A national digital compliance infrastructure connecting importers, laboratories, regulators, and customs authorities across Trinidad and Tobago's trade ecosystem.
The Product Registry System (PRS) is a national-level digital platform designed to manage product registration, compliance validation, and verification across Trinidad and Tobago's trade ecosystem. The system integrates with government infrastructure — including TTBizLink — to enforce regulatory compliance, enable real-time validation, and support data-driven decision-making. PRS is built to scale into a cornerstone of digital trade infrastructure, positioning Bowen360 Solutions as a leader in digital governance systems with regional and international expansion potential.
Establish a national product registration and compliance system
Integrate with TTBizLink for real-time trade validation
Enable regulatory enforcement of standards and policies
Provide end-to-end product traceability across the supply chain
Deliver analytics for policy and market intelligence
PRS is structured around eight core modules that collectively form a complete compliance and verification platform. Each module serves a distinct stakeholder group while sharing a unified data layer.
The following diagram traces the complete lifecycle of a product registration — from importer submission through customs validation and public verification.
The integration layer is the connective tissue between PRS and Trinidad and Tobago's national trade infrastructure. Real-time event processing ensures no regulated product enters the market undetected.
The compliance engine is the regulatory core of PRS — a rule-based evaluation system that produces deterministic outcomes for every product submission.
Energy Efficiency
Standards compliance checks against applicable TTBS specifications
Refrigerant Tracking
HFC classification and Kigali Amendment alignment monitoring
Product Standards
TTBS and CROSQ specification enforcement
Documentation
Certificate, labelling, and supporting document verification
Granular RBAC across all portals; portal-scoped permissions per user role
Information security management aligned to international standards
Data encrypted in transit (TLS 1.3) and at rest (AES-256)
Immutable audit trail for all regulatory decisions and data changes
The system's modular architecture, open-source alignment, and standards-based API design ensure it can evolve beyond Trinidad and Tobago into a replicable model for regional trade compliance infrastructure across CARICOM member states.
Payments are structured on a milestone basis, tied directly to the five project deliverables. Each payment is due within 14 days of written client acceptance of the corresponding deliverable. Late payments attract interest of 1.5% per month.
| # | Phase | Deliverable | Due Date | Amount (TTD) | % | Status |
|---|---|---|---|---|---|---|
| M1 |
Phase 1 Foundation |
D1
TOR-Aligned System Architecture Database schema, RLS framework, environment provisioning |
4 May 2026 | $10,500 | 15% | ✓ Completed |
| M2 |
Phase 2 Core Modules |
D2
Functional Prototype Applicant Portal, Laboratory Portal, Compliance Engine |
30 Jun 2026 | $14,000 | 20% | ✓ Completed |
| M3 |
Phase 3 Integration |
D3
Integration Layer TTBizLink connector, Customs, CROSQ, event processing engine |
31 Jul 2026 | $17,500 | 25% | Pending |
| M4 |
Phase 4 Regulatory & Analytics |
D4
Compliance Engine + Regulator Portal Analytics dashboards, Admin governance panel |
31 Aug 2026 | $14,000 | 20% | Pending |
| M5 |
Phase 5 Deployment & Scale |
D5
Full Deployment System Pilot launch, training, documentation, national rollout |
30 Sep 2026 | $14,000 | 20% | Pending |
| TOTAL CONTRACT | 5 deliverables · 5 phases · May – September 2026 | 14 days from acceptance | TT$70,000 | 100% | ||
Payment Terms: Each milestone payment is due within 14 days of written client acceptance of the corresponding deliverable. Late payments attract interest of 1.5% per month. All amounts are in Trinidad and Tobago Dollars (TTD). Phase 3 carries the highest weighting (25%) in recognition of the technical complexity of the TTBizLink, Customs, and CROSQ integration work.
The System Architecture Design Documents define the technical structure, operating model, and major platform components being implemented for the Product Registration System (PRS). This documentation establishes how the PRS platform will operate, how each user group will interact with the system, and how information will move between the Manufacturer Portal, Laboratory Portal, TTBS Administrative Dashboard, Registry Records, Market Verification, Laboratory Reports, and Compliance Engine.
