A&R Audit Findings Work Team Meeting Minutes
DATE: June 9, 2015
TIME:
10:00 A.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Karen
Silvia Cortez, Kyu Lee, Teresa Chan, Dom Benavides, Roderick
2. ATTENDEES:
Fajarda, Karen Croley, Charlotte Smith, Frank Chez
IT Conference Room
LOCATION:
NEXT MEETING: Tuesday, June 16, 2015, 10:00 am
ABSENT:
Amany ElMasry, Joyce Brown-Willis
Guests:
Tom Wong
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON TUESDAY, June 9, 2015
SEE IT (ISSUE):
#
Ticket 3185/NSC Report. All errors have been addressed and the final spring
2015 reports have been submitted for all four colleges.
1 Student who have withdrawn from the term are still showing up with an
enrolled status. Teresa is running three tests with Oracle and will work with
Silvia to resolve the issue.
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.
2
3
4
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.
Silvia still testing.
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.
Currently, correct history is needed to get account activated for the prior term.
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):

Dominique Benavides
Silvia Cortez



Frank Chez
Silvia Cortez
Dominique
Sylvia Cortez
Frank Chez
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.
DO IT
(TIMELINE):
Update on
6/16/2015
OUTCOME:
In Progress
Update on
6/16/2015
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.
Silvia will retest.

Sylvia will open a ticket.
Update on
6/16/2015
In Progress
Kyu will look at drops from the
attendance roster.
Dom and Silvia will test.
Update on
6/16/2015
In Progress

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 and still needs testing. No cause or group of students has been identified
Silvia Cortez
to determine a fix.
Dom, Charlotte, Teresa

No update this week.
Other discussions/ issues:
There was a discussion about the need for communication when classes are canceled. If a student is enrolled in a class that gets canceled and financial aid is not notified, the student will
be overpaid. It was noted that each college handles canceled classes differently and it was agreed by this group that there should be a cut-off date for canceling classes. A
recommendation would come from this group and then go through the process to reach the VP/Deans meeting.
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. All NOG classes have only NG for the grade value option. Silvia will open a ticket to have the NG grade default to all NOG classes. Roderick
sent Silvia a list of 30 students who did not get the NG value when he ran the enrollment requests. Silvia will test.
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. Dr. Gravenberg sent an email to all managers with staff on this team requesting that they allow four hours a week for work team follow up and testing.
Dominique will talk to 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 now has access to all colleges and the list of users. She will
clean up the list and give it to Dave and Adela.
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 follow up with Roderick about discontinuation criteria.
Parking Lot
There is a ticket open regarding tax ID numbers. We are waiting for the OpenCCC fix.
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.
# CLOSED IT (ISSUE):
1 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 were
Kyu Lee
2 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
3 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 process Joyce Brown- Willis
Karen Croley
4 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
Kyu Lee
fees to be applied to student records.
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
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
5 available 7 days prior.
Ticket 2553. Students dropped from census but still with the W grade. Ticket
6 has been closed
Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either
7 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
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
8 who do not want to declare a major. IM majors are causing issues with data integrity Dominique Benavides are not eligible for financial aid. A&R
will test these new codes before they are
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 determined
Close ticket.
Charlotte Smith
9 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
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 and
Gopaal Chandrasekar
attendance verification dates on dynamically dated classes. Adding census dates to
Amany ElMasry
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

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
13 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.
Kyu Lee
Silvia Cortez


COMPLETED
COMPLETED
CLOSED
CLOSED
CLOSED
New CIP codes were created and
need to be assigned to the new
table.
Project has been moved to PROD.
CLOSED
Coding was moved to UAT again for
end-user testing.
Silvia tested in Self-Service and
testing was successful.
CLOSED