticket 1648. Effective Date logic in Survey Customization
Kyu Lee
Frank Chez
Silvia Cortez Ticket has been closed. CLOSED