A&R Audit Findings Work Team Meeting Minutes
DATE: July 21, 2015
TIME:
10:00 A.M.
1. FACILITATOR: Joyce Brown-Willis
NOTE TAKER: Joyce Brown-Willis
Dom Benavides, Joyce Brown-Willis, Silvia Cortez,
2. ATTENDEES:
IT Conference Room
LOCATION:
NEXT MEETING: Tuesday, July 28, 2015, 10:00 am
ABSENT:
Charlotte Smith, Frank Chez, , Kyu Lee, Teresa Chan,
Amany ElMasry, Roderick Fajarda, Karen Croley
Guests:
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON TUESDAY, July 7, 2015
#
SEE IT (ISSUE):
NSC Report. It is time to run the NSC report for summer 2015 but we are hoping to get the
attempted units issue fixed prior to submitting.
1 The issue with credential level will be put in the parking lot since it has been
determined that it is being cause by a bug with Oracle. In the meantime Dom will open
a ticket to request a patch and she and Silvia will manually fix the credential errors on
the report.
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
There was a discussion about implementing a deadline policy for changing majors. The survey
effective date will not be addressed until some decisions have been made about students
changing majors. Dom will schedule a meeting with Dave and Adela and report back next
week. Silvia will double check what the survey is doing. Everything needs to be based on
catalog rights.
Ticket 3424/Positive Attendance. Faculty are having difficulty inputting hours for
positive attendance classes.
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):

Dominique
Benavides
Silvia Cortez
Kyu Lee



Frank Chez
Silvia Cortez
Dominique
Benavides


Amany ElMasry
Frank Chez
Neither Amany nor Frank were at the meeting to give an update.






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 to determine a fix.
4
No solution has been found to prevent students from receiving no attempted units
when issue a W grade. Many different scenarios have been tested and tried with no
results. Communication remains open with Oracle. In the meantime, clean-up needs
to be done for M15 before FA runs SAP.
Silvia Cortez
Teresa Chan
Karen Croley
Kyu Lee



Kyu will create enrollment
requests
Silvia and Karen will test in
HMCCFG
NSC is being ran today by Dom
and Silvia
DO IT
(TIMELINE):
Update on
7/28/2015
A pop-up screen will appear in
promt when students have a bad
academic plan and are adding
Update on
classes at the A&R offices.
7/28/2015
Frank moved the project to UAT
for testing.
Silvia will retest.
Frank will trace error message.
Amany will test inputting
positive attendance hours as
faculty.
Faculty needs training
Teresa will check the drop
process and run a trace.
Karen and Silvia will test.
Joyce will find original helpdesk
ticket for this issue that she
opened.
This will be an audit finding for
A&R.
Adela emailed Help Desk to
have a ticket to run the script
to clean up the W grades with
no units.
The clean-up needs to be done
before SAP is ran by FA on
Aug. 6th (Dom will confirm the
date).
OUTCOME:
In Progress
In Progress
Update on
7/28/2015
In Progress
Update on
7/28/2015
In Progress
Other discussions/ issues:
Dominique reported that Dave Nguyen has requested a customization of the NSC report to reduce the number of errors related to enrollment status. He stated that 25% of the students
chosen for the financial aid audit have an incorrect enrollment status. When students drop classes and receive a W grade their enrollment status should change accordingly. There was a
lengthy discussion and it was decided that we would do a root cause analysis before customizing the report. Silvia and Karen will do the initial analysis and work with IT for testing a fix.
The academic load issue was fixed and Dom will run the NSC report for summer 2015. – IN PROGRESS
Ticket #3558 - The last admit term on the academic plans initiates an error message when an out of date plan is used but it is just a warning and needs to be a hard hold. Amany has been
waiting to hear back from Roderick but he was unaware of the issue. Roderick will find the email and get back to Amany.
Dominique will open a ticket with Oracle to identify why the batch process doesn’t build the term in FA when a major is changed after the term has begun.
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 sent an email to the schedulers reminding them of the procedures
for canceled classes. She also sent an email to the VPIs at the campuses to get confirmation on the process for notifying students when classes are canceled. She will report back to this
group when she has more information about FA requirements from Dave Nguyen and feedback from the VPIs. Another concern with a canceled class being the student’s last/only class
and the withdrawal process was discussed. Amany will create a class, enroll a student, cancel the class and determine what happens to enrollment and term withdrawal. She will send
Karen the student IDs for further analysis on the effects to the student’s record. Amany will send Kyu the navigation so he can determine if notifying the student that a class has been
canceled automatically is a possibility. Amany reported that she heard back from three of the colleges and the process for cancelling classes and notifying students is very similar
among the colleges. Most class cancellations happen before the term starts but definitely before census. The Dean’s office staff notifies student before a class is cancelled.
Amany will find out what notification is sent and will test. The message should be changed to include financial aid information.
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. No update this week due to priority FA issue.
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. No update this week.
Transfer Studies plan for financial aid students – Amany will prepare questions that need to be answered before this plan can be set up.
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.
There was a discussion about submitting issues to Oracle support. It was suggested that the programmers and analysts work together to submit Service Requests and that updated
documentation is needed, along with procedures on how to submit tickets. All analysts should have the ability and knowledge to submit Service Requests to Oracle Support.
# 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 not applied
Kyu Lee
2 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 that Ranell had
Charlotte Smith
3 ticket 2365 closed because an alternative solution was proposed. Dom noted that since it had Dominique Benavides
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
Joyce Brown- Willis
Karen Croley
4 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
Kyu Lee
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
5 prior.
Ticket 2553. Students dropped from census but still with the W grade. Ticket has been
6 closed
Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either manually fixed
7 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
Creation of 12 undeclared academic plans. Major code IM079 (intended major-undecided)
was continuing to be used when importing CCCApply data for students who do not want to
Amany ElMasry
8 declare a major. IM majors are causing issues with data integrity in PeopleSoft and should
Dominique Benavides
no longer be used.
Ticket 2702 – Drop Error Report. Ticket must be closed as it has been determined that the
9 information requested originally will not be needed.
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
Karen Croley
Charlotte Smith
Kyu Lee
Frank Chez
Silvia Cortez
SOLVE IT (STRATEGY):
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.
COMPLETED
Amany has created undeclared academic plan
codes for Exempt students who do not want to
declare a major. These plans are not eligible for
COMPLETED
financial aid. A&R will test these new codes
before they are put into production in
CCCApply and the survey.
Close ticket.
CLOSED
Ticket has been closed.
CLOSED
Gopaal Chandrasekar 
Amany ElMasry
Amany worked with Gopaal to create a
custom process to correctly calculate the
census date for dynamically dated classes.
CLOSED
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 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.
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
13 in an ungraded, no unit course or they have been dropped by A&R 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.
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.
14
It has been determined that activating students for prior terms is not an option and this
will continue to be a manual process. Silvia will close the ticket.
Amany ElMasry
Roderick Fajarda
Kyu Lee
Silvia Cortez
Sylvia Cortez
Frank Chez

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 enduser testing.
Silvia tested in Self-Service and testing was
successful.
CLOSED

Sylvia will open a ticket.
CLOSED

