General Info For ETMS

The Employment Training Management System (ETMS) is ETP’s web-based contracting system which accepted applications from November 1, 2016 – to – September 30, 2017.

Effective October 1st, 2017 all new Applicants are directed to the Legacy System: Apply for Funds

Contractors already in the ETMS system can manage their applications and contracts through ETMS, and utilize this page for help, training tools, videos, user guides and reference cards below. ETMS frequently asked questions (FAQs) can be found at the bottom of this page.

Panel Meeting Dates      Contact Us         Sign up for Orientation    Apply For Funds

ETMS Command Center

If you are working in the ETMS System and cannot find the resolution in the reference cards or training videos above, please contact us:

  • Open Monday-Friday 9 AM-4 PM
  • (844) 729-2070
  • ETMSHelp@etp.ca.gov

Need Help?

  • Questions on your Pre-Application? Contact AAU (916) 327-5586
  • Questions on your Application or Contract? Contact a Regional Office in your area.
  • Need system Help (ETMS)? Contact the ETMS Command Center (844) 729-2070
  • For general information and question about ETP's program contact EDU (916) 327-5258

ETMS FAQs

1. How do I add a new contact/user?

A new contact can be added on the Company’s Profile. If you would like the give another user access or replace the old contact, this is all done in on the Profile level. When a contact is added, they can be given the ability to sign in to the system and also be able to perform administrative duties in an Application/Contract. To add a contact onto the company’s profile, please view the Managing Acct Contacts video.

2. How do I know if I have an ETMS or Legacy contract?

• ETMS contracts begin with 17CS-xxxx-xxx or 18CS-xxxx-xxx
• Legacy contracts begin with ET17-xxxx or ET18-xxxx

3. How do I edit roster information?

To edit/delete roster information:
1. You must first select the Hours Tracking link on the class title that the roster was tracked under.
2. Find the trainee that was tracked under that class
3. Select the hours link next to their name.
4. The system will then take you to a page where you can update the Training Date or Total hours for that trainee. You will also have the option to delete the trainee from that roster as well.

**NOTE: You cannot update roster information with an upload. The roster information needs to be manually fixed in the system.

 

4. How do I change the class title for a roster?

If a Roster is uploaded to a wrong class title then that roster will need to be deleted from the system and reloaded under the correct class title.

5. How do I change the hours for a roster?

The training hours for a roster can be changed by editing the hours per trainee.
1. Select the Hours Tracking link on the class that the roster was tracked under.
2. Find trainee(s) that was tracked under that class and select the hours link next to their name.
3. The system will then take you to a page where you can update the Training Date or Total hours for that trainee.

**NOTE: You cannot update roster information with an upload. The roster information needs to be manually fixed in the system.

6. How do I change a roster number?

• A roster number cannot be changed.
• However, the hours uploaded under that roster can be deleted, and those hours can be re-uploaded into the system under the correct roster number.

7. Where can I find employee enrollment information?

There is an export in the system that displays the trainee’s enrollment and payment information called Export Trainee(s) and Payment Information. To locate this export:
1. Navigate to the Enrollment and Trainees Section under the Curriculum tab.
2. At the bottom the trainee listing, select the Export Trainee(s) and Payment Information link.
3. An excel export of all enrollment and payment information will be populated.

8. Where can I find hours tracking information?

• The Hours Tracking Export can be found on the Curriculum tab under the Training Delivery Methods header.
• At the bottom the all the class listings, select the Export Trainees Hours Tracking Details Link.
• An excel export of all hours tracking information inputted into the system will display.

9. How do I use the hours tracking export?

• The Export Trainees Hours Tracking Details report displays all training hours for every trainee that has training hours uploaded into the system. The best way to view/decipher this information is to create a pivot table in the excel export. Creating a pivot table is an easy way to view the reports that you may need. Using the pivot table you can create reports that show: total hours for every trainee, total hours for each group, Roster information, Trainees who have amassed over 8 hours and other helpful reports.
• To learn how to create a pivot table in excel, please view the Creating a PivotTable Reference Card.

