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Bryon Vaughn

Bryon Vaughn

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Current Release Version: 2021.21.0

Release Date: 28 Oct

Application Location: Google Drive / AIS / ApplicationsQA Cycles

Security Roles: Slate OCI Operations (for Query Export)

Notes

  • The

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  • Summer Dual Sessions (1-week & 3-week)
    Students are required to have two applications in this scenario. The sheet combines the two rows into a single comprehensive row that can be processed through the same business logic for validation.
    Overriding Ineligible Courses:
    In cases where a course is flagged as ineligible, the status can be overridden by adding the course to the Course Interest #5-7 slots, which are always eligible.
    Multiple Registrations for Single Session (Summer only)
    In cases where there are multiple courses to be taken to satisfy a single term course requirement, such as an additional lab or recitation course, the export value in Slate should include all required course numbers separated by a comma (e.g., the Biology + lab pair, the export value equals ‘BIOL0101,BIOL0102’)development of this tool was handled internally by the OCI team, but staffing changes has made maintenance problematic. As long as there are resources to handle this work, this project will be moved to the AIS team.

Requested Features

Current Cycle

Release 2022.1.0 [

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April 2022 - Summer

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QA Cycle]

Features to Complete

  • Tracker Google sheet
    • Create a new version of the sheet for the Summer 2022 term
      • Clear out old data and move to the shared application folder
  • Unified Query
    • Create a version of the query with the same structure, but new parameters to pull for the Spring 2022 term and AYI specific programs
  • Slate Data Configuration
    • Ensure that all of the courses have the correct course code associated in the export values for the prompts

Features to Consider

  • Tracker Google sheet
    • Use the course review tool methodology tied to the course counts in the tracker
    • Student needs a STUD
    • Student needs a REG-GRP
    • REG-GRP needs to be removed
    • When user selects a Slate Ref ID cell, show the details that are relevant for further action
      • Show the Actions column steps from the dataset
      • Show the courses and eligibility from the application
      • Show the courses registered in SIS
      • Show the sessions from the application and the sessions registered
    • Basically, make the raw data more presentable in an action steps card
    • Add a tab to calculate the tuition for the current set of registered students based on the rate defined for the term
    • Add text info to the Actions column to guide next steps
    • Sidebar UI for Validation functions
  • Unified Query
    • Last Registration Date
      • Create new field in Slate and include in the sync process
    • Add the back-end guid to allow quick links to the Slate records
      • Will require code to create hyperlink in the sheet data; can run during validation procedure
    • Include any registration HOLDS on the student’s account
      • Requires update to the SIS sync process
    • Additional fields for Unified query

Features Ready for Release

  • Not started

Previous Cycles

Release 2021.3.0 [October 2021 - Spring Release]

  • Tracker Google sheet
    • Create a new version of the sheet for the Spring 2022 term
      • Clear out old data and move to the shared application folder
    • Add a tab to show cases where students have not started the registration process  
  • Unified Query
    • Create a version of the query with the same structure, but new parameters to pull for the Spring 2022 term and AYI specific programs
  • Slate Data Configuration
    • Ensure that all of the courses have the correct course code associated in the export values for the prompts

Release 2021.2.0 [August 2021 - Fall Release]

  • Tracker Google sheet
    • Create a new version of the sheet for the Fall 2021 term
      • Clear out old data and move to the shared application folder
    • Remove all functionality and visual indicators around the registration webinars
      • No longer required or monitored
    • Add a cell to the Control Panel that will serve as the indicator for which logic to use when processing the sheet data
      • AYI and SUMMER will be the two options
      • Update all validation procedures to include this new variable to determine which checks to process
  • Unified Query
    • Add a column showing the number of courses that are registered in SIS 
    • Create a version of the query with the same structure, but new parameters to pull for the Fall 2021 term and AYI specific programs
    • Change the logic for the Session column to include a universal placeholder that can fit into the validation check (e.g., {“id”:”0”,”name”:”Any Session”})
    • Additional fields for Unified query
      • Add a new column to show the total number of courses registered
    • Remove registration webinar fields
  • Slate Data Configuration
    • Ensure that all of the courses have the correct course code associated in the export values for the prompts

Release 2021.1.1 [June 2021]

  • Tracker Google sheet
    • BUG: Cases where a person has enrolled in multiple approved courses in the same subterm are being incorrectly flagged as valid registrations

Release 2021.1.0 [March 2021 - Summer Release]

  • Tracker Google sheet
    • Clearing the Slate data sheet before the upload eliminates the frequent error in the upload, make this the first step in the upload function
    • The Slate named range needs to automatically grow to the size of the new dataset
    • Cases where there are two applications, one for the 1-week and the other for the 3-week, are not being calculated properly
      • Pre-sort the Slate query by Ref ID to make processing faster
      • During the validation procedure, analyze the full sheet for these cases and combine the multiple rows into single comprehensive row before proceeding with the check
      • E.g., 776046274 Karina Kadia and C004523125 Justin Riggi

Release 2021.0.9 [March 2021]

  • Tracker Google sheet
    • There are the same number of courses as sessions (for dual)
    • Only one course per session
      • Workaround for labs, recitations, etc. (two courses in the same term that should be counted as one)
    • Each session has a registered course
    • All courses are in allowed sessions
    • Reason why a registration failed validation
      • Invalid course/session registered
      • Not registered in all sessions 
    • WORKAROUND: Add some text to the first row beneath the header, then copy the row into the sheet. Remove the dummy row and proceed.
    • Add a registration validation check to compare the session code and the session that the student signed up for
    • Add text info to the Actions column to guide next steps
    • BUG: When there is no data in the Manual Registration or Call Tracker sheets, the first row to be copied inherits the header row formatting and loses the conditional formatting
    • For the registered course counter, factor in the subterm to avoid double counting those courses that have two registered components, but are technically a single course for revenue purposes

Release 2021.0.8 [February 2021]

  • Tracker Google sheet
    • Add the following indicators to the query and then add counters to the dashboard
      • New student, re-enroll student, deferred student
    • Registered course count
      • This will be updated on the dashboard when the course registrations are validated
    • Add dates for last data upload and course validation into the Statistics section; pull from Control Panel
    • Only allow a single file to be selected and uploaded
    • Dashboard
    • Sidebar UI for Data functions
  • Unified Query
    • Confirmed access should be for Laura Fields and Alan Barnhart
    • Include in the SIS Registered Courses field in Slate
    • Session Code Key (K = Session 1, L = Session 2, M = Session 3)
    • Give run access to Admissions Admins for the HSP Unified query so they can retrieve the daily export file
    • SIS session registered; subterm code determines session
    • Add Attended Date to the exports
    • Student application type (e.g., deferral, re-enroll, new)
  • SIS Sync Query:
    • This will ensure that the sync will catch new registrations even when the application record has not been modified
    • Set the SIS_Record_Date to the latest available date between the APPL and TSTA Last_Mod_Date
  • Committed, Attended
    • Add conditional formatting to show if rows exist on either of the manual sheets

Release 2021.0.7 [February 2021]

  • Unified Query
    • Add Student Phone
    • Add Parent Phone
    • Add Session/Term of Entry (Session1, Session 2, Session 3)
    • Review all data columns from the Slate query for necessity; remove any that are unneeded for the workflow
  • Tracker Google sheet
    • Stores instructions, variables and data that are needed sheet-wide
      • Add code to update the cell whenever a new file is uploaded
      • Slate data refresh date and time
    • Move "SIS Registration Group" and "STUD Exists" fields to column G & H; Freeze columns A-H
    • Move "SIS Registration Group" and "STUD Exists" fields to column G & H; Freeze columns A-H
    • Control Panel
    • Registration Completed
    • Committed, Attended
    • BUG: Retain leading zeros in all of the Slate Ref ID cells

Release 2021.0.6 [February 2021]

