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 currently used to support the contracts migrated from the Employee Training Management System (ETMS) in July 2019.
Since that time ETP has continued to develop the necessary System features. It has been testing the move of remaining ETP contracts to the new system. Based on these efforts, the Cal-E-Force System will be able to support new and existing legacy contracts by the end of 2020. Testing for active contracts has started and a group of beta users will start working with their contracts during the Fall of 2020. A phased approach to move current contracts to Cal-E-Force will be completed, with specifics on this to be shared over the next few months. During the summer and fall, stakeholder inputs and prototype review sessions will continue. ETP will be introducing key features for the pre-application and application processes.
ETP has included our valued employers and their representatives in needs assessment and prototype development presentations for elements of the system that will be used by them. There have been over 30 such sessions since ETP started the initial phase. There have also been additional, specific technical support sessions (at least 15 additional sessions with subcontractors and employers) that have been held for deployment of functionality for the collection of trainee enrollment, collection of trainee hours, invoicing and curriculum management. These sessions were a great value as they provided additional, specific inputs on the functionality needed by customers and subcontractors. These features have been added to Cal-E-Force.
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:
- The new system is being developed on the Salesforce Cloud and is current supporting the migrated Employment Training Management System contracts.
- When completed 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. While the final release will be dependent on beta testing and finalization for the application process, it will be during this fiscal year.
- 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 based is that it is flexible and will allow us to make adjustments easily once the system is in place.
Cal-E-Force User Guides
Cal-E-Force Video Guides
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.
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 developed system components needed by ETP to manage contracts for single employers. Staff and customers that were using Employment Training Management System (ETMS) has been using it for contract management functions since July 2019. Current efforts has been on completing the financial management features and collecting requirements for the application development, submittal and approval processes. Efforts are also being spent planning for the migration of legacy contracts to the system. By the summer of 2020, legacy contracts that are active can be ported to Cal-E-Force and the system will be able to support the initial application processes. This will include implementation of electronic signature and automation of the panel proposal.
When will Legacy contracts also be migrated to Cal-E-Force?
ETP is planning to incremental transition legacy contracts to Cal-E-Force starting in May 2020. This process will be completed over a number of months. Additional information on those plans will be provided in March 2020.
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 by the summer of 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 began 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. Starting in the fall of 2019, additional stakeholder sessions were held to solicit inputs for the full deployment of Cal-E-Force. A number of current Multiple Employer Contract users also had the opportunity to experience the current system features and provide inputs on what is needed for their contract management. In February 2020, ETP will hold additional stakeholder sessions and demonstrations on the pre-application and application processes. 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.
- 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?
Since the migration of ETMS contracts to Cal-E-Force was completed additional work has been done on the financial and contract management functions for internal users. Planning for the migration of the legacy contracts has also been completed. Starting May 2020, ETP will begin to migrate the legacy contracts. This will be done over a number of months to ensure continuity in contract management. By summer of 2020, Cal-E-Force will be ready to support the full application and contract process. At that time the legacy systems will be decommissioned.
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. Many of these suggestions will be incorporated in the full system deployment in the summer of 2020. An updated list of recommendations is being developed and will be published in February 2020.
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: