A&R Audit Findings Work Team Meeting Minutes
DATE: May 26, 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, Teresa Chan, Dom Benavides, Roderick
Fajarda, Amany ElMasry
IT Conference Room
LOCATION:
NEXT MEETING: Tuesday, June 2, 2015, 10:00 am
ABSENT:
Guests:
Tom Wong
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON TUESDAY, May 26, 2015
SEE IT (ISSUE):
#
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
1 using Quick Enroll.
A request has been made to customize the withdrawal process from Quick Enroll and
to add 501 courses to the withdrawal process logic.
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):


Coding was moved to UAT again for
end-user testing.
Silvia tested in Self-Service and
testing was successful.

Ticket 3185/NSC Report. Silvia and Dominique are working on the errors from
the latest report submission. The report still shows enrolled status on some students Dominique Benavides
Silvia Cortez
2 who have dropped from the term and some plans are not showing on the report.


Dominique will begin transitioning submission of enrollment reporting to A&R.
Teresa fixed the error and Silvia will
check to see if the ticket has been
closed.
Teresa will close the ticket.
Charlotte will send the list of issues
to Teresa.
Kyu Lee
Silvia Cortez
DO IT
(TIMELINE):
OUTCOME:
Update on
6/2//2015
Pending
No update, Kyu will close the ticket.
3
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.
OpenCCC applications for prior term. When students submit an application for
a term prior to their current active term, the application goes to the suspend file.
5 Currently, correct history is needed to get account activated for the prior term.
6
There are outstanding questions about residency for the prior term.
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.

Frank Chez
Silvia Cortez
Dominique
In Progress
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 emailed test IDs to Sylvia
for testing.
Update on
6/2/2015
In Progress

Sylvia will open a ticket.
Update on
6/2/2015
In Progress

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
6/2/2015
In Progress


Sylvia
Update on
6/2/2015
Silvia Cortez

Dom, Charlotte, Teresa

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. The Oracle ticket has been closed. Sylvia will test one more time by logging into the faculty center to determine how to assign the NG
grade to Non-Credit/Non Graded classes.
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. Tom sent the memo but hasn’t heard from Dr. Gravenberg yet. He will follow up this week.
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. Dominique sent an email to the Clearing House
but there has been no response. Dominique will follow up with Adela and Ranell will check into access. All permissions need to updated.
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. Dominique gave the submissions reports to Tom.
Peralta Student Email: All communication to students from financial aid must be sent to their Peralta student email account. Students should not be allowed to delete their Peralta email
account. Sylvia will submit a ticket with screenshots. IT needs to update the student email instructions on the website.
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.
There is a ticket open regarding tax ID numbers. We are waiting for the OpenCCC fix.
# 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, i t 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
11
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
dates to dynamically dated online classes is included in the new customization.
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.
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.

12
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.
Project has been moved to PROD.
CLOSED
CLOSED