Cal-E-Force General Information
ETP continues to implement new technology infrastructures to support remote working, program efficiencies and cloud access for both staff and external stakeholders. A key component is the roll out of the full Cal-E-Force System based on the Salesforce platform; the cornerstone to support ETP application and contract management processes.
ETP has completed the migration efforts for active legacy single contracts to Cal-E-Force. From validation of the migration process in November 2020 to the final migration cycle in early February 2021, ETP has been able to successfully close down the use of legacy systems to support single employer contracts. These contracts have now been using Cal-E-Force for months with great success. In all, over 900 single employer contract are managed in Cal-E-Force.
The final two migrations are for active Multiple Employer Contracts (MEC). For over 3 months, specific testing and data mapping has been completed. ETP staff is in the final stages of planning the migration efforts. By the end of May 2021, a Beta migration will be completed with a select number of contracts. Following this migration, the remaining MECs contracts will be migrated. It is anticipated to occur at the beginning of June 2021 or late May 2021, based on the results of the Beta migration. These migrations will allow for all legacy contract management systems to be sunset. Over the summer months, 10 years of legacy data will shift to Cal-E-Force to support future analytics and planning efforts.
Summarized below are a few key items:
- Participating Employer (PE) Certification Functionality:
PE Certification functionality is now being incorporated into the full MEC contract management features and will be deployed in May 2021. MEC contract management training and demonstration sessions and documents will be updated on the web site. Training sessions for MECs that are being migrated will be conducted in May and June 2021. Specific features for PE Certifications can be found here:
Presentation for the PE Certification Demonstration and Input Sessions
Summary Report for the PE Certification Demonstration and Input Sessions
- Specific questions have been asked about the upload processes that support Cal-E-Force.
A document detailing the process is provided here. After system deployment in 2021. Additional efforts can be apply to looking at the upload process in terms of timing.
- Refresher sessions on using Cal-E-Force to manage an executed contracted have been ongoing since late 2020. These session will continue and target ETP active contract holders that are being migrated. Assigned regional office staff and ETP have will continue to reach out to those contract holders being impacted by migration efforts.
- Beta MEC Contract Management Working Sessions:
Work with the Beta MEC contract holders and general MEC needs assessment were completed in later 2021. These inputs determined the modifications to Cal-E-Force prior to migration of MEC contracts. This presentation from the MEC Contract Management Needs Assessment is provided here and details areas where modifications will be made.
- Needs Assessment: MEC Contract Management:
Contract Management needs assessment for Multiple Employer Contractors completed the 1st week of February 2021:
Presentation for Stakeholder Needs Assessment Contract Management for MECs
For current Cal-E-Force users, training materials, user guides, and FAQs are below.
For any questions please contact the Cal-E-Force help desk:
Open: Monday – Friday 9:00am – 12:00pm & 1:00pm – 4:00pm
A refresher on Cal-E-Force:
- Cal-E-Force has been developed on the Salesforce Government Cloud and will support all ETP contracts and eventually grants that are awarded. It will replace the legacy system by end of June 2021.
- Cal-E-Force will provide ETP customers and staff the ability to use web-based cloud technologies to dynamically submit, process and administer ETP training proposals and contracts throughout the contracting process.
- The system is being deployed in stages with the current focus on active and new contracts. These will be loaded into Cal-E-Force and will not require the application management process to be completed.
- The building and deployment of Cal-E-Force is a significant undertaking for ETP staff, facilitating ETP’s ongoing effort to automate, streamline, and simplify the program.
One of the great aspects of the Salesforce cloud system, upon which Cal-E-Force is built, is the flexibility that allows ETP to make adjustments easily as the business processes evolve and change to meet current California market conditions.
Cal-E-Force User Guides
Cal-E-Force Video Guides
System enhancements planned for Cal-E-Force are scheduled based on critical need and management priorities. To meet the changing work place environment in California, ETP has been realigning its priorities to meet employer needs within the State.
Covid Priority Contracts: With the need to support businesses following the Covid outbreak a few changes have been made to give priority to these types of training contracts.
Support to Submit and Manage Grants: New screens, data fields and features have been added to allow for the submittal of grant-based applications. Currently being developed and will be in a future release are the contract management components.
Screen Layout changes: Additional adjustments to system screens have been made for ETP staff to better navigate at the contract summary level, and reporting changes in support of the monitoring processes. The Monitoring Report is also under final development
Overpayments & Repayments Functionality: Features to process overpayments and repayments have been included in the system. While external stakeholders will not use these functions, it will allow for staff to support these functions during contract management.
