Cal-E-Force General Information
Cal-E-Force is ETP’s new application that supports contract management, and has been in production for supporting migrated ETMS contracts for 3 months (July 2019). It is based on the Salesforce platform that provides many user-friendly features for both our internal and external users. Starting this month (October 2019) selected clients with contracts supported by the ETP Legacy System will also have an opportunity to experience the functionality provided by Cal-E-Force. This will be a beta group of users to help ensure the features necessary to migrate Legacy contracts and support the full application process is considered. ETP will start holding sessions with external stakeholders on features they would like to see incorporated into the full release of Cal-E-Force. Please be watching for notifications on these stakeholder sessions that will start the week of October 21st.
For current Cal-E-Force users, training materials and user guides are below.
For any questions please contact the Cal-E-Force help desk
Open: Monday-Friday 9:00am – 12:00pm & 1:00pm – 4:00pm
Cal-E-Force User Guides
Cal-E-Force Video Guides
Invoice Processing: External Users will now be able to create a “draft” invoices using upload invoicing information. External User will be able to drop trainees using the Create Invoice Button. The calculation for retention end date has been corrected to 90 days
CBT Hours Upload Features: The system will now allow external users to upload CBT hours and edit the hours as needed. This feature will remove the requirement to email CBT hours to Cal-E-Force administrator
Enhancement to the method to process enrollment and trainee hours uploads: The system will now allow you to process these records in the background and continue to work. It will provide an email notification when the processing is done which will include a link to a printable error report.
What is the ETP Online Project and Cal-E-Force?
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.
The project has completed the development of the system components to manage ETP contracts for single employers. This allowed for the migration of ETMS contracts in July 2019. ETMS has now been retired.
Between now and December 2019, efforts are focused on completing the build out of the system features to support the Multiple Employer Contracts (MECs) and also support the remaining application submittal and approval processes. Between December 2019 and March 2020 the remaining components for electronic signature and automation of the panel proposal will be completed.
Have ETMS contracts been migrated to Cal-E-Force and will Legacy contracts also be migrated?
As of July 2019, all 307 ETMS contracts have been migrated to the new Cal-E-Force. Users have been accessing the system and completing contract management functions for the last 3 months.
Starting in October 2019, planning for the migration of current Legacy contracts and the development of the full Cal-E-Force application will begin. More information on the process to transition Legacy contract to Cal-E-Force will be forth coming.
What Internet Browser should be used with Cal-E-Force?
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?
It is the intent of ETP to deploy Cal-E-Force over a number of phases, with full implementation between December 2019 and March 2020. Phase 1 – Migration of ETMS contracts – has been completed. Phase 2 will focus on the application development process and migration of active Legacy contracts. Work on this phase will begin in October 2019. The final phase will be automation of the proposal and execution of the contract using electronic signature functionality.
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?
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?
Having external stakeholders involved in each phase of Cal-E-Force deployment is part of the ETP project. This was true during the migration of ETMS contracts to Cal-E-Force. Numerous communications on the migration have been emailed and posted on the ETP website.
Starting in October 2019, external stakeholders will also be involved in further planning and developing key Cal-E-Force features. A number of current Legacy System users will have the opportunity to access and use the current Cal-E-Force. ETP will hold needs assessment meetings for the future builds that will be occurring over the next few months. These sessions will include:
- General recommendation sessions on functionality – what is working and not working for external users.
- As functionality is developed, 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 updated Cal-E-Force functionality in a sandbox environment so that users can be comfortable with system features.
When will new ETP Contracts be in Cal-E-Force?
With the migration of ETMS contracts to Cal-E-Force and completion of the financial management functions for internal user, ETP is ready to start planning and deploying the remainder of the needed functionality. Starting in October 2019, external stakeholders that have not had access to Cal-E-Force, will be provided this access in one of the system sandboxes. ETP will also start the overall needs assessment with external stakeholders, building on information that has been provided over the last few years. ETP will also be planning the migration of current Legacy contracts. ETP will be working with some of the large Legacy contract owners to determine potentially unique business needs. This will be done in a controlled test environment and will not be part of the production environment until a full deployment and Legacy migration plan is developed.
Will ETP continue to support and solicit external stakeholder inputs for the development of the Cal-E-Force System?
ETP received more than 400 inputs for the development of the system that currently support the ETMS migrated contracts. 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.
Click here to view the provided table summary of stakeholder inputs. ETP will also be posting new features that are being added over time on the website and login page.
How secure is the Cal-E-Force Application?
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: