Getting started with OCRS

What OCRS is

OCRS is the Occupancy & Capacity Reporting System. Licensed residential providers record their licensed beds and their daily census in one place, and the state oversight agency sees current occupancy and available capacity across every organization and facility in its jurisdiction. Records are separated by organization in the database itself, so one organization can never read another's data.

The reporting hierarchy

Every record belongs somewhere in a three-level hierarchy. The State holds read-only oversight of a jurisdiction. An Organization owns one or more licensed facilities and its own users. A Facility is the licensed home where beds exist and where the census is submitted.

1. 1State — jurisdiction-wide oversight, read-only for census data
2. 2Organization — owns facilities, users and reporting responsibility
3. 3Facility — licensed beds, daily census, bed board

Requesting and activating access

Access is requested on the Request Access page and approved by an administrator. OCRS does not allow anonymous sign-up. Once approved you receive an email invitation, set a password, and — for administrative roles — enrol in multi-factor authentication before the account can be used.

1. 1Submit the access request for your organization
2. 2Wait for approval; you will be emailed an invitation
3. 3Set your password from the invitation link
4. 4Enrol multi-factor authentication if your role requires it
5. 5Sign in on the Organization Login page

First setup for a new organization

A new organization is usable once its facilities, licensed beds, users and reporting schedule are in place. Do these in order — licensed bed counts are what census submissions are validated against.

1. 1Add each licensed facility with its jurisdiction and service type
2. 2Enter the licensed bed count for every facility
3. 3Invite users and give each one a role and a facility or organization scope
4. 4Confirm the reporting schedule for each facility
5. 5Submit a first census to confirm the facility reports correctly

Note: A submitted census is permanent. Corrections are filed as a new submission for the same date, so both entries stay in the record.

Where to go next

Facility staff should read the Live Bed Board guide and the Census Reporting guide. Administrators should read Roles & Permissions. State users should read State Administrator Operations.