The answer is in a spreadsheet where somebody wrote the date it was completed, and works out the expiry in their head. Thirty eight courses times nine staff is over three hundred sums nobody is doing.
For UK children’s home providers
Your staff files, out of the spreadsheets
Recruitment checks, training, supervisions, absence and the rota, in one place that tells you what has run out before an inspector does. Built from a real provider’s own paperwork, not from a guess at what the job involves.
The staff side only · Your care records stay where they are
_01_
The problem
None of it is hard. All of it is remembering.
“Whose first aid runs out next month?”
“Did that supervision actually happen?”
The matrix has a blank in March. Nobody can remember whether that was a missed session or the fortnight somebody was signed off, and the person who would know has left.
“Is this file complete?”
Schedule 2 is not ambiguous about what a staff file needs. Whether a particular file has all of it is a different question, and it usually gets asked for the first time by an inspector.
“Who has seen the new policy?”
It went out on WhatsApp. Some people replied with a thumbs up. That is not a record of who read it, and it is not evidence of anything.
_02_
What it holds
One record per person, and everything hangs off it
Recruitment files
The full Schedule 2 checklist, section by section, with what is outstanding on each person’s file. Someone who started before the file was complete is flagged as exactly that, rather than quietly passing.
Training matrix
Courses down, people across, mandatory and essential and additional. Every cell carries the date it was done and the date it runs out, coloured by whether it already has.
Supervisions
One to one, single subject, group, reflective practice and annual appraisal. Staff sign and comment in their own words, and no manager can edit what they wrote.
Absence
Paid and unpaid days, self certified or fit note, and whether a return to work conversation happened. Recorded absence stops sickness reading as a missed supervision.
Rota
A month at a time, your own shift codes, hours totalled per person and per day. Built as a draft nobody sees until you publish it, then released as provisional or confirmed.
Policies
Publish a version, and everyone is put back in the queue to read and agree it. Previous agreements stay on file as evidence of what was agreed and when.
And one part that is deliberately different
Disciplinary and safeguarding records, sealed
Allegations and disciplinary matters sit behind their own lock, readable by the Responsible Individual and nobody else. Not the manager, not a senior, not the person it concerns. That is enforced in the database rather than by hiding a menu, and there is a test that proves it on every change.
_03_
Where it stops
It does the staff side, and nothing else
Your care system does not move
Care planning, daily logs, the children’s records. Whatever you use for those keeps doing them, and nothing about it changes.
This is the staff half
The part that is still a folder of spreadsheets at most providers even where the care system is good: files, training, supervisions, absence, rota.
Nothing to migrate on day one
Your existing matrices go in as they are, spelled the way you spell them. Your shift codes stay your shift codes. Retyping a rota is not a change anybody agreed to.
If you already have this covered
Then you do not need it, and I would rather tell you that on a fifteen minute call than sell you a second system you will not open.
_04_
Where it came from
Built beside a Responsible Individual, from her real files
This was built alongside the Responsible Individual for two children’s homes, working from her actual documents rather than a description of them: her supervision matrix, her training matrix, her staff profile form, her hundred and sixteen point recruitment checklist, her rota with its forty two shift codes.
That matters more than it sounds. Every system I looked at first got the shape wrong in the same way, by inventing a tidy version of a job that is not tidy. Her supervision matrix is a calendar with leavers still on it, because whether somebody was supervised while they worked for you does not stop mattering when they go. Nothing I would have designed from scratch would have had that in it.
To be straight with you: Ordane Compliance is new and I am signing up the first providers now. There are no case studies on this page because there is nothing honest to put in them yet. What there is, is a working system I will show you on a call, and a founding rate for the people who come in early and tell me what is wrong with it.
_05_
Data protection
Staff records are the sensitive kind
DBS, recorded properly
Certificate number, dates and status. Never what a disclosure says. That is criminal offence data under Article 10 and it does not belong in a system every manager can open.
Separated at the database
One provider cannot reach another provider’s records, and it is the database that refuses rather than the screen choosing not to show it. Sixty one automated checks prove it on every change.
Staff see their own record
A support worker with a login sees their own file, the rota, and their own pay. Not a colleague’s wage, not a colleague’s health information, not a colleague’s file.
You own your data
Export everything, per person or whole organisation, in a form you can hand to an inspector. If you leave, you leave with it.
_06_
Who you are dealing with
You get me, not an account manager
I am Colby. I built this, I will show it to you, and I am the one who picks up when something is wrong with it. That is a genuine trade off against a company with a support desk, and you should weigh it.
What you get instead is somebody who will change the thing you asked about that week rather than putting it on a roadmap. Most of what is in here now exists because a Responsible Individual said the version I had built was wrong.
Ordane is founder led and deliberately small. If that matters either way, better you know now.
_07_
Reasonable questions
The things providers ask first
We already have a care system. Why would we run two?
You would not, for the same job. Clearcare and the rest hold the children’s records and do it well. This holds the staff side, which at most providers is still a folder of spreadsheets even where the care system is solid. If your staff compliance is genuinely handled already and people find it easy, you do not need this and I will say so.
How long does it take to set up?
Your training matrix, supervision matrix and staff list go in as they are. The recruitment checklist is already loaded with all hundred and sixteen points. Realistically you are looking at an afternoon, and I do most of it with you on a call rather than sending you a help article.
Can staff log in themselves?
Yes, and it is worth doing. They upload their own certificates, sign their supervisions and comment on them in their own words, agree policies, and see the rota so nobody is working off a screenshot from last week. A manager verifies anything a member of staff submits before it counts, because it is your name against the record at inspection.
What happens to our data if we stop using it?
You export it, per person or the whole organisation, and it is yours. No exit fee and no holding it hostage. I would rather you left with your records than stayed because leaving was painful.
Does it do care planning or daily logs?
No, and it is not going to. That is a different job, it is well served already, and building a worse version of what you have helps nobody.
What does it cost?
It is priced per home rather than per person, so taking on more support workers does not change your bill. What that comes to depends on how many homes you run, and there is a founding rate while I am building this out. I will give you the number on the call rather than make you work it out from a table that would not fit your setup anyway.
How new is this really?
New. It is built and working, the first providers are coming on now, and I am not going to dress that up with invented case studies. What I would say is that being early is why the founding rate exists and why the things you ask for get built.
_08_
Next step
Fifteen minutes and your own matrix on screen
Bring the spreadsheet you actually use. I will show you the same information in here and you can decide whether it is better. If it is not, that is a useful fifteen minutes for both of us.