Cal-E-Force General Information

ETP continues to implement new technology infrastructures to support remote working and access for both staff and stakeholders. A key component is the roll out of the full Cal-E-Force System; the cornerstone to support ETP application and contract management processes. The System is supporting the contracts migrated from the Employee Training Management System (ETMS) and will now start to support contracts from the legacy system and new contract approved by the ETP Panel.

From November, 2020 through December, 2020 ETP will be scheduling Stakeholder Sessions to present and gain comments on new components of the Cal-E-Force System:

  • Participating Employer Certification Functionality:
    Demonstrations for managing participating employer certifications completed the 1st week of October:
    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 early 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 were completed in October, 2020:
    These sessions targeted the first wave of Legacy Single Employer contracts that are being migrated. Assigned regional office staff and ETP have reached out to those contract holders. These will be the first contracts that are being transitioned by the Legacy systems to Cal-E-Force.
  • Beta MEC Contract Management Working Sessions:
    Work with the Beta MEC contract holders on the functionality to support these types of contracts will continue into November, 2020. Their specific contract will be placed in a sandbox and ETP staff will hold a number of working sessions with them on the contract management functions that are unique to MEC contracts.

Towards the end of 2020 sessions will also be scheduled to demonstrate the Pre-Application and Application processes in Cal-E-Force. Continued transition of legacy contracts to Cal-E-Force will be scheduled and continue until the end of the 2020 calendar year.

All information on the Cal-E-Force Implementation activities are being provided to the contract holders and their representatives via email and web postings.

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
Email: ETPCalEForce@etp.ca.gov

A refresher on Cal-E-Force:

  • Cal-E-Force was developed on the Salesforce Cloud and will support the Employment Training Management application and contract management processes. It will replace the legacy system by the beginning of Calendar Year 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 System Enhancements

Four new optional questions on the trainee enrollments section: These questions are new to ETP’s enrollment process and allow trainees to state their preferred name, sexual orientation, identity and sex assigned at birth.

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.

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. 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 undertaking 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. Additional information on those plans will be post on the website and emailed to respective contract holders and their representatives.

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)

It is the intent of ETP to deploy Cal-E-Force over a number of phases, with full implementation by the beginning of calendar 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 beginning of calendar year 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 in 2020/21 and into operational enhancements that are planned in calendar year 2021. These sessions along with other sessions during the next few months 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.  For SE contracts, that will be in the October timeframe.  It is anticipated that all new SE contracts will go into Cal-E-Force by December 2020. This will be followed by the MEC contracts once the participating employer functionality is in the system.  

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 400 inputs for the development Cal-E-ForceThe 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 are incorporated in the full system deployment in the summer of 2020. Final inputs for the application management processes will be done by the end of December 2020. The list of recommendations is published here:

Click here to view the provided table summary of stakeholder inputs

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.

Are training codes coming over from the legacy system? (FAQ:2020.11)

We will not be using the old legacy system codes for training types. The codes have been reworked, so that they are consistent across all 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. 

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.