10. Where can I find the Class ID’s?

You may view the Class ID Export reference card for step-by-step instructions by following this link: Class ID Export Reference Card

11. Where do I find the Employees’ ID’s?

You can find the Enrolled trainees Employee IDs by using the Export Trainee(s) and Payment Information link found at the bottom of the Enrollment and Trainees section under the Curriculum tab.

12. How do I submit a Revision?

A Revision can be submitted once a contract is executed.

To start a Revision:
1. Please go to the Revisions tab.
2. Under the Revision(s) header, select the Add Revision link.
3. The system navigates to the start of the Revision. You will need to select the checkbox for the type of Revision you would like to submit and answer all required questions.
4. You may view the Revisions reference card for step-by-step instructions by following this link: Revisions Reference Card

13. How long does a Revision take to process?

The time frames can vary. Once a Revision is submitted, it undergoes review by staff and possibly management. However, we do our best to expedite the process. Please contact your ETP Monitoring Analyst for Revision status and time frame.

14. How do I add a Training Sub-contractor while in contract?

• A Training Sub-contractor can be added through the Revision process.
• You may view the Revisions reference card for step-by-step instructions by following this link: Revisions Reference Card

15. Why won’t the system accept my upload?

The system will reject an upload if it has incorrect data or if the file is not in the correct format. Please review and verify the data is correct from the upload in comparison to the system.

1. Incorrect Data: If there is incorrect data, the system will give you an error message, see common error messages examples below:

“The job title/location ID entered is not associated with the application”

Verify if the Job Title and/or Location ID is inputted correctly. The Job Title and Location ID can be found using the Helpful Links section in the Mass Trainee Upload area.

“Time for a single day can’t exceed 12 Hours and would on MM/DD/YYYY”.

A Trainee may be exceeding the 12 Hours training cap in a single day. Verify the total hours of training for a single day per trainee.

Class ID is not a valid entry

Verify if the Class ID is inputted correctly. A list of Class IDs can be found using the Class ID Export. Please refer to the Class ID Export reference card to access the export: Class ID Export Reference Card

**NOTE: All error messages begin with “Input Record #.” To verify the incorrect data in the excel upload file, please Add 1 to the Input Record and that will be your row number in the upload document. For Example, Input Record 1 has an error message. You will view Row 2 in the upload document. Input Record 1 correlates to Row 2 on the excel file. The first row in the excel file contains the column headers and it is not considered an Input Record.

2. Incorrect Format: If the file is in the incorrect format, the system will not be able to find the file when it is trying to upload. It is important to keep the format of the excel file as is.

Reference Cards:
1. Enrollment Mass Upload
2. Mass Hours Tracking Upload – Non-CBT
3. Mass Hours Tracking Upload – CBT

16. Why can’t I find my contract?

When an Application is approved and promoted into a Contract, the Contract is now found in the Contract(s) tab. Please see the below screenshot and notice the tab marked in red.

17. How do I edit enrollment information?

Trainee information needs to be edited manually per trainee. Enrollment Information cannot be edited with an upload. Please view the Manually Add Trainee reference card for step-by-step instructions on how to navigate and edit/add trainee information: Add Trainee Reference Card

18. How do I submit an invoice?

Please refer to the Progress Payment and Final/Closeout Payment reference cards for step-by-step instructions to submit an invoice:
1. Progress Payment Reference Card
2. Final/Closeout Payment Reference Card

19. How long does an invoice take to process?

ETP Fiscal generally processes invoices on a first in – first out basis. Processing will depend on data available on the EDD wage database as well as accurate information provided by the contractor.
1. Progress payments are usually processed within 15 days.
2. Finals/Closeouts are usually processed within 60 days; however, this is based on the availability information from EDD and the contractor.