Stakeholder Needs Assessment Focus: Full System Development and Ability to Hold Legacy Data
Sessions:
October 31, 2019 – 1:30 PM – 3:00 PM
November 6, 2019 – 10:00 AM – 11:30 AM
Additional sessions considered as needed
Welcome & Meeting Structure
Welcome to the Stakeholder Needs Assessment Session for Phase 2 Development of the
Cal-E-Force System
Facilitator: Babette Davis or Tara Armstrong
Business and System Owner: Mario Maslac or Clayton Olsen
Tour Presentation and Webinar Coordinator: Kelsey Oehrke
Executive Representatives: Jill McAloon and/or Michael Cable
1.5 hours scheduled
Walk through various areas of the system that stakeholders will use
Allow for inputs to be captured
10 minutes introduction to Cal-E-Force (those that have been using Cal-E-Force do not
need to stay)
What will happen after these sessions?
Inputs that are widely supported and can be easily addressed, will be included in Cal-
E-Force
Recommendations that are policy-based or require a change in ETP processes will be
directed to the Policy Committee and/or ETP executives
No commitment that each recommendation can or will be addressed for this release
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 2
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Webinar Now
Webinar ID: 200-167-467
@) GoToWebinar
Welcome & Meeting Structure
Using GoToWebinar – hyperlink was
e-mailed in invitation
“Raise a hand” through
GoToWebinar
Ask a question through
GoToWebinar
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 3
Session Goals
Current Efforts
Solicit inputs from the larger
population of ETP stakeholders for
Cal-E-Force
Cover each of the major system areas
that are used by stakeholders
General Site Structure
User Profile
PreApp/App
Contract Development
Participating Employer Management
Contract Management
Enrollments
Trainee Hours Tracking
Invoicing
Revisions
Reporting
Long Term
For first full release, mirror the legacy
business process where possible – keep it simple
ETP will continue to refine Cal-E-Force
over time
Will update stakeholder features as
the Policy Committee approves
program changes
Will address and communicate:
Upcoming events
Legacy contract migration timeframes
and approaches
Production Availability
Support processes for users in
production
Cal E Force External Stakeholder Phase 2 Recommendation Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 4
Why Salesforce & Cal-E-Force?
The benefits of the Salesforce Technology
The platform is scalable and provides full cloud-computing capability
Supports customized applications
Stable and accessible platform for ETP contract data
Provides features required of a State of California IT System – Cal-E-Force
is hosted in the Government Cloud
Provides ETP built-in infrastructure for security, hardware, and connectivity
Current Information on User Brower Support and Other Features is Available
on Salesforce Website
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 5
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Key Functions Full ETP Process – Back and Forth from Stakeholder to ETP Staff
Stakeholder Functions
Pre Application
Application
Submittal
Support Panel
Presentation
Contract Execution
(Enrollments, Hours
Submittal, Revisions, etc.)
Staff Primary Functions
Eligibility Application
Development
Panel Preparation & Oversight &
Approval Monitoring
Contract
Auditing Close Out
Focus of these Sessions
Submittal for Payments
Financial Processing & Management
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 6
Welcome to Cal-E-Force
How Will I Get in to Cal-E-Force?
Landing page for external stakeholders
Continue to use for the Phase 2 Release
Will include user registration
and authentication for Phase 2
What we heard - provide:
An entry point for each
aspect of Cal-E-Force
Simple log in process
Easy to navigate, quick links
Link to/from the ETP website
What else would you recommend?
The Salesforce platform is flexible
A demonstration of the landing page is at the end of this session
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 7
What Do You Need For Pre-Application Submittal?
What we heard - provide:
Method to submit a pre-application online
Track status of pre-applications
Print and work offline
Allow data to be cut and pasted into online fields
Use and modify a previous pre-application (when data is available)
What else would you recommend?
How would you like an employer to link a subcontractor?
Would you like a prototype of a screen to comment on?
Would you like to see the printable version?
What data would you like to retrieve pertaining to pre-application?
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 8
What Do You Need For Application Submittal?
What we heard - provide:
Method to submit the application online
Ability to work on application while pre-application is being reviewed
Print and work offline
Real-time review of applications
Ability to view status of in-progress applications
Allow data to be cut and pasted into online fields
Use and modify a previous application (when data is available)
What else would you recommend?
What is needed for MECs? Different than Single Employers?
What is needed for subcontractors? Different than employers?
How much access should participating employers have?
Would you like a prototype?
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 9
What Do You Need For Contract Summary Page?
A Contract Summary Page has been built based on inputs from external stakeholders
Full release will build from what is already in Cal-E-Force
What we heard - provide:
From contract summary information, provide links to details from that page
Status on current contract progress
Ability to submit and check status including invoices, revision requests, etc.
What would you recommend?
What is needed for MECs? Different than Single Employers?
What is needed for subcontractors? Different than employers?
What data would you like to retrieve pertaining to contract status?
A demonstration of the contract summary page is at the end of this session
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 10
What Do You Need For Enrollments?
The enrollment function has been built based on inputs from external
stakeholders
Full release will build from what is already in Cal-E-Force
What we heard - provide:
Screen to enroll trainees
CSV-based uploads
Control the amount of data required to enroll
Partial upload success and error management
What would you recommend?
What is needed for MECs? Different than Single Employers?
What data would you like to retrieve pertaining to enrollments?
A demonstration of the enrollment process is at the end of this session
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 11
What Do You Need For Hours Tracking?
The trainee hours tracking feature has been built based on inputs from external stakeholders
Full release will build from what is already in Cal-E-Force
What we heard - provide:
Screen to track training hours
CSV-based uploads
Partial upload success and error management
What would you recommend?
Consistent process from Legacy?
What is needed for MECs? Different than Single Employers?
What data would you like to retrieve pertaining to hours tracking?
A demonstration of the hours tracking process is at the end of this session
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 12
What Do You Need For Invoicing?
The invoicing feature has been built based on inputs from external stakeholders
Full release will build from what is already in Cal-E-Force
What we heard - provide:
Screen to enter invoice requests
CSV-based uploads
What would you recommend?
Greater transparency around invoice adjustments?
System provided editable default values on final invoice?
What is needed for MECs? Different than Single Employers?
A demonstration of the invoicing process is at the end of this session
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 13
Next Steps
March 2020 – April 2020
Deployment of Full Cal-E-Force
December 2019 – February 2020
Start Sharing Prototypes & Plans
for legacy data migration
November 2019
Conduct Recommendation Sessions – Share
Inputs
Website posting of recommendations
Legacy MECs in Cal-E-Force (validation)
Start on prototypes
Introduce prototypes: pre-application, application, registration process
Conduct participating employer management sessions
Website posting of recommendations
Start on prototypes
Electronic contract Migration of Legacy data Use of Cal-E-Force for new
applications and contracts
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 14
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Thank You!
Command Center will send e-mail notifications as new features are
added and around the planning for the Cal-E-Force Phase 2
Reference Guides, videos and new features will be posted on the
ETP website as we continue to develop the system
Notifications for sandbox availability will be provided
The Cal-E-Force Command Center will be available to assist with
questions, providing ideas, and comments
844-729-2070
Executive-Level Contact - Jill McAloon, Chief Deputy Director
Cal E Force Stakeholder Needs Assessment Session This information is for internal ETP use only. Use, reproduction, or distribution without the express written permission of EDD is prohibited. 15