What happens automatically

Priya would like PTRS to warn her before Claymont's licence expires. Every night PTRS does look at every licence. This page says what it does with what it finds, when it runs by Delaware time, and why the answer is a line in a log rather than a message to anyone. It ends with the one site figure PTRS does enforce.

The schedules, in Delaware time

PTRS's clock runs on universal time. Delaware is five hours behind in winter and four in summer, so a check written for the morning runs in the small hours locally, and the local time shifts by an hour twice a year without anything changing.

Check	Delaware time, winter and summer
Licence expiry	2 am, 3 am
Temporary closure	3 am, 4 am
Member document expiry	2 am, 3 am

Nobody is at work when these run. Each produces a line in PTRS's log at two or three in the morning, and nothing else.

Licence expiry

For each of three windows, 60, 30 and 14 days ahead, PTRS finds every licence marked Active whose expiry falls within a day either side of that date, across every organisation. For each one it tries to send an email:

Subject: OCCL License Expiring in (n) Days, (site name)

License #(number) for site '(site name)' expires on (date). Licensed capacity: (n). Please initiate the renewal process.

It is addressed to the site director's email address, from their staff record: not an organisation mailbox, and not a regional director. A licence on a site with no director, or whose director has no email address, is skipped with a warning in the log.

What actually happens is nothing that leaves PTRS. Before any email can leave, PTRS has to be given the address of a mail server, and no version of PTRS that can be installed today has one. Without it, PTRS writes "Would send to" the address and the subject into its log, and stops.

After the three windows, PTRS looks for Active licences that expired in the last 24 hours and writes one critical line per licence: "OCCL License #(number) for site '(name)' has EXPIRED. Immediate action required."

That window is one day wide. If PTRS was down, or nobody was reading the log, on the one day a licence expired, the expiry is never reported again. The licence stays marked Active, because nothing in PTRS can change that, so it also keeps appearing in the dashboard's expiring list with a negative countdown rather than as expired.

The check changes nothing on the record, creates no alert and sends no notification.

Temporary closure

PTRS finds every site marked Temporarily Closed that has a closure date at least 365 days ago, across every organisation, and writes one warning line per site: "Site '(name)' has been temporarily closed for (n) days (since (date)). Reason: (reason, or 'Not specified'). Consider reviewing for permanent closure." When nothing matches it writes "No sites flagged for extended temporary closure". Nothing else: no status change, no alert, no email.

Two ways a genuinely long-closed site is invisible to it, both because the closure date is a separate field from the status:

1. The Add Site sheet cannot set a closure date, so a site created as Temporarily Closed has none and never matches.
2. Changing a site's status to Temporarily Closed does not set the date either. A site closed by changing only the status is closed with no date and is never flagged.

The check is accurate about the sites it reports and silent about an unknown number of others.

Member document expiry

This one runs alongside the two above and belongs to Members rather than Centers. It finds every child's document with an expiry date in the next 30 days, writes one line naming the count and then one warning per document into the log, and counts them. Nothing else. It includes documents that have been deleted.

The compliance check

Runs every five minutes across every active site, so it appears in the log alongside these. It belongs to Compliance and produces one error per site per run. See How the compliance score is calculated.

What is not automatic

Worth saying, because the screens suggest otherwise:

Not automatic	What actually happens
A licence's status changing to Expired on its expiry date	Nothing. The status stays whatever was typed when it was created.
A follow-up inspection being scheduled after a failed one	Nothing. The follow-up date can be set by nothing any screen offers.
A violation being chased to its corrective deadline	Nothing. Nothing in PTRS can mark a violation resolved.
A site being reopened or reviewed after a long closure	Nothing beyond the 3 am log line.
Anyone being told about any of the above	Nothing. See Notifications.

Licensed capacity is the one thing enforced

Against all of the above, one piece of site data does stop something happening.

When a child is enrolled in a programme, PTRS reads the site's licensed capacity from the site profile, or the operating capacity if no licensed capacity is set, and counts the distinct children with an active enrolment in any programme at that site. If the count has reached the capacity, the enrolment is refused:

Site '(name)' is at licensed capacity ((current)/(max)). Cannot enroll additional members.

Three things follow:

• The number that enforces is on the site profile, not on the licence. PTRS never reads the licence for this. Recording a licence for 100 children does nothing until the site profile's Licensed Capacity is set to 100 as well.
• It counts enrolments, not attendance. A child enrolled in three programmes at the site counts once. A child present today but not enrolled does not count at all.
• It is not what the capacity bar on the screens shows. That bar compares the site's operating capacity against its licensed capacity, two settings, and is described on Centers.

This is the only place in Centers or Compliance where a licensed capacity figure has any consequence.

Which of these would reach Priya?

Claymont's licence expires in 30 days. Tonight's check finds it.

PTRS writes one line in its log, addressed to Tom, the site director, and no email leaves. Priya finds out when she opens Site Dashboard and reads the Expiring Licenses table, or when the licence has expired.

Claymont has 100 children enrolled against a licensed capacity of 100, and Denise tries to enrol one more.

PTRS refuses, naming the site and the figures. This is the one thing on this page that stops something.

Related

• Centers, the full list of what is not wired up
• Record an OCCL licence
• Site fields and limits
• Notifications, why nothing is ever sent