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. The Cal-E-Force System remains a cornerstone to ETP’s automated efforts and is based on the Salesforce platform soon to be added will be features to submit and manage grants and other funding vehicles. Cal-E-Force training materials, videos, user guides, and FAQs are below.

Questions? Please contact the Cal-E-Force help desk:
Open: Monday – Friday 9:00am – 12:00pm & 1:00pm – 4:00pm
Email: ETPCalEForce@etp.ca.gov

UPDATES:

  • ETP’s Application process is now available in Cal-E-Force as of September 30th, 2021 for all new Single Employer and Multiple Employer Applications (MEC).  This application mirrors the current paper application and eligibility data gathered.  Its features are also based on inputs from our Stakeholders during needs assessments in 2021. Reference guides are available and posted below. Live User support sessions for Registration and Application questions are available: Thursday, September 30th thru Tuesday, October 5th – 9am-12pm & 1pm-4pm (excluding weekend)
  • ETP has completed the migration of active legacy contracts to the Cal-E-Force System. Single Employer and Multiple Employer Applications (MEC) contracts will now be managed in Cal-E-Force. Cal-E-Force now has over 1,200 active contracts. By March 2022, inactive legacy contracts will be migrated.
  • Please watch for more communications on training and roll out.

Summarized below are a few key item links:

Cal-E-Force FAQs

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. Phase I is projected to be completed in early July 2021. During the summer and fall months the new ETP application will be added to the system as well as features for grant management. The system is based on the Salesforce Government Cloud. The Cal-E-Force System provides 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 allows ETP staff to manage business rules and workflow settings for basic application and contract documents. It provides screen(s) and upload features for applicants and their representatives to submit applications and billing materials. Lastly, it provides 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)

As of July 1, 2021 all legacy actives contracts have been migrated to Cal-E-Force.  With the final migration of Multiple Employer Contracts at the end of June 2021, the last remaining migration will be for inactive contracts.  These will be migrated over the next several months. ETP continues to add in New Panel contracts and will continue with this process until the new ETP application is completed.  As of July 1, 2021 there are over 950 active contracts in Cal-E-Force and a repository of inactive contracts is building.

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:

SalesForce’s Browser Troubleshoot Guide

SalesForce’s New Google Chrome Extension (optional)

What is the time frame for Cal-E-Force System Roll Out? (FAQ:2020.4)

ETP is nearing the final stages for completion of Cal-E-Force Implementation. In July 2021 all contract management functions for ETP contracts will be performed in Cal-E-Force.  ETP will complete the new ETP application in early fall 2021 and also implement process to manage ETP grants. As defined in the initial project planning documents, enhancements and new features will continue to be developed and deployed. Decommissioning of the legacy systems is planned for the later fall 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. The Cal-E-Force system is updated based on approved business processes.  For example, a new ETP application process is being defined.  Once approved, Cal-E-Force will be modified to meet the new business needs.  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 commitment to transparency and delivering automation to streamline it processes.  The definition of Cal-E-Force features for stakeholders was done through a series of requirements, demonstration and input sessions. These sessions continued throughout system development and deployment 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 ETP contracts are now in Cal-E-Force and new contracts will be added each month for contract management.

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 750 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. During the last month the final features for  MEC contract management functionality were developed and deployed. 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 by fall 2021. 

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:

Salesforce Security Privacy and Architecture

Salesforce Security White Paper for Government Cloud

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.

What is the proper method to save an excel file in Cal-E-Force? (FAQ:2020.11)

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. 

Helpful Tips:

  • 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.