The PRS architecture will support a secure, scalable, and regulatory-grade digital platform that enables TTBS to manage product registrations, laboratory submissions, accreditation records, verification workflows, compliance reviews, and official registry publishing through a centralized system.
The PRS platform will be implemented as a multi-portal web-based application. Each portal will serve a defined user group while operating through a centralized backend, database, authentication layer, role-based access control structure, and workflow engine.
+-------------------------------------------------------------+
| PRS Platform |
| Product Registration System for TTBS |
+-------------------------------------------------------------+
+-------------------+ +-------------------+
| Manufacturer | | Laboratory |
| Portal | | Portal |
+---------+---------+ +---------+---------+
| |
v v
+-------------------------------------------------+
| PRS Application Services Layer |
|-------------------------------------------------|
| Product Registration Workflows |
| Laboratory Report Submission |
| Accreditation Verification |
| Compliance Engine |
| Registry Publishing |
| Market Verification |
| Notifications / Status Updates |
| Secure Document Handling |
+-------------------------+-----------------------+
|
v
+-------------------------------------------------+
| Authentication & Access Control |
|-------------------------------------------------|
| Role-Based Permissions |
| User Account Management |
| Session Security |
| Audit Logging |
| Organization-Based Access Rules |
+-------------------------+-----------------------+
|
v
+-------------------------------------------------+
| Central PRS Database |
|-------------------------------------------------|
| Manufacturers · Products · Laboratory Reports |
| Accreditation Records · Compliance Actions |
| Registry Records · Market Verification Records |
| User Accounts · User Activity Logs |
+-------------------------+-----------------------+
|
v
+-------------------------------------------------+
| Reporting & Administration |
|-------------------------------------------------|
| TTBS Dashboard · Review Queues |
| Compliance Monitoring · Registry Management |
| Audit Reports · Administrative Controls |
+-------------------------------------------------+
The PRS platform will be organized into functional modules supporting each regulatory and operational process.
| Module | Delivery Function |
|---|---|
| Manufacturer Portal | Provides manufacturers and authorized representatives with access to register products, upload supporting documents, track registration status, and respond to TTBS clarification requests. |
| Laboratory Portal | Provides approved laboratories with access to submit laboratory reports, manage accreditation information, link reports to registered products, and respond to TTBS report-related queries. |
| TTBS Administrative Dashboard | Provides TTBS officers and administrators with tools to review submissions, manage approvals, verify laboratory records, oversee compliance actions, and manage official registry records. |
| Laboratory Reports Module | Centralizes laboratory reports submitted through the platform and provides TTBS with review, verification, approval, rejection, and clarification workflows. |
| Accreditation Records Module | Stores laboratory accreditation information, validity periods, certification references, supporting documents, and related laboratory credentials. |
| Registry Records Module | Maintains official product registration records and supports the publishing and management of approved products within the PRS registry. |
| Market Verification Module | Allows TTBS officers to record market surveillance activity, verify products found in the market, and compare product information against official registry records. |
| Compliance Engine | Supports compliance screening, rule-based checks, non-compliance flags, enforcement tracking, and corrective action workflows. |
| User Management Module | Controls user accounts, user roles, access permissions, organization assignments, and account status. |
| Audit Trail Module | Records system actions, approvals, rejections, document uploads, status changes, review decisions, and administrative activity. |
| Reporting Module | Provides TTBS with operational reporting on registrations, laboratory reports, compliance actions, registry activity, and processing timelines. |
Manufacturer submits product registration
|
v
PRS validates required application information
|
v
TTBS receives application in administrative review queue
|
v
Laboratory report is submitted, uploaded, or linked
|
v
TTBS verifies laboratory report and accreditation details
