Compliance

Tom Bradley opens Compliance Radar the evening before an unannounced OCCL visit, hoping for one number that tells him whether Claymont is ready. PTRS is built to give him exactly that: a score for every site against six areas of Delaware licensing, worked out every five minutes, with an alert for each problem. It has never produced one.

Read this before anything else on this page

No compliance score exists. Every five minutes PTRS runs its eight checks on every site, and fails at the same step every time, before anything is saved. No score and no alert has ever been stored.

The screens that would show them therefore show nothing, and what they show instead, a percentage, a pass verdict, an alert count, is explained below and is not a measurement of your sites.

The full arithmetic is on How the compliance score is calculated.

Who uses it

Site directors, regional directors, organisation administrators and super admins can open Compliance.

Staff members cannot, and see "Access Denied" if they try, although the Compliance Radar entry still appears in their menu. A read-only account is let onto the page by the menu and then refused by PTRS for every figure, so they see half an error page and half a page of zeros.

The OCCL auditor role is the one this part of PTRS exists for, and it can open nothing here, or anywhere else of substance. An inspector given that role cannot use PTRS. This is stated plainly rather than worked around, and it is recorded for the PTRS team.

What a compliance score would be for

A Delaware site can be closed by OCCL. The rules that would close it, staff-to-child ratio, current CPR and First Aid, an annual safety assessment, signed emergency action plans, incident notification inside a deadline, complete child records, are kept in six different parts of the operation, each owned by a different person, each visible only on its own screen. Nobody at a club is asked "is your documentation complete?" They are asked, on a morning with no notice, to prove it.

PTRS's design is right. It names the six areas, weights them, writes eight checks, runs them every five minutes at every site, and would store each result with its date so a trend could be drawn, and raise an alert for each problem. The design is right and the process does not complete.

What PTRS does for you

Nothing that reaches a screen, except one thing.

• The Credential Tracker panel on the Compliance Radar is real. It lists every active staff member in the organisation, every credential they hold, the days remaining and a colour band. It needs one click to appear. See Read the Compliance Radar.
• Licensed capacity is enforced, and that enforcement lives under Centers: enrolling a child at a site that has reached its licensed capacity is refused. See Centers.

What stays your job

All of it. Use the checklist on Prepare for an OCCL inspection, which names each rule PTRS would apply and the screen that answers it. The ratio items have to be counted by hand, because no PTRS screen can tell you a room is within ratio.

The risk is not that the score is missing. It is that PTRS shows one anyway, and shows it as reassurance. Open Compliance Radar today and every figure points towards looking fine: the organisation gauge reads 0% rather than an error, all six area cards read 0%, the alert count reads 0, the inspection badge reads "No inspection data available", and pressing Simulate Inspection returns FULL PASS in under a second. Tom learns nothing from that page, and has no way to tell that he has learned nothing.

What has been built

Whether or not it produces anything:

• Six weighted areas: Staff Ratios, Credentials, Incidents, Documentation, Safety and CACFP.
• Eight checks, each giving a score out of 100, a pass or fail, one line of detail and a list of alerts.
• A dated result per site per run, with the overall score and the breakdown.
• An alert per problem, with an area, a severity and a time.
• A five-minute check across every organisation and every active site.
• A PDF of a site's compliance summary. No screen can produce it.
• A second inspection simulator inside PTRS that works out credentials properly. No screen can run it.
• The six feeds behind the Compliance Radar's cards: documentation, safety records, CACFP status, the staff list, the incidents list and the inspection checklist.

What happens on its own

Every five minutes PTRS reads every organisation and every active site, runs the eight checks on each, fails at the fourth step, writes one error line in its own log per site, and moves on. Because it always reaches the end, PTRS's own task monitor shows the check as healthy. It also throws away the Compliance Radar's remembered figures each time, so the page is re-read from an unchanged store every five minutes.

Three other scheduled checks touch compliance-shaped data and belong elsewhere: the 15-minute OCCL deadline check, and the daily licence expiry and temporary closure checks.

What it connects to

Part of PTRS	How
Attendance	Two of the eight checks read room headcounts. No room ever has one. See How ratio compliance is measured.
Staff	One check reads four required credentials per person; another needs one person on site with current CPR.
Incidents	One check reads OCCL requirement, deadline and status on the last 90 days of incidents.
Members	One check reads guardian links, the main guardian and allergy information per child.
CACFP	One check compares the days with a meal record against the days with an attendance session over 30 days.
Health and Safety	One check reads the site's last safety assessment date; another reads signature dates on emergency action plans.
Centers	Not connected. The score does not read a licence, an inspection or a violation, and the Compliance Radar shows no site data. PTRS has two unrelated kinds of inspection record that cannot see each other.
Notifications	Not connected.

