BOG Fee Waiver Project Meeting Minutes

June 3, 2015 9:00-10:00 a.m. 

Participants :  Patty Donohue,  Kevin Harral, Lisa Mandy and Lee McDonald by phone, Chien Shih, Jerrick Woo, Deepa Prasad,  Linda Koyama

1. Patty Donohue from the  State Chancellor's office, went over the project checklist and updated it for our district. 
2. Target to put into production in time for fall registration (July 20th).
3. Most of the high level pieces of the project are done:
   1. OpenCCCApply has been deployed to production
   2. Shibboleth is in place
4. Tasks left to do:
   1. Setting up the download file to capture the information and import into Banner (by end of June).
   2. Some colleges are not even importing the data; they are instead using the Report Center to capture the application info immediately.  Kevin would like it to feed into Banner, instead of replacing one manual process with another.
   3. Determine how often you would like the job to be run to capture any new BOG application data.
   4. Some schools use the Report Center as a backup.
   5. Set up error rules (i.e. wrong id) and e-mail rules that will trigger certain e-mail messages (by end of June).
   6. Create messages (by end of June).
   7. Testing reserved for the first week in July.
   8. Once testing is completed, move rules and messages to production.  Put jobs into production and modify download jobs to update PROD.
   9. Notify the web teams at both colleges that they will need to add links to the web pages for the BOG application.
5. Patty added Kevin for Foothill, Lisa for De Anza and Jerrick for the district  as authorized add users in the QA (test) Administrator and Production Administrator, and the QA Report Center and the Production Report Center.  Basic users can change rules but cannot add users. 
6. Patty updated the BOG year in the district table in production (summer to spring).
7. Patty showed us the urls to submit BOG Fee Waiver application to test the system.
   1. De Anza
   2. Foothill
8. We never used the XAP BOG so we don't need to worry about the XAP BOG migration.
9. We need to give Patty at least one week notice prior to going live.
10. Lee will be moving and needs to be out of his home by June 27th.
11. Linda will work with Kevin, Lisa and Pat to set up a meeting to work on rules and messages.
12. We need to find out the QA and Production urls that OpenCCCApply used.
13. Lee may capture two MIS codes for one download file.  Kevin had a concern that the financial aid system attaches the BOG to the terms  and since the colleges have different term codes, we may need to have two downloads.
14. Patty suggested for Kevin and Lisa to watch the rules presentation