cal-e-force stakeholder needs assessment presentation · why salesforce & cal-e-force? the...

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


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


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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


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


What Do You Need For Pre-Application Submittal?


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)


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?


What Do You Need For Application Submittal?


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 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?


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


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 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


What Do You Need For Enrollments?

The enrollment function has been built based on inputs from external

stakeholders



Screen to enroll trainees

CSV-based uploads

Control the amount of data required to enroll

Partial upload success and error management



What data would you like to retrieve pertaining to enrollments?

A demonstration of the enrollment process is at the end of this session


What Do You Need For Hours Tracking?

The trainee hours tracking feature has been built based on inputs from external stakeholders



Screen to track training hours

CSV-based uploads

Partial upload success and error management


Consistent process from Legacy?


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


What Do You Need For Invoicing?

The invoicing feature has been built based on inputs from external stakeholders



Screen to enter invoice requests

CSV-based uploads


Greater transparency around invoice adjustments?

System provided editable default values on final invoice?


A demonstration of the invoicing process is at the end of this session


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


© (@ _____ _

(@ ____ _

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

[email protected]

Executive-Level Contact - Jill McAloon, Chief Deputy Director

[email protected]


mailto:[email protected]

mailto:[email protected]

cal-e-force stakeholder needs assessment presentation · why salesforce & cal-e-force? the...

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