A&R Audit Findings Work Team Meeting Minutes
DATE: August 25, 2015
TIME:
10:00 A.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Karen Croley
Dominique Benavides, Charlotte Smith, , Silvia Cortez, Amany
2. ATTENDEES:
ElMasry, Karen Croley, Frank Chez, Kyu Lee
IT Conference Room
LOCATION:
NEXT MEETING: Tuesday, Sept. 1, 2015, 10:00 am
ABSENT:
Roderick Fajarda, Teresa Chan, Joyce Brown-Willis
Guests:
Tom Wong
3. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON TUESDAY, July 28, 2015
SEE IT (ISSUE):
#
NSC Report. First NSC report for the summer 2015 term was submitted yesterday. When
the error report is received we will be able to determine whether or not the academic load
fix was successful.
1 Last summer reports for all colleges have been submitted but no response yet. NSC
only received the Laney report and Silvia is following up about the other 3 reports.
She submitted the other 3 again and will follow up with NSC helpdesk. Silvia is
working on NSC access around the district. Someone is changing calendar. Adela
needs to check the access list Silvia sent.
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
Dom, Dave, Adela, Silvia, Karen and Charlotte met about the plan change effective date
and a possible deadline for students to change their majors. It was decided that the
effective date for academic plans changed via the survey, pop up window or by form
submitted to A&R staff will be the current date.
Silvia met with Frank about this and he stated that CCCApply backdates the application
to the day prior to the term begin date. Tom asked that these new requirements and
changes to procedure be made formal and put in a binder for reference. Correct history
shouldn’t be required anymore with the new requirements. Frank will put the fix in a
test environment by tomorrow. Silvia will test and have update by next meeting. He will
put it in the bundle environment.
OWN IT (ASSIGN):
Dominique
Benavides
Silvia Cortez
SOLVE IT (STRATEGY):



Frank Chez
Silvia Cortez
Dominique
Benavides
Charlotte Smith
Karen Croley


Final NSC report was submitted
for Summer 2015.
Research needed on grad report
data
DO IT
(TIMELINE):
Update on
9/1/2015
OUTCOME:
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.
Update on
Silvia sent Frank new
9/7/2015
requirements.
Charlotte sent draft instructions
for A&R staff to Adela for
review.
In Progress
Project was moved to production.
Faculty needs training
Update on
SARS project relating to positive
9/1/2015
attendance is in process between
IT and Merritt College.
In Progress
Positive Attendance
Need instructions for faculty. Amany and Silvia will work to get clarity on positive
attendance instructions. Frank said A&R has permission to import file from SARS.
3
There was a discussion on importing SARS files to PeopleSoft. A&R would upload
the file after faculty approves or faculty would send the file to A&R. Silvia and
Amany should be in discussions related to positive attendance. It was noted that
Merritt should pilot the new process. Ranell and Teresa are leading the project with
Patricia Rom.
Amany ElMasry
Silvia Cortez
Frank Chez



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.
Cleanup complete for all three terms. Term withdrawal issue is fixed. Attempted units are
appearing on the transcripts but are not being calculated. Silvia needs to look into that but
SAP has been run successfully by FA. Until we find out the cause, the fix will continue
each semester for cleanup. Silvia and Karen will talk to the A&R consultant about this
issue for more input. Kyu will build a query to find students each night who were dropped
with no attempted units. Silvia will open a ticket to build query and one for transcript.
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. The error needs to be a hard hold so old
plans cannot be attached to a student’s record. Roderick completed the programming
and is waiting for Charlotte to test. The changes will go into production as soon as he
5 gets the OK.
Charlotte will test and let IT know the results by Tues., Aug. 11. One record did not
have a hard hold but others did. Silvia will review.

Silvia Cortez
Teresa Chan
Karen Croley
Kyu Lee

Karen and Silvia will build
scenarios and conditions for all
W grades.
Update on
This will be an audit finding for 8/25/2015
A&R.
In Progress


Roderick Fajarda
Amany ElMasry
Charlotte Smith 
Charlotte will test to see if the
changes are working for different
scenarios.
Charlotte will advise Roderick
when testing is complete.
Update on
8/25/2015
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. 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. Silvia will test 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. Need note about no degree awarded for
transfer studies major. Misleading to students. Silvia will follow up. CCCApply, survey and pop-up window.
It was determined that all drops with the action reason of IDRP have been automatically refunding students. Students who drop in Passport before census and No Show drops by
instructors on the census rosters are the only drops that should initiate a refund. Joyce and Silvia are working to get the adjustment calendar corrected. The adjustment calendar fix for
F15 and S16 has been tested. Fix was successful and Joyce is waiting for David Yang to send her language for notification to students about fees for past semesters that will
now be due. No update today
High School concurrently enrolled students who enroll in more than 11 units should be charged for tuition. It has been determined that the SPX program was set to initiate fees at 12 units
instead of 11.5 units. Student financials and A&R will work to correct this error. Joyce is waiting for language from David Yang.
Backdating No shows to date of enrollment is causing FA issues. Students are being paid before classes begin and then up being overpaid if students drop. Bullet point for
impacts of issues causing overpayments. Dom will put it in writing.
The positive attendance discussion brought out the need for management to include the functional analysts in conversations before implementing to processes and/or
procedures. Tom Wong will communicate this issue to the management team.
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.
The issue with credential level is being caused by a bug with Oracle. In the meantime Dom will open a ticket to request a pat ch and she and Silvia will manually fix the credential errors on
the report.
# 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.
Joyce Brown-Willis
Karen Croley
Silvia Cortez
Amany ElMasry
Karen Croley
Charlotte Smith
Ticket 2553. Students dropped from census but still with the W grade. Ticket has been
Silvia Cortez
6 closed
Joyce Brown-Willis
Kyu Lee
Joyce Brown-Willis
Ticket 2511. Issue is related to 2553. Action date for Spring 14 can either manually fixed
Karen Croley
7 or depending on the count of instances of enrollment with action date of 2/5/2015.
Kyu Lee
Creation of 12 undeclared academic plans. Major code IM079 (intended major-undecided)
Amany ElMasry
8 was continuing to be used when importing CCCApply data for students who do not want to
Dominique Benavides
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
COMPLETED
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
9 information requested originally will not be needed.
10
11
Ticket 1648. Effective Date logic in Survey Customization
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 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.
Ticket 3424/Positive Attendance. Faculty are having difficulty inputting hours for positive
attendance classes.
15
Amany tested the fix and it is working but she determined that the process for
entering positive attendance hours is clumsy for faculty. The ticket will be closed but
instructions for faculty need to be developed. Frank will close ticket.
declare a major. These plans are not eligible for
financial aid. A&R will test these new codes
before they are put into production in
CCCApply and the survey.
Karen Croley
Charlotte Smith
Kyu Lee
Frank Chez
Silvia Cortez
Close ticket.
CLOSED
Ticket has been closed.
CLOSED

Amany worked with Gopaal to create a
custom process to correctly calculate the
census date for dynamically dated classes.
Gopaal Chandrasekar
Amany reported that the process is 90%
Amany ElMasry
complete but on hold while Gopaal works
on another project.
Ticket will remain open until the custom process
is put into production.

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 enduser testing.
Silvia tested in Self-Service and testing was
successful.
CLOSED
Sylvia Cortez
Frank Chez

Sylvia will open a ticket.
CLOSED
Amany ElMasry
Silvia Cortez
Frank Chez


Project was moved to production.
Faculty needs training
CLOSED
Amany ElMasry
Roderick Fajarda
Kyu Lee
Silvia Cortez

