RPRAportal — the spec

A client portal for Ontario businesses registered under RPRA producer responsibility programs — Blue Box, batteries, hazardous waste, and related streams. Small compliance teams (2–10 people) connect their existing waste tracking data, run it against RPRA reporting requirements, and export submission-ready reports without rebuilding spreadsheets from scratch each year.

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Decisions locked

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The core loop

1. Import — User pulls in data from a waste tracking system via API, spreadsheet upload, or file attachment.
2. Check — The portal runs the imported data against the active RPRA compliance checklist and flags any gaps or missing fields.
3. Review — User inspects the auto-generated compliance report, corrects flagged issues, and saves a named version.
4. Audit — Every edit is written to the audit trail with a timestamp and user identity; prior versions remain accessible.
5. Export — User exports the finalised report as a PDF or in the required regulatory format and downloads it for submission to RPRA.

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v1 scope

Compliance checklist against RPRA requirements
A structured checklist mapped to current RPRA program rules (Blue Box, ITT/AV, batteries, etc.) that evaluates imported data and marks each requirement as met, incomplete, or not applicable. Lives on the Report Review screen.

Audit trail and version history
Every save, edit, and export is logged with a timestamp, user identifier, and diff summary. Users can restore any prior version. Lives on the Report History screen.

Export to PDF and regulatory formats
One-click export that produces a print-ready PDF and, where RPRA specifies a structured format (CSV, XML), a conforming file. Lives on the Report Review screen as a persistent action bar.

Data import from waste tracking systems
Accepts spreadsheet uploads (XLSX, CSV), file attachments, and external API connections to common waste tracking platforms. Imported records are mapped to RPRA data fields before the checklist runs. Lives on the Data Import screen.

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Deliberately later

• Auto-generated annual report templates — requires a stable, versioned template library; build after the checklist logic has been validated against at least one full reporting cycle.
• Multi-user role-based access control — small teams share a login in v1; RBAC adds meaningful value only once teams hit the boundary where segregation of duties matters for audit purposes.
• Deadline reminders and task assignments — notification infrastructure and task state add scope without changing the core loop; ship once users have proven the review-and-export cycle is their bottleneck.
• Real-time validation error flagging — inline validation on every field is a UX layer on top of the checklist; prioritise after the checklist rules themselves are confirmed accurate.

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Data model sketch

• users — id, name, email, password_hash, organisation_id, created_at
• organisations — id, name, rpra_registrant_id, program_types[], created_at
• import_jobs — id, organisation_id, source_type (api | xlsx | csv | file), status, raw_file_url, mapped_at, created_by
• waste_records — id, import_job_id, material_category, quantity, unit, reporting_period, raw_row
• compliance_reports — id, organisation_id, reporting_year, program_type, status (draft | finalised), current_version_id
• report_versions — id, compliance_report_id, version_number, snapshot_json, created_by, created_at
• checklist_results — id, report_version_id, requirement_code, status (met | incomplete | n_a), notes
• audit_events — id, organisation_id, user_id, entity_type, entity_id, action, diff_json, occurred_at

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Screens

• Dashboard — summary of active reporting periods, outstanding checklist gaps, and recent exports.
• Data Import — upload spreadsheets or files, configure API connections, and review field mapping before committing.
• Report Review — live compliance checklist alongside the generated report draft; export actions pinned to the action bar.
• Report History — versioned list of all saves and exports with restore controls and audit diffs.
• Settings — organisation profile, RPRA registrant ID, connected data sources, and API credentials.

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How to use this document

• Bring it into Mind Palace, where the guided platform and its AI coach pick up from exactly this document and build the portal with you step by step.
• Hand it to a developer as the complete v1 brief — scope, data model, and screen list are all here.
• Keep it as the single source of truth while you build, updating the "Decisions locked" table whenever a constraint changes so the whole team stays aligned.