Question 1

What is OCRS?

Accepted Answer

OCRS is the Occupancy & Capacity Reporting System. Licensed residential providers record their licensed beds and daily census in one place, and the state oversight agency sees current occupancy and available capacity across every organization and facility it licenses.

Question 2

Who uses OCRS?

Accepted Answer

State oversight administrators, organization administrators, provider administrators, facility managers, facility reporters who submit the daily census, and read-only auditors who need to review history without changing anything.

Question 3

How is information kept separate between organizations?

Accepted Answer

Every record belongs to a single organization and facility. Users only ever see the organizations and facilities they are assigned to, and the state oversight role sees the facilities inside its own jurisdiction. Separation is enforced by the database itself, not only by the screens.

Question 4

How does a facility report its census?

Accepted Answer

A facility manager or reporter opens the facility's bed board, records occupied, available and blocked beds for the reporting date, and submits. The submission is validated against the facility's licensed bed count before it is accepted.

Question 5

Can a submitted census be edited later?

Accepted Answer

Submitted census records are not editable in place. A correction is recorded as a new submission for that date, so the earlier figures and the correction both remain in the history with who entered them and when.

Question 6

What happens if a facility misses a day?

Accepted Answer

The facility shows as not reported for that date on the oversight dashboards, and the missing day stays visible in the reporting history. A day with zero occupancy is shown as reported with zero, which is different from a day with no report at all.

Question 7

How is a temporarily closed facility handled?

Accepted Answer

A facility can be marked inactive or archived. It stops being counted in current capacity totals and is no longer expected to report, while everything it previously submitted remains in the record.

Question 8

What can a state administrator see?

Accepted Answer

Current licensed beds, occupied beds, available beds and blocked beds, aggregated by organization and across the jurisdiction, together with which facilities have reported for the current period and which have not.

Question 9

Can capacity information be exported?

Accepted Answer

Yes. A state bed extract can be generated for a reporting period. Once generated the extract is locked, so the figures a decision was based on can always be reproduced exactly.

Question 10

Is there a record of who did what?

Accepted Answer

Yes. Sign-ins, submissions, changes to facilities and users, extract generation and administrative actions are written to an audit trail that cannot be edited or deleted from the application.

Question 11

How do people get accounts?

Accepted Answer

Accounts are requested through the access request form and approved by an administrator. There is no open self-service sign-up, and a new account has no access to data until a role and a facility or organization assignment are granted.

Question 12

Is multi-factor authentication required?

Accepted Answer

Multi-factor authentication is enforced for administrative access. Users in those roles must complete enrollment before they can reach the console.

Question 13

What does a read-only auditor account allow?

Accepted Answer

Reviewing dashboards, census history and reports within the assigned scope, with no ability to submit, change or delete anything.

Question 14

How long does onboarding take?

Accepted Answer

Onboarding is a guided sequence: the organization is created, facilities and licensed bed counts are entered, users are invited and assigned roles, and reporting begins. The pace depends on how many facilities are being enrolled.

Question 15

Can I see the platform before requesting access?

Accepted Answer

Yes. The product demonstration is available on the public site without signing in.

Questions about OCRS occupancy and capacity reporting

About the platform

Daily reporting

Oversight and reporting

Access and security

Getting started

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