Update: FOR ETMS CONTRACTS ONLY: Migrating the contracts to Cal-E-Force will be the middle of July 2019. ETP will be verifying that Cal-E-Force is working properly and the contract data is available. While we cannot foresee every possible issue, we are working towards a smooth transition for our ETMS contract clients. Until the cut over, ETMS will continue to be available for processing contract transactions. Specific information will be emailed to ETMS users and posted on the web site during the week of July 1, 2019.
Stakeholder Input Report
ETP thanks all of our external stakeholders for their inputs on design and features for the ETP Cal-E-Force system that will start supporting ETMS in June 2019. More than 65 people participated in these initial External Stakeholder Needs Assessments. More than 300 inputs were provided and are summarized in the report below along with FAQs collected from the sessions.
Download the list of Stakeholder Inputs Data Elements (tables) & copy of FAQs by function area for the prototype.
Download the Prototype Presentation.
Download the Uploads and Reports Presentation.
View the Video Tour of the prototype.
What is Cal-E-Force?
Cal-E-Force is the name for the specific ETP application that will be deployed over the next 6 months. Cal-E-Force will provide the functionality for both ETP internal users and external stakeholders. Cal-E-Force is based on the Salesforce platform. This platform was selected because (1) it was the most dynamic cloud platform on which to design and deploy the Cal-E-Force System over time; and (2) it allowed for an initial implementation to migrate ETMS contracts in June 2019.
A platform that could be initially deployed and then modified overtime was a must. At this writing, much of the functionality for Cal-E-Force is not designed or built. This will be the focus between now and December 2019.
Why Migrate ETMS Contracts to Cal-E-Force?
As discussed at the February 2019 ETP Committee and Panel Meetings, ETP has embarked on migrating Employment Training Management System (ETMS) contracts and deploying the Cal-E-Force System.
Why Have an Initial Release in June 2019?
The June 2019 date for migration was set as the contract for ETMS support is expiring on June 30, 2019. There was no path for ETP to continue in this contract and support ETMS contracts. More importantly, a decision was made with the Panel to move to a platform that would meet the long term business needs of ETP, thus the migration efforts.
What is the Time Frame for Cal-E-Force?
It is the intent of ETP to deploy Cal-E-Force over three (3) phases, with full implementation by December 2019. Following that implementation, we will hold bi-yearly updates to the systems that can incorporate ongoing business enhancements and stakeholder needs.
These phases will build on (1) key features of Salesforce; (2) inputs and needs of the Stakeholders that will use Cal-E-Force; and (3) automated support for internal ETP management of Training Contracts. Each phase will include refined ETP business rules that are set by executives and the Panel.
Is Cal-E-Force Changing the ETP Business Model?
ETP business reengineering is not part of this automated project. ETP has a procedure established to review and streamline business processes. This is done through the ETP Committee Meeting process. More information on those meetings and outputs are posted on the ETP Website and part of the Panel Meeting agendas.
What is Needed to Migrate ETMS Contracts?
Within ETMS, there is a population of 307 single employer contracts. Each contract is in various stages of execution. Some employers are in the final stages of execution having completed their training and awaiting ETP Fiscal Close Out processing. Most are still completing their approved training program. For this reason, features for the Cal-E-Force focused on the processes needed to support contract executions, including: enrolling trainees, tracking trainee hours, invoicing, and fiscal processing. It also included maintaining the needed data to complete the monitoring of contracts. Lastly, contract performance data was also needed by employers and their representatives.
Why Focus on Contract Management Features First?
To migrate, ETP must define and deploy internal user and external stakeholder access to these contract records. ETP needed a path for rapid deployment of ETP customized screens and reports tailored to its business. We also needed the infrastructure for current and ongoing processing; ETP will not be acquiring hardware or connections. These are all part of the Salesforce Cal-E-Force solution.
Lastly, Salesforce provides a powerful database structure that can hold ETMS contract data and provide standard customer reports and dashboards. The process of moving in-flight ETMS contract data is paramount to the deployment of Cal-E-Force.
Will the ETMS Contract Data be Available in Cal-E-Force?
ETP has spent five (5) months mapping and testing the migration of ETMS data to Cal-E-Force. The intent is for ETMS contract managers to transition without having to reenter data. As of the date for cut over, ETMS data will be in Cal-E-Force and available.
ETP will also be working ETMS contract holders on gaining a user login. The features for user login and registration will not be fully deployed until Phase 2 of the project.
What date will Users Migrate from ETMS to Cal-E-Force?
The specific data for the cut over has not been set. It will be set by the end of May 2019. Extended communications will be provided on that date and the process. Customized support for ETMS user will be provided by ETP staff.
How will External Stakeholders be Involved in Initial Deployment?
Having external stakeholders involved in each phase of Cal-E-Force deployment is part of the project. This is true for the initial deployment of Cal-E-Force for support ETMS migrating contracts. Numerous communications on the migration have been emailed and posted on the ETP website.
Three (3) initial sessions with ETMS contract holders have been held. These efforts will continue during May 2019 and into June 2019 and include:
- Demonstration sessions of prototypes for contract management features.
- Guided video tour and prototype review sessions.
- Modifications of features as needed based on prototype sessions.
- Availability of Cal-E-Force in a sandbox environment so that users can be comfortable with system features.
- Personalized training and support.
Each ETMS Migrating contract holder and their representatives will have access to the deployment of stakeholder features and functionality.
Does External Stakeholder Involvement End in June 2019?
The commitment with the deployment of Cal-E-Force System is to ensure the initial and ongoing consideration for external stakeholder needs for conducting business with ETP. This builds on business changes that have already been made as part of the ETP Committee process.
What External Stakeholder Inputs were received for the Cal-E-Force to Support ETMS Migration?
Provided in the next table is a summary of the 300 inputs. Many items were repeatedly voiced by the participants and have been reflected in the count of item. For example, a vast majority asked that the system be easy to use. They also asked for a straightforward navigation and a simple landing page.
Participants were in agreement on some of the specifics data elements for trainee enrollment or trainee hours tracking. Some wanted more trainee data and some less. For example, the participants were divided on whether trainee hours tracking should include a Roster Number. The prototype that will be presented has the Roster Number as optional and can used by the External Stakeholders or not.
Where possible, the go forward data requirements mirror those of the ETP legacy system. The prototype reflects this going forward. For example, this means a key issue for ETMS user will be addressed by reducing the amount of information on the trainee hours tracking. For the majority of hours they will only be tracked at the training type and not for a specific course title. It will also make certain data fields optional as it is with the ETP legacy process.