2802 - Statewide Training Data Reporting
Category
Training
Audience List
- Administrative Officers
- Agency Secretaries
- Chief Information Officers
- Department Directors
- Human Resources Chiefs
- Personnel Officers
- Training Officers
Synopsis
This policy provides:
- The statewide training data reporting requirements for all departments.
- The roles and responsibilities of all departments in the statewide training data reporting process.
- The roles and responsibilities of the California Department of Human Resources (CalHR) in the statewide training data reporting process.
Introduction
Pursuant to Government Code section 19995.1, CalHR is required to analyze, design, develop, implement, and evaluate an integrated development strategy to continually advance employee skills and improve performance productivity and service.
To comply with these requirements, CalHR developed and implemented the CalLearns Training Information System (CTIS), a statewide platform that collects and stores employee training information from all departments.
CTIS enables statewide visibility into departmental training data, making it possible to analyze workforce readiness, training priorities, and compliance, consistent with the Government Code section 19995.1 requirements.
Effective January 1, 2027, this policy requires all departments to share employee training data with CalHR through CTIS.
Statement
CTIS is a statewide platform that enables departments to access digital training records for state employees, supporting more efficient onboarding while reducing duplicative training efforts and track compliance with training requirements.
CTIS will allow departments to access a core portable digital learning record for each employee that will follow the employee throughout state service.
CTIS provides CalHR and all departments with a centralized, statewide view of training activity by consolidating key data such as course information, delivery method, and participant details into a single, reliable system. This visibility enables better workforce decision-making, allows leaders to identify trends and gaps in training investments, track progress toward statewide workforce development goals, and support efforts towards equitable access to training and professional development opportunities across state government.
Departments’ Roles and Responsibilities
Departments that use the Enterprise HR (EntHR) Learning Management System (LMS) Vendor Hosted Subscription Service (VHSS) automatically share their data with CTIS and will not need to take additional steps to comply with this policy.
Effective January 1, 2027, all departments are required to report employee training data to CTIS on a quarterly basis utilizing the State Controller’s Office (SCO) Unique Employee Identifier (UEID).
Departments will continue to serve as the system of record for all employee training data. Each department must continue to maintain accurate records in its own learning management or personnel system, consistent with Title 2, CCR §599.818.
CalHR’s Roles and Responsibilities
CalHR will use statewide training data collected by CTIS to identify trends and gaps in learning and development, as well as to support statewide workforce planning. CalHR will provide departments with the tools and guidance needed to be compliant with the quarterly reporting process.
Application
Departments are responsible for ensuring documentation and compliance with all training and record retention requirements.
Effective January 1, 2027, departments that do not use VHSS will submit summary-level training completion data for the previous quarter. The table below outlines the reporting timeline expectation:
Calendar Year (CY) | Data Period | Submission Due Date |
CY Quarter 1 | January 1 - March 31 | Due April 30 |
CY Quarter 2 | April 1 – June 30 | Due July 31 |
CY Quarter 3 | July 1 – September 30 | Due October 31 |
CY Quarter 4 | October 1 – December 31 | Due January 31 |
Departments will use a standardized reporting template provided by CalHR and submit data through a secure online portal. CalHR will review submissions to ensure accuracy and consistency and will offer technical assistance when needed.
Authorities
- 19995.1 Training
- California Code of Regulations, title 2 Section 26
- California Code of Regulations, title 2 Section 599.818
- Government Code section 19815.2
Resources
FAQs
- CTIS Frequently Asked Questions: Frequently Asked Questions
Web Pages
- CDT LMS VHSS: CDT LMS VHSS
- CTIS Online Portal: CTIS Online Portal
- CTIS User Guide: CTIS User Guide
- EntHR Statewide Initiative: EntHR Statewide Initiative
Authorized By
Sarah Gessler
Chief, Workforce Development Division
Workforce Development Division
Contact Person
Brent Seavers
LMS System Administrator
Phone: 916-909-3753
Email: training@calhr.ca.gov
Superseded Policies
Not Applicable.History
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