Build a personnel file

An OCCL inspector is due next month and will ask for personnel files. This page is how to record the eleven documents DELACARE Section 30 asks for on each staff member's record, plus their health record, and how to read the organisation-wide Audit Readiness screen. Read the section on the completeness figure before you trust any percentage you see.

Who can do this

• Front-line staff
• Site director
• Regional director
• Organisation admin
• Super admin

A front-line staff member can record documents on their own file, including the background check clearance.

PTRS stores no documents

Upload Document records a link, a web address of up to 500 characters. There is no file upload, no storage, no scan and no version history. The document has to live somewhere else, such as a shared drive, and PTRS holds a link to it. Whether that link works, points at the right file, or can be opened on inspection day is outside PTRS, and nothing checks it.

What you need

Know the eleven requirements and how high on the list an inspector puts each, because the readiness screen sorts by that. The full table is on Fields and limits. The top of the list, in the order an inspector is modelled as checking:

1. Background Check Clearance, priority 10, highly restricted
2. DEEDS Certificate, CPR Certification Card and First Aid Certification Card, priority 9
3. Health Appraisal and TB Test Results, priority 8, restricted
4. Training Transcripts and Medication Administration Certificate, priority 7

Have the link for each document ready before you start.

Record a document

1. Open the staff member, then the Personnel File tab. You see a completeness ring, then DELACARE Section 30, Required Documents, listing all eleven.
2. Press Upload Document. Choose the requirement, paste the document's link, and if you like set an expiry date and notes of up to 1,000 characters.
3. Submit. A message reads "Document uploaded".

Checkpoint

The row now has a link. Compare what you expected with what you see:

• The row's badge still reads Missing, in red.
• The "N missing" count under the ring has gone down by one.
• The completeness percentage has not moved.

All three are how PTRS behaves today, and none of them is you doing it wrong. See The completeness figure is always zero.

Recording against a requirement that already has a document replaces the link and resets its status. PTRS keeps one document per requirement, with no history.

Set an expiry date on the ones that renew

Four requirements renew every twelve months: the CPR card, the First Aid card, Training Transcripts and the Medication Administration Certificate. PTRS does not apply that. The only expiry PTRS knows is the date you type on the document. Enter it, or nothing will ever report the document as expired.

Record the health record

Below the checklist is a form for DELACARE Section 29 health requirements. It is a separate record from the personnel documents.

Field	Note
TB test date and result	The result is free text, up to 100 characters
Health appraisal date and status	The status is free text, up to 100 characters
Physical exam date	Stored, and not part of completeness
Tetanus date	Stored, and not part of completeness

Submit. A message reads "Health records updated".

The health record counts as complete when the TB date, TB result, appraisal date and appraisal status are all filled in.

Saving a date without its result can make the record read complete

Saving a TB test date with no result keeps the previous result, or leaves a blank that PTRS counts as filled in. Fill in both halves of each pair together.

None of the four dates is checked for being in the past, so a slip puts a TB test in 2036 with no warning.

Read the organisation's readiness

Open Staff, then Audit Readiness, subtitled "Organization-wide personnel file completeness and OCCL audit simulation against DELACARE Section 30 requirements".

Figure	What it counts
Total Staff	Active staff only
Fully Compliant	Nothing missing and nothing expired across all eleven
Non-Compliant	No document present at all
Completeness	Fully compliant divided by total staff
Critical Document Gaps	The ten requirements with the most missing or expired instances, in inspector order

At the top, either All staff audit ready in green or the number of staff not audit ready, in red.

Checkpoint

Each gap row reads "DELACARE Section DELACARE Section 30, Priority N". The repeated words are the screen adding a prefix that the requirement already carries. The priority is right.

What PTRS records

The document link is on the file, counted by the checklist, by Audit Readiness and by the nightly personnel file check. The audit trail carries an entry naming the document and the staff member, and marks the background check clearance, the only highly restricted requirement, as such.

The completeness figure is always zero

No document can ever be marked verified

A personnel document can have five statuses: missing, pending, verified, expired or waived. Every document you record is pending, and nothing in PTRS can move it to any other status. Three things follow, and they contradict each other on screen.

The completeness ring reads 0% for everybody. It counts only verified and waived documents, and neither can ever exist, however many documents you record.

The same panel can read Audit Ready at 0%. The badge under the ring uses a different rule, nothing missing and nothing expired, and a pending document is neither. So a fully documented staff member shows 0% and Audit Ready side by side, with "0/11 present" underneath.

The checklist row still shows the document as Missing. The screen does not recognise the status PTRS gives a pending document, and falls back to Missing with an Upload button, next to the link you just added.

And Audit Readiness counts it differently again. That screen treats anything neither missing nor expired as present, so the same document counts as present there and not present on the staff member's own file.

What to do: treat the link on the row as the record, not its badge. Use the missing and expired counts and the Audit Readiness screen as the useful figures. Ignore the completeness percentage on the individual file entirely. It measures a state PTRS cannot reach.

Nothing expires a document on its own

A document counts as expired only when the expiry date you typed has passed. Both screens check the date directly, so this works, and it makes the expiry date load-bearing: a document recorded without one is current for ever.

A document cannot be removed

There is no way to delete a personnel document. Recording a new link against the same requirement overwrites the old one, and that is the only way to correct a mistake. A document recorded against the wrong requirement stays there.

Confidentiality level is a label, not a control

Each requirement carries a level: highly restricted for the background check clearance, restricted for the health appraisal and TB results, standard for the rest. It is used for one thing, marking the audit trail entry when a document is recorded. It does not restrict who can read, record or replace the document. Everyone who can open Staff can reach every document at every level, including a front-line staff member on their own file.

The nightly check reaches nobody

At 4 am in winter and 5 am in summer, PTRS looks at every active staff member's file and, for each with a missing or expired document, makes a note that reaches no screen and no inbox. It sends no email, changes nothing on the record, and creates no compliance alert. Open Audit Readiness on a schedule instead. See What happens automatically.

When PTRS refuses

What you see	What it means	What to do
Personnel file requirement with ID '…' was not found.	The requirement list was stale	Reload the tab
Invalid expiry date format: '…'	The date could not be read	Use the date picker
Staff member with ID '…' was not found.	The staff member is in another organisation, or the page is stale	Reopen from the directory
A link over 500 characters is refused	PTRS's limit	Use a shorter link
The checklist shows Missing for a document you just added	Expected. See above.	Check the link is on the row
Unable to load audit readiness data.	The screen's request failed, and it does not say why	Reload. If it keeps happening, your role or your account's organisation is the likely cause.

Related

• Staff fields and limits, every requirement, section and priority
• Record a credential, because the CPR and First Aid cards are also tracked as credentials
• Record a background check, the clearance behind the top-priority document
• What happens automatically