OAAP Enhancement Requests Consolidation (ER 999)

CS Core

OAAP Enhancement Requests

• The Admission & Registration Council (ARC) submitted and/or supported a series of OAAP enhancement requests
• ER 169 – OAAP Improvements from ARC
• ER 178 – OAAP Email to ctcLink
• ER 183 – OAAP Buttons, Supplemental Questions, & Suspense Updates
• ER 184 – OAAP Residency Updates
• ER 212 – OAAP Admin & Student Sections Update (ARC)
• ER 237 – OAAP Citizenship Language Update

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Initial Analysis Completed

• Completed internal review and analysis
• Identified crossover between ERs on page/functionality impacted
• Grouped into work packages by page/functionality
• Met with ARC OAAP sub-group & gathered prioritization
• Met with SBCTC Policy for review
• Met with OAAP vendor Kastech for feasibility and effort estimation

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Implementation Approach

• Work packages will be rolled out in sub-group’s priority order
• Anticipate priority 1 deploy to PRD by 12/31/24
• Subsequent deployments to occur each term not impacted by CS Image & PeopleTools update activities & OAAP critical issues
• Potential quick wins to be deployed sooner (example – button labels, field definitions, etc.)
• College UAT for each work package

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ERs by Page/Section Impacted

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ER 999 Work Package 1

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Priority 1 – Residency & Citizenship

• ERs: 169, 184, and 237
• Revamp residency questionnaire
• Overhaul of questions asked and determination mapping
• Requests collection of Citizenship & Status for determination**
• Requests collection of Visa information for select students for determination**
• Move 3 current residency questions to supplemental*

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*Will be completed in tandem with Supplemental Questions work package

**Pending policy review of requested changes

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Priority 1 – Residency & Citizenship Continued

• SBCTC Policy Division reviewed the request to add residency for Running Start applicants (169 & 184) and determined this cannot move forward with the other residency related requests
• Alternate solution approved by SBCTC Policy & agreed upon by ARC OAAP Sub-Group will add language to the Review & Submit page for Running Start applicants:

“The Running Start program does not pay for courses below college level (100) or additional college level courses above your approved credits indicated on your Enrollment Verification Form (EVF). I understand that if I enroll in either of the above conditions, I will need to disclose residency status by submitting additional information no later than 30 calendar days from the first day of the term so the college can determine the appropriate tuition. If I do not provide the required information, I may be subject to paying non-resident tuition rates.

For questions regarding tuition, I will contact my Running Start program.”

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Priority 1 – Solution Update for UAT

Residency

• The application will ask residency questions one at a time beginning with a residency affidavit question, until the system can determine a residency status. Colleges can refer to the residency workflow in ER 184 for display logic.
• Residency questions will not be asked on the Running Start template, but language will be added to the Review & Submit page for Running Start applicants:

“The Running Start program does not pay for courses below college level (100) or additional college level courses above your approved credits indicated on your Enrollment Verification Form (EVF). I understand that if I enroll in either of the above conditions, I will need to disclose residency status by submitting additional information no later than 30 calendar days from the first day of the term so the college can determine the appropriate tuition. If I do not provide the required information, I may be subject to paying non-resident tuition rates.

For questions regarding tuition, I will contact my Running Start program.”

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Priority 1 – Solution Update for UAT

Personal Information - Citizenship/Visa

• The citizenship and visa changes requested in ER 237 have been descoped from ER 999 Work Package 1.
• As discussed in the Policy Brief from Education Division, citizenship information, which is currently collected in OAAP, will be removed from all admissions applications, including in-progress applications. Similarly, the visa information that was requested in ER 237 has also been descoped.

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Priority 1 – Solution Update for UAT

Supplemental Questions

• As requested in ER 184, three current residency questions will be moved to the Supplemental Questions section of the application.

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ER 999 Work Package 2

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Priority 2 – Supplemental Questions

• ERs: 183 and 184
• Add new supplemental questions*
• Create new SBCTC Student Groups based on response – includes new global mass assign jobs*
• Update logic for current supplemental question related to parent education levels

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*Will be completed in tandem with Residency work package

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ER 999 Work Package 3

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Priority 3 – Personal Information

• ERs: 169, 178, 183, 184, 212, and 237
• Add optional prior name fields
• Prevent special characters in first/last name
• Email
• Update student’s existing email in PeopleSoft with the one submitted in OAAP (matching type)
• Require a preferred email to be flagged in OAAP
• Create custom audit record in PeopleSoft to track email changes

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Priority 3 – Personal Information Continued

• Phone
• Update student’s existing phone in PeopleSoft with the one submitted in OAAP (matching type)
• Require a preferred phone to be flagged in OAAP
• Create custom audit record in PeopleSoft to track phone changes
• Citizenship & Visa*
• Require collection of Citizenship Status
• Require collection of Visa information for select students
• Update Citizenship Status descriptions

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*Will be completed with Residency work package

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ER 999 Work Package 4

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Priority 4 – High School/College Attended

• ERs: 169 and 212
• Relabel and reformat section and page title/headers
• Update school search fields and order
• Relabel ‘Add School/College’ to ‘Can’t find your school in the search?’ and move below school search fields
• Update attendance date entry to MM/YYYY
• Add new Academic Level value ‘Less than Ninth Grade’

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ER 999 Work Package 5

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Priority 5 – OAAP Administration

• ER: 212
• Update Terms Setup to be date based
• Add password management options
• Ability to resend One Time Password
• Ability to reset password
• Add email management options

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ER 999 Work Package 6

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Priority 6 – Start a New Application

• ERs: 169 and 212
• Update fields to be stacked in order of required entry
• Update help text definitions
• Add tooltips to fields
• Relabel ‘Apply’ button to ‘Continue to Application’

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ER 999 Work Package 7

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Priority 7 – General Look & Feel

• ERs: 169, 183, and 212
• Update progress bar logic to be based on required fields only
• Add blank space to top of drop-down menus
• Move the Previous, Next, Save for Later, and Submit buttons to be centered on page
• Add number sequencing to menu and page headers

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Questions?

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