|
v
Compliance Engine performs requirement and status checks
|
v
TTBS officer approves, rejects, or requests clarification
|
v
Approved product is added to Registry Records
|
v
Market Verification compares field products against registry records
|
v
Compliance actions are created where non-compliance is identified
Login → Manufacturer Dashboard | +--> Register New Product +--> Complete Product Registration Forms +--> Upload Supporting Documents +--> Link Laboratory Report +--> Submit Application to TTBS +--> Track Application Status +--> Respond to Clarification Requests +--> View Approved Registry Records
Login → Laboratory Dashboard | +--> Manage Laboratory Profile +--> Upload Accreditation Records +--> Submit Laboratory Report +--> Link Report to Manufacturer / Product +--> Track Report Review Status +--> Respond to TTBS Queries +--> View Report Submission History
TTBS Officer Login → Administrative Dashboard | +--> Review Manufacturer Applications +--> Review Laboratory Reports +--> Verify Accreditation Records +--> Run Compliance Review +--> Approve / Reject / Request Clarification +--> Publish Registry Record +--> Manage Market Verification Cases +--> Track Compliance Actions +--> Generate Reports +--> Manage Users and Roles
Program Manager Login → Program Manager Dashboard | +--> View Cross-Portal Workload Summary +--> Monitor Manufacturer Application Progress +--> Monitor Laboratory Report Turnaround +--> Track Customs Validation Activity +--> Review Compliance and Registry Status +--> Assign / Reassign TTBS Officers +--> Escalate Delayed or High-Risk Cases +--> Generate Management Reports
Customs Officer Login → Customs Validation Dashboard | +--> Search Product Registration Status +--> Validate Registry Number / QR Code +--> Confirm Product Approval and Validity Period +--> View Importer / Manufacturer Link +--> Flag Unregistered or Expired Products +--> Submit Customs Verification Notes +--> Trigger Compliance Review When Required
| Role | Platform Access |
|---|---|
| Manufacturer User | Accesses the Manufacturer Portal to register products, upload documents, view application status, and respond to TTBS requests for their organization. |
| Laboratory User | Accesses the Laboratory Portal to submit laboratory reports, manage accreditation records, and respond to TTBS report-related queries. |
| TTBS Reviewer | Accesses review queues for manufacturer applications, laboratory reports, uploaded documents, and registration submissions. |
| TTBS Compliance Officer | Accesses compliance flags, market verification records, corrective actions, enforcement workflows, and compliance history. |
| TTBS Registry Officer | Manages approved registry records, registry status updates, and publishing of product registration information. |
| Program Manager | Accesses the Program Manager Portal to monitor cross-portal workload, review operational performance, track escalations, view compliance and registry status, and generate management reports across PRS workflows. |
| Customs Officer | Accesses the Customs Portal to validate product registration status, confirm registry records, verify import-related product information, and flag unmatched, expired, suspended, revoked, or non-compliant products for TTBS review. |
| TTBS Administrator | Manages platform users, roles, permissions, system records, workflows, dashboards, and administrative settings. |
| Super Administrator | Manages platform-level configuration, security controls, organization-wide settings, and full-system administrative access. |
+------------------+ +------------------+ +------------------+
| Manufacturer | | Laboratory | | Customs |
| Portal | | Portal | | Portal |
+--------+---------+ +--------+---------+ +--------+---------+
| | |
| Product Application | Lab Report Submission | Registry / QR Validation
| Supporting Documents | Accreditation Records | Import Status Checks
| | |
v v v
+-----------------------------------------------------------------------------+
| PRS Central Workflow |
| Application Review · Report Verification · Accreditation Check |
| Registry Matching · Customs Validation · Compliance Screening |
| Document Management · Notifications · Audit Logging |
+----------------------+----------------------+-------------------------------+
| |
v v
+------------------------------------------------+ +------------------------------+
| TTBS Administrative Dashboard | | Program Manager Portal |
| Officer Review · Approval / Rejection | | Cross-Portal Oversight |
| Clarification Requests · Registry Approval | | Escalations · Assignments |
| Market Verification · Compliance Decisions | | Reports · Operational KPIs |
+----------------------+-------------------------+ +---------------+--------------+