Change in the Location Field name and alert support: Cal-E-Force was updated to display the Workplace location. The “Add Participating Location” was changed to “Add Workplace” on the button bar. This also includes the feature to all allow ETP staff to verify the City/County of the workplace location added to the city/county on the proposal. If the Workplace address City or County is NEW (not on original Proposal) then a Revision must be done. The RO staff will start the Revision conversation with the Contractor. Future consideration will be given to auto checking and trigger the Contractor to do a revision if not on Approved Proposal
Participating Employer (PE) Certification Functionality: The ability for MEC contract holders to submit PE certifications and then manage them was added to Cal-E-Force at the end of 2020. This functionality has been tested by a Beta MEC group, with the assessment to be completed in February 2021. Once MEC contracts are migrated all the features for stakeholders to submit PE certifications and then for staff to process them will be fully used.
What is the ETP Online Project and Cal-E-Force? (FAQ-2020.1)
The Cal-E-Force System is being deployed by the ETP Online Project. The project started in January 2019. The system is being developed on the Salesforce Government Cloud. The Cal-E-Force System will provide to the ETP business users, both internal and external, access to web-based cloud technologies to dynamically submit, process and administer ETP training proposals and contracts. As ETP’s primary business goal is to fund employee vocational training, Cal-E-Force will support the following business processes:
- Assist applicants in status and eligibility of ETP’s program.
- Allow for the development, review and editing of applications.
- Process applications and proposal packages for the Panel’s review and approval.
- Generate, sign and execute a contract with qualified employers or multiple employer organizations.
- Process invoices and track the financial transactions of each executed contract.
- Allow a process to modify ETP contracts.
- Provide an audit and appeal process for sound program management.
The system will allow ETP staff to manage business rules and workflow settings for basic application and contract documents. It will provide screen(s) and upload features for applicants and their representatives to submit applications and billing materials. Lastly, it will provide customers export and reporting capabilities using reporting tools intended for a non-technological person.
A key benefit is the fact that Cal-E-Force is based on the Salesforce Government Cloud platform. This is a dynamic and commercially well-received platform that provides: (1) integration of third party solutions that can be used for further ETP business process automation; (2) a stable and secure environment to guard our employer submitted data; and (3) a proven and tested ability to keep ETP applications current without future obsolescence.
When will Legacy contracts also be migrated to Cal-E-Force? (FAQ:2020.2)
ETP is completing the incremental transition of legacy contracts to Cal-E-Force. This process was to have started in May 2020, but with the COVID outbreak, the timeline was extended to adjust to remote working conditions. In October, 2020 the first “wave” of SE contracts will be migrated to Cal-E-Force. This process will continue over a number of months. In early February 2021 the final wave of single employer contracts was successfully completed. Some 575 active single employer contracts are now being managed in Cal-E-Force. The final waves for Multiple Employer Contractors (MEC) contracts will be done by early March 2021. At this point, migration efforts for active contracts will be completed and ETP will continue to manually add in new Panel approved contracts on a monthly basis. The legacy systems will be decommissioned when the full Cal-E-Force System is deployed.
What Internet Browser should be used with Cal-E-Force? (FAQ:2020.3)
The Salesforce website can provide the most up-to-date information on which browsers should be used on your device. For PC users, ETP has found multiple issues using Internet Explorer (IE) and it is recommended to use the most recent version of Chrome. For Apple users, many of the browsers have reported issues especially when the browser being used is out-of-date. If you are having issues the first step would be to update your browser software. For more detailed information on Salesforce browser compatibility please use the following links:
What is the time frame for Cal-E-Force System Roll Out? (FAQ:2020.4)
It is the intent of ETP to deploy Cal-E-Force over a number of phases, with full implementation during the first quarter calendar year of 2021. Phase 1 – Migration of ETMS contracts – has been completed. Phase 2 has started and will focus on the application development process and migration of active Legacy contracts. The final phase will be automation of the proposal and execution of the contract using electronic signature functionality. Full System Roll Out and decommissioning of the legacy system is planned for the first quarter of calendar year of 2021. The schedule was adjusted to allow for ETP to respond to changing work conditions brought on by the pandemic.
These phases will build on: (1) key features of the Salesforce Government Cloud; (2) inputs and needs of the Stakeholders that will use Cal-E-Force; and (3) automated support for internal ETP management of training application process and contract management. Each phase will include refined ETP business rules that are set by the ETP Policy Committee, ETP Executives and the Panel.
