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Approved Change Requests

Backlog-GroomingThe CCC Technology Center employs a standardized process for implementing changes to software applications, such as CCCApply. The CCCApply Steering Committee is responsible for reviewing new change requests to the content, data questions, and residency algorithm submitted by the CCC colleges. In addition, all state, federal and system-wide legislative mandates that necessitate to the residency logic - or other areas of the Application to College, are also reviewed by the Committee to determine the programmatic specifications of each change.

Once a request is "Approved" by the Steering Committee, the Product Manager will work closely with both internal and external stakeholders to develop the technical and functional requirements necessary for the change to get implemented - including the required changes to internal and external documentation. Once the requirements are defined and the business acceptance criteria is documented, the change is reviewed by the project developers to estimate the technical effort and resources required. At that point the change request becomes a "change order" so it can be added to the development queue (also called the Product Backlog) and prioritized for the next Annual Update or supplemental release.

In general, changes are not approved without substantial supporting data to verify overall need and benefit to all colleges. Many requests are declined in favor of minimizing risks to the college download files and business operations.

To submit a change request to the CCCApply Steering Committee, college users must post a request to the CCCApply Product Manager on the CCC College Support Site, including the nature of the change, a problem statement, a proposed solution, and supporting documentation on how the change benefits all colleges using CCCApply. The change request can be posted on the "CCCApply" category page of the support site.

Change Request Approval Process

  • Change requests are submitted to Product Manager to be presented to Steering with a problem statement and a proposed solution;
  • Supporting documentation, technical and functional requirements, and screenshots are required;
  • Steering Committee will review verified requests, identify risks, and discuss impact to residency algorithm and college downloads;
  • Requests are approved, deferred, or declined by Steering;
  • Approved change requests are returned to the Product Manager to prepare a "Change Order/Specification";
  • Change specifications include technical and functional requirements and are estimated by development and returned to Steering for second approval (sign-off on the technical solution proposed);
  • Approved change orders are prioritized and placed in the Product Backlog or expedited and added to a development sprint;
  • Corresponding documentation updates are identified and prepared in draft form;
  • Technical changes are made in the CI (continuous improvement) development environment and tested before Business Review sign-off;
  • Tested and approved code is rolled to the Test environment for internal CCC review;
  • A communication plan is drafted based on the type of change and its priority level. The product manager will post an announcement on the CCC College Support Site, and depending on the nature of the change or release, send out additional email notifications to CCC listservs that are impacted by the change(s),including Admissions, Financial Aid, CTO, CSSO, CISO, and others;
  • Change is released to the Pilot environment and colleges are notified via CCC College Support site post;
  • Change is released to the Production environment during a scheduled Annual Update release, Hot Fix release, or supplemental release;
  • Documentation and release notes are posted on the CCCApply Project Site and/or Public Documentation area which can be accessed easily by colleges.

Annual Change Cycle & Communication Timeline


New CCCApply Communication Policy

Before a change is developed, tested, and released to the Pilot or Production environment, CCCApply will notify colleges and provide documentation for the change specification.

30- / 60- / 90-Day Notice

CCCApply is committed to providing colleges with 30-90 days advanced notice on all production level releases, giving college IT staff as much time as possible to prepare for changes that may affect downloads, residency classifications, or business operations and reports.

90-Day Notice

Changes that affect the residency algorithm or the data download file will be communicated to colleges 60-90 days prior to the production release. Colleges will be notified by email as well as by way of the CCC College Support Site through 2016. (Note: It is the objective of the CCC Tech Center to move all incoming and outgoing technical support and systems information to the CCC Support Site. All CCC college admins and staff are encouraged to register for an account on the Support Site now, which will eventually be the single point of incoming and outgoing communication between the colleges and the CCC Technology Center. Updates to documentation, including Data Dictionaries and User Guides, will be posted on the CCCApply Public Documentation site.


Technical incidents that pose a risk to the application or the user, may require an immediate hotfix release. In these cases, users may not receive much advance warning. Depending on the nature of the issue or incident, the Tech Center endeavors to provide colleges with as much advance warning as possible before the production release. In these cases, CCCApply will post an alert on the CCCTC System Alerts category page on the College Support site. (NOTE: This does not apply to changes that affect residency logic or downloads, which fall under the 90-Day Notice policy.)

30-Day Notice

Legislative mandates that cannot wait for a scheduled annual update (March) or supplemental release (September) may result in a High Priority release. Bugs that impact data quality or impede the application process may be prioritized higher (Major, Critical or Urgent) and released sooner than the standard release schedule (March, for annual update, and September, for supplemental releases).

For more information about the CCCApply Communication Policy, please post a question or seek assistance via the CCC College Support Site (