A&R Audit Findings Work Team Meeting Minutes
DATE: April 8, 2015
TIME:
1:30 P.M.
1. FACILITATOR: Karen Croley
NOTE TAKER: Karen Croley
2. ATTENDEES: Karen Croley, Charlotte Smith, Kyu Lee, Teresa Chan, Silvia Cortez,
Joyce Brown-Willis, Amany ElMasry
IT Conference Room
LOCATION:
NEXT MEETING: Wednesday, April 15, 2015
ABSENT:
Frank Chez, Dom Benavides, Roderick Fajarda
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):
 Impacted students have been fixed
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
manually.
via self-service.13 classes were affected; all were dynamically dated online
 Amany worked with Gopaal to
classes. Dom stated that in conversation with Amany, it was noted that on the
create a custom process to correctly
Dynamic Dated class page, the override button had to be checked off on the
calculate the census date for
Gopaal Chandrasekar
Census date in order for the system to recognize the correct Census date. In
dynamically dated classes. Amany
Amany ElMasry
1 addition, Kyu reviewed one student and determined the student was still enrolled
reported that the process is 90%
in a zero unit, ungraded lab. This criterion would not trigger the custom term
complete but on hold while Gopaal
withdrawal process. A conversation on whether the student should be eligible for
works on another project.
term withdrawal occurred and it was noted that management needed to determine
 Ticket will remain open until the
whether students that meet this criteria should be put in term withdrawal.
custom process is put into
Charlotte Smith to discuss with AVC Adela Esquivel-Swinson.
production.
Documents on VPN web portal should
Providing proper training for Faculty. Many issues with roster drops are due to
be updated. Teresa will follow up with
lack of training for faculty. A suggestion was made to have documentation about
Chi to find out how to update the site
Teresa Chan
Roster submission and deadlines be available for new hires. A link on the PROMT
with updated information. A
Silvia Cortez
2 for faculty members to access was also proposed. Many of the documents that exist
recommendation will be made to have
Karen Croley
within VPN (access.peralta.edu) are outdated. Documentation has not been
the Office of Instruction at each college
updated since PeopleSoft implementation in 2008.
train faculty on submitting rosters.
Silvia will update the documentation.
 Charlotte reported that Adela
approved the process for putting a
Ticket 2582 /Term Withdrawal for F14. Based upon the query results, it has been
student in term withdrawal if they
determined that the students that are not going through term withdrawal are either
have dropped all of their courses but
Kyu Lee
because they are still enrolled in an ungraded no unit course or they have been
are still enrolled in a non-unit
Charlotte Smith
4 dropped by A&R using Quick Enroll.
ungraded lab.
A request has been made to customize the withdrawal process from Quick Enroll and
 Charlotte will create a new ticket
to add 501 courses to the withdrawal process logic.
with requirements for the added
logic.
NSC Report. Dom reported that there was about a 75% decrease in CIP code
Dominique Benavides  NSC report was submitted after CIP
errors since the update. The NSC report was run and submitted; now Dom and
code update occurs in prod.
Teresa Chan
Silvia are now working the error report. There were about 100 errors for each
 Team is resolving 100 errors for each
Amany ElMasry
5 college. Some of the issues causing the errors have been identified and there was a
college on NSC report.
Silvia Cortez
discussion about how to address them systematically. Further research and
 The ticket with Oracle will remain
Charlotte Smith
discussion is needed.
open for further reporting questions.
DO IT
(TIMELINE):
OUTCOME:
Update on
4/15/2015
PENDING
On-going
Update on
4/15/2015
Update on
4/15/2015
PENDING
PENDING
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.


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
4/15/2015
In Progress
Amany ElMasry
Roderick Fajarda

Roderick to validate.
Update on
4/15/2015
In Progress

Joyce to send Silvia an email from a
consultant with details on this issue.
Update on
4/15/2015
In Progress

Roderick will create enrollment
requests in HCMDEV to add grades
of NG or RD.
Joyce will work with Silvia on
testing and validation.
Update on
4/15/2015
In Progress
Frank Chez
Silvia Cortez
Charlotte Smith
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.
8
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 on this. Joyce needs to follow up with Silvia.
Joyce Brown-Willis
Silvia Cortez
Ticket 2060 – Missing grades. Ticket 2060 was reopened since it was not
9 completed before the ticket was closed. There are over 50,000 student records
with missing grades due to non-graded classes (501) and late grade rosters.
Joyce Brown-Willis
Silvia Cortez
Roderick Fajarda

Other discussions/ issues:
There was a discussion about the NSC report errors regarding the withdrawal of program (majors). Many colleges are experiencing the same issue. NSLDS requires the reporting of
withdrawals from majors continuously throughout the semester. We do not currently withdraw students from their academic plan when they change majors but this may become a
necessary process. Kyu suggested a business process that would include a deadline for changing majors each semester. More research and discussion with financial aid is needed. A
separate meeting should occur before this meeting next week.
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.
# CLOSED IT (ISSUE):
1
2
3
4
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.
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
5
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.
8
9
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
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