Is Cal-E-Force changing the ETP Business Model? (FAQ:2020.5)
ETP business re-engineering is not part of this automated project. ETP has a procedure established to review and streamline business processes, this done through the ETP Policy Committee. More information on those meetings and outputs are posted on the ETP website and part of the Panel Meeting agendas.
How will external stakeholders be involved in initial deployment? (FAQ:2020.6)
Having external stakeholders involved in each phase of Cal-E-Force deployment is part of the ETP project. This participation is facilitated through a series of requirements, demonstration and input sessions. These sessions will continue through System Roll Out into first quarter of 2021. As part of the operational enhancements processes, external stakeholders will continue to be involved when the change involves features they use. These sessions will include:
- General recommendation sessions on functionality – what is working and not working for external users. These will be schedule following System Roll Out as general recommendations have already been collected for the first major releases
- As functionality is developed, demonstration sessions of prototypes for contract management features.
- Guided video tour and prototype review sessions. These will focus on the application management components of Cal-E-Force
- Modifications of features as needed based on prototype sessions.
- Availability of updated Cal-E-Force functionality in a sandbox environment so that users can be comfortable with system features. This will be possible as part of the training efforts for the full System Roll Out.
When will new ETP Contracts be in Cal-E-Force? (FAQ:2020.7)
Cal-E-Force was built so that its use could be phased in. The use of the system for contract management does not require the completion of the application processes as that data can be loaded into Cal-E-Force. This allows for ETP to determine “when” new contracts will start to be managed using Cal-E-Force. All active SE contracts are now in Cal-E-Force and new contracts will be added each month for contract management. MEC contracts will be migrated by the beginning of March 2021.
Will ETP continue to support and solicit external stakeholder inputs for the development of the Cal-E-Force System? (FAQ:2020.8)
ETP received more than 500 inputs for the development Cal-E-Force. The vast majority of inputs were about providing: (1) a user-friendly platform, (2) a site with simple navigation, (3) the ability to upload and export employer training data; and (4) more reporting options for external users. We believe the Cal-E-Force solution based on the Salesforce Government Cloud meets these stakeholder requirements. The ETP Online project team has also incorporated specific design items supplied by external stakeholders. The team continues to receive and track additional suggestions from customers. Many of these suggestions were incorporated into the system in the summer of 2020. Final inputs for the application management processes will be done in the first quarter of 2021. An updated list for the MEC contract management functionality is being developed and will be posted by the beginning of March 2021. The current list of recommendations is published here:
How secure is the Cal-E-Force Application? (FAQ:2020.9)
Cal-E-Force is based on the Salesforce Government Cloud platform. This platform is specifically designed for use by U.S Federal, State, and local government customers; U.S. government contractors; and Federally Funded Research and Development Centers. Salesforce uses a variety of methods to ensure customer’s data is safe, secure and available only to registered users, including ETP users. When ETP users access Cal-E-Force using a supported web browser, Secure Socket Layer (SSL) technology protects your information using both server authentication and data encryption. Salesforce is also approved under the Federal Risk and Authorization Management Program (FedRAMP), one of the highest security ratings.
Cal-E-Force has also ensured that appropriate data access features are part of the system design and that user authentication will meet both state and federal requirements. Lastly, the trainee confidential data (social security number) is masked from the time of input. It is only view-able for auditing and billing purposes.
Please see the 2 provided Salesforce documents for more information on security features:
Are reports customizable? (FAQ:2020.10)
Reports that you have access to can be filtered to show desired results as needed. For example, subcontractors who manage multiple contracts, the reports will automatically default to show results for all of your contracts at once. However, the report can easily filtered to show results by individual contracts by clicking on the filter button (funnel icon) and selecting the contract number you would like to display. Click here to view directions on how to access and filter reports.
Are training codes coming over from the legacy system? (FAQ:2020.11)
The Cal-E-Force System will not be using the legacy system codes for training types. The codes have been reworked and are consistent across all the different delivery methods. You can download a list of Training Type Codes within Upload Hours on the button bar in Cal-E-Force, or click here to view a copy of the Training Type Codes.
What is the proper method to save an excel file in Cal-E-Force? (FAQ:2020.12)
Save your completed upload file as a “CSV (Comma Delimited)” if using a Windows PC, or “Comma Separated Values (.csv)” if using Mac/Apple. Click here to view screenshot examples of which file types should be used.
- Don’t use commas in your CSV. (For example, use the number “1500”, instead of “1,500”
- Never reuse a CSV. Make all edits while the file is still an Excel spreadsheet and then save as a CSV. If additional edits are needed, open a new Excel spreadsheet and save as a new CSV when done.