A&R Audit Findings Work Team Meeting Minutes
DATE: April 15, 2015
TIME:
1:30 P.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Silvia and Karen
2. ATTENDEES: Karen Croley, Charlotte Smith, Kyu Lee, Teresa Chan, Silvia Cortez,
Joyce Brown-Willis, Dom Benavides, Roderick Fajarda
IT Conference Room
LOCATION:
NEXT MEETING: Wednesday, April 22, 2015
ABSENT:
Frank Chez, Amany ElMasry
Guests:
Eric Gravenberg, Tom Wong
3. REVIEW PRIOR MEETING MINUTES:

Approved.
4. ACTION ITEMS/OPEN ISSUES: THE FOLLOWING ACTION ITEMS AND ASSIGNMENTS WERE DISCUSSED ON WEDNESDAY, April 8, 2015
#
SEE IT (ISSUE):
OWN IT (ASSIGN):
SOLVE IT (STRATEGY):
DO IT
(TIMELINE):
OUTCOME:

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
1 classes. Dom stated that in conversation with Amany, it was noted that on the
Dynamic Dated class page, the override button had to be checked off on the
Census date in order for the system to recognize the correct Census date.
Providing proper training for Faculty. Many issues with roster drops are due to
lack of training for faculty. A suggestion was made to have documentation about
Roster submission and deadlines be available for new hires. A link on the PROMT
2 for faculty members to access was also proposed. Many of the documents that exist
within VPN (access.peralta.edu) are outdated. Documentation has not been
updated since PeopleSoft implementation in 2008.
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
4 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.
NSC Report. Dom reported that all reports have been submitted. Next reports will
5 be submitted 3 weeks prior to deadline in order to allow for more time to work on
errors.
Impacted students have been fixed
manually.
 Amany worked with Gopaal to
create a custom process to correctly
calculate the census date for
Gopaal Chandrasekar
dynamically dated classes. Amany
Amany ElMasry
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.
Documents on VPN web portal should
be updated. Teresa will follow up with
Chi to find out how to update the site
Teresa Chan
with updated information. A
Silvia Cortez
recommendation will be made to have
Karen Croley
the Office of Instruction at each college
train faculty on submitting rosters.
Silvia will update the documentation.
 Silvia created ticket #2965 to
provide requirements regarding
customization of the withdrawal
process from Quick Enrollment and
Kyu Lee
to add 501 courses to the term
Silvia Cortez
withdrawal process logic.
 Kyu has coded in TST environment
and will move it to UAT for end-user
testing.
Dominique Benavides 
Teresa Chan

Silvia Cortez
Team is resolving 100 errors for each
college on NSC report.
The ticket with Oracle will remain
open for further reporting questions.
No update
Update on
4/29/2015
PENDING
No update
On-going
Update on
4/22/2015
In Progress
Update on
4/29/2015
In Progress
Ticket 2770/1648. In order to update IM majors, Silvia worked with Frank to
create a pop up window in Quick Enroll (the survey) so that the staff can update
6 the student’s plan. There was further discussion on whether the current date or a
pre-determined date of 1/1, 6/1, or 8/1 should be used. We need input from
financial aid.
7
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 has
submitted the update to Roderick and is waiting for him to validate. No progress
W grade but no attempted units – Dom identified that some student records
8
showed no attempted units for students who were dropped with a W grade.

Frank Chez
Silvia Cortez
Amany ElMasry
Roderick Fajarda

Silvia will continue testing using
her access and clerk access.
More research on which date should
be used as the effective date will
occur. A meeting will be scheduled.
Update on
4/22/2015
In Progress

Roderick to validate.
Update on
4/22/2015
In Progress

Team met with Oracle rep who
provided information regarding
grade configuration.
Dom and Silvia will test.
Silvia and Joyce ran Mass
Enrollment.
Roderick needs to look for any
error in the Enrollment Request
Table. This needs to happen before
test environment are refresh on
Sunday.
Teresa will check with Oracle about
the set-up of non-graded classes.
Update on
4/22/2015
In Progress
Update on
4/22/2015
In Progress
Silvia Cortez
Dom, Charlotte, Teresa


Ticket 2060 – Missing grades. Roderick identified over 60,000 student records
with missing grades due to non-graded classes (501) and late grade rosters. He
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created enrollment requests to insert grades of NG or RD on those records.
We need a business process to assign NG to 501 classes at the end of each term.
Joyce Brown-Willis
Silvia Cortez
Roderick Fajarda
Teresa Chan


Other discussions/ issues:
Dr. Gravenberg opened the meeting by thanking the team for the work that has been done. He asked the team for ideas and suggestions that will move our processes and issue resolution
forward.
It was determined that there is nothing we can do to prevent errors regarding the withdrawal of programs (majors) in NSC/NSLDS reporting because we report as four separate
institutions with different codes.
Teresa explained that ALL end-user testing MUST be done in UAT (User Acceptance Testing). DEV and TST are for developers (IT) only. If you are asked to do testing in an
environment other than UAT, please asked the developer to move the project to UAT… and cc Teresa.
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.
Silvia will open 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’ve been term-activated for Summer/Fall 2015). There are outstanding questions about residency.
# CLOSED IT (ISSUE):
1
2
3
4
5
Ticket 2365. The request was to update all the invalid majors.
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
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.
9
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 2553. Students dropped from census but still with the W grade. Ticket
has been closed
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OWN IT (ASSIGN):
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
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
determined that the information requested originally will not be needed.
Kyu Lee
COMPLETED
COMPLETED
CLOSED