eReg 2.0 CNLP Brief June - PowerPoint Presentation

Slide1

eReg 2.0

CNLP Brief

June

11

th

,

2014

Where we were

Where we were –

In July, 2013, the training registration process had too many manual processes.

Too many steps were needed to register participants (learners)

Each training registration took about 20 minutes

Transition to current process –

(eReg 1.0)

September 2013 – identified options

October 2013 – Training collaborated with IT branch

November 2013 – eReg 1.0 implemented

Benefits and limitations

The Business Problem – Moving beyond eReg 1.0

Lost Training Opportunities -

Poor

data and conflicting processes result in under and over booking leading to lost training opportunities.

Class Cancellations -

This

directly affects CalHR customers (class cancellations), training partners, instructors, and accounting.

Enhanced Data capturing -

The

continued success of the Statewide training

required statewide training to make better data driven decisions.

What’s Improved with eReg 2.0

No

more:

Reservations

; only paid for

bookings

No

more Cal 46 paper

forms/faxes

No

more reconciling unpaid reservations with Cal46 payment

information

Enhanced analytics

and demographic

capabilities

Automatic email notification (system generated) based upon registration activities (request, approve, deny

)

eReg 2.0 offers

improved scheduling and workflow for

approvals

Reduce average registration processing time from 10 to approximately 8 minutes

Roles

Requesters –

The person requesting training. It may by the learner or a designated POC

Approvers –

The person designated by the requester. Approvers need spending obligation authority or have an internal process which grants them approval authority.

Training Admins –

CalHR training coordinators

Accounting –

Processes all forms of payments

Student input On Line

eReg Record

Send eReg reservation number to Student

Generate Daily Roster Report

eReg Data

46 Rec’d?

Update Daily Roster Report

Send Confirmation email

46 Rec’d?

Remove Record

End

Process

Monthly Invoice Datasheet

Y

Y

N

N

fax /

efax

Split File

By

Person and Class

Last

First

Class title

Update Billing Workbook

Payment Info

Type

Supervisor

Send Disenrollment Letter +

Reminder

Send Reminder

1-2 days

Update Statewide Register X

No shows

Cancels

Student Attends Training

Current Build

eReg 1.0

Requester input On Line

Pg

2

eReg Record

Process

Monthly Invoice Datasheet

Update Statewide Register X

No shows

Cancels

Student Attends Training

eReg Data

Email:

Approve

?

Email:

Disapprove

Approver

Funding Data

Pg

3

PO number

Contract

Cal Card - XXXX

Requester input On Line

Pg

1

Requester inputs initial data in eReg Registration Form (page1)

Requester inputs approver and demographics data in eReg Registration Form (page2)

eReg:

Begins disapproval countdown timer (72 hours)

Generates email to Approver with approve/disapprove links

Approver clicks “approve” link on email

Approver enters funding data in eReg (page3)eReg generates email with funding info to CalHR/Acct’g (credit is manually handled between approver and acct’g)eReg generates email acknowledgement to Requester

Accounting/CalHR/Requester

eReg Data

Approval

Updated

eReg 2.0

Acknowledgements – e-Reg team members

Kristene Marshall – Statewide Training

Laurel Robinson

– Statewide Training

David Gay – Information Technology

Rick Black –

Information Technology

Nick Buffalo

– Information Technology

Susan Barnes - Accounting

Primo

Siador –

Accounting

Acknowledgements – e-Reg focus group participants

Michelle Edwards – Dept. Developmental Services

Sue

Teafatiller

– Victim’s Compensation Board

Carrie Edwards – Air Resources Board

Riza

Kahn

–

Barbara Rivers – Department of Public Health

Brittney

Trost

– State Treasure’s Office

Any Questions?????

Thank you for your time