Childcare is one of the most regulated industries in the country. PTRS treats every compliance requirement — state, federal, privacy, licensing — as a first-class feature, not an afterthought.
Delaware's Office of Child Care Licensing (OCCL) enforces DELACARE rules. Non-compliance can result in site closure. PTRS automates tracking, evidence collection, and inspection prep for every rule.
Real-time compliance scoring across 7 categories: Staffing, Safety, Health, Facilities, Training, Reporting, and Other. A background job recomputes the score every 5 minutes; alerts fire when a category dips below threshold.
What PTRS does: tracks licenses with expiry dates (60/30/14-day alerts), logs inspections and outcomes, records each violation and its correction deadline, runs an Inspection Simulator, and exports branded compliance-summary PDFs.
Delaware law requires a 5+ step verification before a staff member can work with children: fingerprinting → SBI (State Bureau of Identification) → FBI fingerprint check → Child Protection Registry → Sex Offender Registry → CHU (Child Health Unit) decision. Under HB 47, cleared staff are then enrolled in Rap-Back for ongoing monitoring.
What PTRS does: a full 24-state machine drives every background check from "Not Started" to "Fully Cleared — Rap-Back Enrolled." Dates are captured for each transition. Clearances expire at +5 years; the system emails staff and directors at 60/30/14 days.
DELACARE specifies required ratios per age group (e.g., 1:10 school-age). PTRS enforces the ratio at the moment of every check-in, using Room.MaxRatio stored in the database.
What PTRS does: live ratio banners on dashboards and kiosks, historical ratio snapshots for trend analysis, automatic violation alerts via SignalR.
Delaware's DEEDS portal and the 6-level Career Ladder track professional development for childcare staff. PTRS records CDA credentials, training hours, and position qualifications against DELACARE requirements.
CACFP is a USDA meal-reimbursement program with strict compliance requirements. Errors cost real money (missed reimbursement) and real trust (audit findings). PTRS treats every CACFP requirement as a structured data obligation.
USDA meal-pattern rules define required components by age group (grains, proteins, vegetables, fruit, milk). PTRS validates every logged meal against these rules before it's recorded. Violations are surfaced immediately with corrective guidance.
Participants are enrolled at the correct tier (Free / Reduced / Paid) via verified income applications — or by area-eligibility based on census tract. FPL thresholds are database-driven so annual updates don't require code changes.
PTRS records required non-discrimination statements, complaint procedures, public notice, and annual civil-rights training — the evidence package a federal reviewer will ask for.
Procurement records track country-of-origin on all food purchases. Non-compliant items are flagged with justification requirements, so audits find a defensible file.
At the end of each month, PTRS aggregates meal records into a monthly claim (tier × rate × count) and generates the DENARS submission package — formatted for Delaware's state portal.
Hot-holding / cold-holding temperatures and production-vs-served quantities are logged as structured data — with time-stamps and staff attribution for every entry.
Parental consent is captured and recorded before any personal data about a child is collected or shared. Portal interactions are scoped to authorized guardians only. The AI assistant never sees raw children's PII — every prompt is PII-tokenized first, and every response is PII-scanned before it's returned.
When PTRS holds education records (IEP/504 plans, academic notes), access is limited by role and tenant. The tamper-evident audit log records every view and edit.
Every record is stamped with an OrgId. A global EF Core query filter guarantees that any query — including AI-generated SQL — is automatically constrained to the caller's organization. No cross-tenant leakage, ever.
Before any text reaches the LLM, a tokenizer replaces names, SSNs, phones, DOBs, emails, and addresses with opaque placeholders. After the model responds, a leak scanner verifies nothing slipped through. Local Ollama inference is the default so data never leaves the organization's network.
Mandatory national-organization incident reporting, program pillar alignment (Academic Success / Good Character / Healthy Lifestyles), and outcome metrics are first-class entities.
Fire-marshal and health-department inspection records are captured alongside OCCL inspections with per-item check results and violation correction deadlines.
Vaccination records and expiry dates are tracked per member, with enrollment-readiness checks that prevent a child from being marked active without required documentation.
Every medication event is logged against a staff member holding the required OCCL medication-administration certification. Expired certs block administration.
Every entity change — who, what, when, before-value, after-value — is written to an audit log where each entry includes the hash of the previous. A verification endpoint proves the chain has not been altered.
A configurable catalog (CPR / First Aid / AED / incident-reporting / CACFP civil rights) is tracked per staff member with scoring and compliance thresholds.
Compliance isn't a once-a-year panic. In PTRS it's a living number you can see at any moment.
| Category | What it measures | Primary evidence |
|---|---|---|
| Staffing | Are all required positions covered by qualified staff? | Staff credentials + assignments |
| Safety | Ratios, Emergency Action Plans, incident timeliness | Attendance + incidents + EAPs |
| Health | Immunizations, medication cert coverage, care plans | Member health records + medication log |
| Facilities | License currency, inspection pass rate, capacity | Center licensing + inspection records |
| Training | CPR/First Aid coverage, required trainings completed | Credential + training catalog |
| Reporting | OCCL/BGCA notification timeliness | Incident deadline tracking |
| Other | Configurable org-specific rules | Tenant-scoped policy |
Weights for each category are configurable per organization. Alerts broadcast via SignalR the moment a category drops below its threshold, and the dashboard surfaces the specific records that caused the drop.