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eReg 2.0
CNLP BriefJune 11th, 2014
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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
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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.
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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
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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
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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
46 Rec’d?
Remove Record End
Process Monthly Invoice
Datasheet
Y
Y
N
N
fax / efax
Split FileBy
Person and Class
• Last• First• Class title
Update Billing Workbook
• Payment Info• Type• Supervisor
Send Disenroll
ment Letter +
Reminder
Send Reminder 1-2 days Update
Statewide Register X
• No shows• Cancels
Student Attends Training
Current BuildeReg 1.0
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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 DataPg 3
• PO number• Contract• Cal Card - XXXX
Requester input On Line
Pg 1
1. Requester inputs initial data in eReg Registration Form (page1)
2. Requester inputs approver and demographics data in eReg Registration Form (page2)
3. eReg:1. Begins disapproval
countdown timer (72 hours)
2. Generates email to Approver with approve/disapprove links
4. Approver clicks “approve” link on email
5. Approver enters funding data in eReg (page3)
6. eReg generates email with funding info to CalHR/Acct’g (credit is manually handled between approver and acct’g)
7. eReg generates email acknowledgement to Requester
Accounting/CalHR/Requester
eReg Data Approval
UpdatedeReg 2.0
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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
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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
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Any Questions?????
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Thank you for your time