Not yet available

The compliance check fails on every run, and nothing is stored

Three of the eight checks belong to the same area, Safety. When PTRS gathers the results into a list by area, it meets Safety a second time and stops. That happens before the result is saved, before any alert is written, before open screens are told, and before any measurement is recorded. The scheduled check catches the failure, logs "Failed to evaluate compliance for location" and the site, and moves on, so it looks healthy. This is the single defect that this whole page follows from. It is recorded for the PTRS team.

Two different weight tables exist, and they disagree

The check that works out the score weights the six areas one way. Every screen, the PDF and the simulator weight them another way, with Safety and Incidents swapped: the check gives Incidents 20% and Safety 10%, the screens give Incidents 10% and Safety 20%. Both add up to 100%, so neither looks wrong on its own. A score, if one were ever saved, would be re-weighted differently by every screen that showed it.

The Compliance Radar shows 0% for the organisation and 0% for every area

The page asks PTRS for its figures under one set of names and reads them under another, so it always finds nothing and falls back to zero. The big gauge reads 0% with "Org Average" under it; no site gauges appear; all six area cards read 0%; the alert count reads 0. The cards would still read 0% if that were fixed, because they look up the six areas by a second set of names that also matches nothing.

Four figures on the Compliance Radar are fixed text

On screen	What it is
"-1.2% from last quarter" under the gauge	Fixed words with a fixed down arrow. There is no quarter-on-quarter calculation anywhere in PTRS.
"18.5h, Avg Resolution" on the Incident Reporting card	A fixed number.
"Meals vs Present" on the CACFP card	Meals served is invented as 85% of the headcount and then divided by the headcount, so the bar reads 85% whenever anyone is present and 0% otherwise.
"Wilmington is approaching the limit during peak afternoon hours (3-5 PM)" under Show Details on the ratio card	Fixed words naming one club and one time.

The CACFP figure is the serious one. It sits on a federal meal reimbursement surface and looks like a service coverage measurement.

Three lists on this page are read and never written

The Safety Records card, the inspection badge under the gauge, and the whole inspection simulator read three kinds of record that nothing in PTRS ever creates. The card is permanently empty and the badge permanently reads "No inspection data available". These are not the site inspections you can record under Centers. PTRS has two unrelated kinds of inspection record, and neither screen can see the other's.

The OCCL Inspection Readiness Simulator always returns FULL PASS

The panel says "Simulate a surprise OCCL inspection to identify potential citations before they happen." It steps through an inspection checklist that is always empty, so the run is over before it starts, and zero failures and zero warnings produce FULL PASS with 0 passed, 0 warnings, 0 failed. "Last simulated: Never" is fixed text. Generate Remediation Plan says a plan was "sent to all site directors" and Share with Board says the report was "shared with board members". Neither sends anything. Under them, "Live Room-Level Ratio Check (Wilmington)" names a club that is not yours and is always empty. PTRS contains a better simulator that works out credentials properly, and no screen can run it.

The demonstration switch on this screen changes nothing you can see

The simulator has one place where a demonstration setting would matter, and it only changes an animation from 150 to 250 milliseconds per step. There is no demonstration data. Even that cannot be switched on in any version of PTRS that can be installed.

Resolve and Assign on an alert do nothing, and no alert can ever be resolved

Each row of Active Compliance Alerts has Resolve and Assign buttons for directors and administrators. Resolve says "Alert resolved" and Assign says "Alert assigned to site director". Neither does anything, and nothing in PTRS can mark an alert acknowledged or resolved. The table can still show rows, made up in the browser from the ratio feed for any site reading 14 to 1 or worse, and no site ever does.

Five things PTRS can do here that no screen offers

A rule-by-rule view of one site, the credential status of one site, the better inspection simulator, the score history, and the compliance PDF are all built, and no button reaches any of them. There is no way to export a compliance PDF from PTRS. See What the Compliance Radar can and cannot show.

In a demonstration copy of PTRS, one made-up result makes part of the page look alive

A copy of PTRS set up for development carries one saved result for the Wilmington club, at 87.5 overall with a fixed breakdown, entered when the copy was first created. It never changes, and it exists only in that kind of copy, never in a real installation. If you see figures for Wilmington that never move, that is where they come from.

Credential Tracker says 'No staff found' until you click a sort pill

The one panel that reads real data draws its list before the staff list has arrived, and does not redraw. Click any of By Expiry, By Location or By Type, or change the site in the header, and the full list appears. The Credential Currency card higher up has the same defect in a worse form: its donut and its three counts are permanently 0, 0, 0 and nothing you can click refreshes them.

Where these are recorded

These are defects in PTRS, not in this page. They are written up for the PTRS team in the compliance findings document. This guide describes PTRS as it behaves today.

Where to go next

Do one task:

• Read the Compliance Radar, panel by panel, which figures are real
• Prepare for an OCCL inspection, a printable checklist built from the eight rules

Look something up: What the Compliance Radar can and cannot show.

Understand why: How the compliance score is calculated.

When something goes wrong: Compliance troubleshooting.