  • Tracker Google sheet
    • File chooser and CSV upload interface
    • Registration Check
      • Match the tab color on the underlying sheet
      • Match the tab color on the underlying sheet
      • Any rows that are added to the Registration Calls sheet should be colored light red; use the first column as a match indicator
      • Any rows that are added to the Manual Registration sheet should be colored light yellow; use the first column as a match indicator
    • Select the entire row to copy then push a button to copy
      • Appends the data to a new row on the corresponding sheet
    • Any rows that are in the Registration Completed sheet should be set to gray to indicate they no longer require action
    • Add the date to the first cell for each row when it is added to the sheet
    • Include a series of columns for manual tracking detail at the front of each row
    • Any rows that are in the Registration Completed sheet should be set to gray to indicate they no longer require action
    • Add the date to the first cell for each row when it is added to the sheet
    • Include a series of columns for manual tracking detail at the front of each row
    • Sidebar UI for Data functions
    • Conditional formatting to make elements more readable on sheets where action is expected
    • Sidebar UI to add a row(s) from the Registration Check sheet to any of the manual monitoring sheets (e.g., Registration Calls, etc.)
    • Registration Calls tracking sheet
    • Manual Registration tracking sheet

Release 2021.0.5 [January 2021]

  • Tracker Google sheet
    • Committed Students
    • Missing STUDs
    • Session Attendees
    • Complete Registrations
    • Registrations to Review
    • Validate the course columns and update the ‘Valid Registration’ column with ‘TRUE/FALSE’ to designate if the registration needs to be reviewed by an admin
    • Views to include
      • Filter on [STUD Exists in SIS]
      • [Deposit in SIS]<>N
      • [Attended…]=1
      • [Enrollment in SIS Value]=Y
      • [Attended…]=1
      • [Enrollment in SIS Value]<>Y
      • Committed, Missing STUD
      • Committed, Attended
      • Not Committed, Attended
    • Dashboard counters for basic metrics
    • UI for Data functions
    • Create a data view page that uses QUERY to display rows from the unified data extract that requires admissions review and action
  • SIS → Slate sync process updates
    • If present, sync the code back to an application-scoped field in Slate
    • Add a check to the STUD check process to look for a REG-GRP indicator (STUD_STUDENT.Registration_Group_Code)
    • Add a check for any registered courses for the APPL entering term and store them in an application-scoped field in Slate (comma delimited list of course identifiers)
  • Unified query in Slate to pull all data that is required to track the status of any incoming admitted immersion program student
    • Target enrollment term (Summer 2021, etc.)
    • Target program name (AYI, Summer Immersion, etc.)
    • Decision (First) = Admit
  • All students in the:
  • For course interest fields, include the export value in addition to the course name for easy comparison to the SIS side of the data
    • SIS Enrollment Reply value (Y/N) to assess commits
  • Possible bugs
    • Sort Sheets automation does not work
    • Automation for Check Links takes a long time
    • Automation Check Links automation triggers Check Publish for some reason, so now Check Publish says "pass" even though I haven't started that automation at this point.
    • Automation for Check Publish goes TOO quickly, making me think that something was done in the previous step
    • QA Fixes Completed? Yes / No automatically switches to “Yes”, even though the cycle hasn’t started.

Features to Consider

  • Make QA Fixes Completed? Yes / No automatic if “Complete” or “deferred to faculty” selected.
  • Remove the AEC test cases (we no longer have control over the management and archiving process).
  • Remove automation that has no purpose (ones added in by different developer)
  • Remove need to add “fixer” since this is always the designer, or make that section optional
  • Change reminder time and/or prevent weekend reminders
  • Pull courses only from the SPS subfolder (not all over A&S)
  • Linking/adding a “Courses to be QA’d” tab to keep everything in one spot
  • Change column title form “ALL QA Users” to "Active" or "QA users to receive emails".
  • Additional test cases
    • Possibly add in test cases to account for media team gaps
  • Improved security
    • API keys and access to advanced functionality

Features Ready for Release

  • Not started

Previous Cycles

Release 2021.1.0 [December 2021 - Spring QA Cycle]

  • Tracker Google sheet
    • Modified Canvas API page management code to handle new format


Previous development cycle documentation can be found here:

Lref gdrive file
urlhttps://docs.google.com/document/d/1ncfuiUnNsa13ybRdXkSkM9UVoa3CKJJa9ZGtFV4aNQM