A&R Audit Findings Work Team Meeting Minutes
DATE: May 19, 2015
TIME:
10:00 A.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Karen
Karen Croley, Charlotte Smith, , Silvia Cortez, Frank Chez, Joyce
2. ATTENDEES:
Brown-Willis, Kyu Lee
IT Conference Room
LOCATION:
NEXT MEETING: Tuesday, May 26, 2015, 10:00 am
ABSENT:
Teresa Chan, Dom Benavides, Roderick Fajarda,
Amany ElMasry
Guests:
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON TUESDAY, May 19, 2015
#
SEE IT (ISSUE):
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):

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
and attendance verification dates on dynamically dated classes. Adding census
Amany ElMasry
1 dates to dynamically dated online classes is included in the new customization.
Amany sent an email to Gopaal to request that the customization be moved to
production. She hasn’t heard back but thinks Gopaal is waiting on Ranell’s
approval.
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.
2 A request has been made to customize the withdrawal process from Quick Enroll and
to add 501 courses to the withdrawal process logic.

Kyu Lee
Silvia Cortez


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 was moved to UAT again for
end-user testing.
Silvia tested in Self-Service and
testing was successful.
DO IT
(TIMELINE):
Update on
5/26/2015
Update on
5/26/2015
OUTCOME:
Pending
Pending
After successful Self-Service testing, Silvia sent an email to Kyu requesting
that the project be moved to production and to close the ticket.

3
Ticket 3185/NSC Report. The reports were submitted last week and Silvia and
Dominique are working on the errors.
Dominique Benavides
Silvia Cortez

Dominique will begin transitioning submission of enrollment reporting to A&R.
4
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


Ticket 3185 was created to find out
why the report submission error
occurred.
Teresa fixed the error and Silvia will
check to see if the ticket has been
closed.
A pop-up screen will appear in
promt when students have a bad
academic plan and are adding
classes at the A&R offices.
Frank moved the project to UAT for
testing.
Frank will send Silvia a query to
identify students for testing.
Update on
5/26/2015
Update on
5/26/2015
In Progress
In Progress

5
6
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.
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 since there have been no issues brought to A&R since
the last meeting.
Amany ElMasry
Roderick Fajarda


Silvia Cortez

Dom, Charlotte, Teresa

New CIP codes were created and
need to be assigned to the new
table.
Project has been moved to PROD.
Charlotte will send Teresa examples
as they come to her attention.
Oracle ticket may need to be
reopened.
Dom and Silvia will test.
Update on
5/26/2015
Pending
Update on
5/19/2015
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 needs to be a discussion about the possibility of faculty assigning the NG on the 501 grade rosters. It has been determined that the issue of 501 classes not being
graded is user error, not a system error.
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. No update.
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. No update.
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. Silvia
will provide the ticket number and an update at the next meeting.
Tom stated that the audit manager, Brendon Harrison, will be requesting SSCR reports for the entire year. Dominique and Silvia will forward the NSC submission logs for the year to
Tom after the last Spring report has been submitted.
There was a discussion about student email. Some questions arose from the discussion: Should students be able to edit or delete their Peralta student email accounts? Is all
communication to students sent to their Peralta student email account or their preferred account, or both?
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):
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.
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
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.
8
Amany has created undeclared academic
Creation of 12 undeclared academic plans. Major code IM079 (intended majorplan codes for Exempt students who do
undecided) was continuing to be used when importing CCCApply data for students
Amany ElMasry
not want to declare a major. These plans
who do not want to declare a major. IM majors are causing issues with data
Dominique Benavides
are not eligible for financial aid. A&R
integrity in PeopleSoft and should no longer be used.
will test these new codes before they are
Ticket was closed on March 6.
COMPLETED
COMPLETED
put into production in CCCApply and
the survey.
9
10
Ticket 2702 – Drop Error Report. Ticket must be closed as it has been
determined that the information requested originally will not be needed.
Ticket 1648. Effective Date logic in Survey Customization
Karen Croley
Charlotte Smith
Kyu Lee
Frank Chez
Silvia Cortez
Close ticket.
CLOSED
Ticket has been closed.
CLOSED