| |
v v
+------------------------------------------------+ +------------------------------+
| Registry Records |<----->| Compliance Engine |
| Approved Products · Registration Status | | Flags · Actions · Escalation |
| Validity Period · Manufacturer Details | | Customs-Triggered Reviews |
| Linked Laboratory Evidence · Compliance Status| | Corrective Action Tracking |
+------------------------------------------------+ +------------------------------+
| Environment | Purpose |
|---|---|
| Development | Feature development, internal testing, technical configuration, and development-stage validation. |
| Staging / UAT | Client review, quality assurance, workflow validation, security testing, and user acceptance testing. |
| Production | Live PRS platform used by TTBS, manufacturers, laboratories, and authorized users. |
| Expansion Area | Platform Provision |
|---|---|
| Additional Product Categories | Configurable product records and category-specific requirements. |
| Advanced Compliance Rules | Additional rule checks, automated flags, and category-specific compliance logic. |
| Public Registry Search | Future public-facing registry search functionality. |
| Payment Processing | Application fees, renewal fees, certification fees, or other payment workflows. |
| Digital Certificates | Generation of official registration certificates and approval documents. |
| Notifications | Workflows for submissions, clarifications, approvals, rejections, expiry alerts, and compliance actions. |
| Analytics Dashboard | Registration volumes, processing timelines, laboratory activity, compliance actions, and market verification outcomes. |
| Third-Party Integrations | Accreditation bodies, customs systems, or government platforms. |
| API Access | Secure API access for approved systems and authorized stakeholders. |
+-------------------------------------------------------------+ | PRS / TTBS Administrative Dashboard | +----------------------+--------------------------------------+ | Sidebar Navigation | Main Workspace | |----------------------|--------------------------------------| | Dashboard | Summary Cards | | Manufacturer Records | Review Queues | | Laboratory Reports | Recent Activity | | Accreditation | Compliance Alerts | | Market Verification | Pending Approvals | | Registry Records | Registry Status | | Compliance Engine | Officer Actions | | Users & Roles | Reports / Exports | | Settings | Administrative Controls | +----------------------+--------------------------------------+
+-------------------------------------------------------------+ | PRS Program Manager Portal | +----------------------+--------------------------------------+ | Sidebar Navigation | Main Workspace | |----------------------|--------------------------------------| | Program Dashboard | Cross-Portal Summary Cards | | Application Pipeline | Processing Timelines | | Review Workload | Officer Assignment Overview | | Laboratory Activity | Report Turnaround Metrics | | Customs Activity | Registry Validation Activity | | Compliance Overview | High-Risk and Escalated Cases | | Registry Status | Active / Expired / Suspended Records | | Reports | Management Reports / Exports | | Escalations | Delayed and Priority Case Tracking | +----------------------+--------------------------------------+
+-------------------------------------------------------------+ | PRS Customs Portal | +----------------------+--------------------------------------+ | Sidebar Navigation | Main Workspace | |----------------------|--------------------------------------| | Dashboard | Customs Validation Summary | | Product Lookup | Registry Number / QR Code Search | | Import Validation | Approved Product Status Checks | | Flagged Products | Unmatched / Expired / Suspended Items| | Verification History | Previous Customs Validation Records | | Compliance Referrals | Items Sent to TTBS for Review | | Account Settings | Customs User Profile | +----------------------+--------------------------------------+
+-------------------------------------------------------------+ | PRS Manufacturer Portal | +----------------------+--------------------------------------+ | Sidebar Navigation | Main Workspace | |----------------------|--------------------------------------| | Dashboard | Application Summary | | Register Product | Product Registration Forms | | My Products | Product Status | | Documents | Required Uploads | | Laboratory Reports | Linked Lab Reports | | Clarification Requests | TTBS Feedback | | Registry Status | Approved Records | | Account Settings | Organization Profile | +----------------------+--------------------------------------+
+-------------------------------------------------------------+ | PRS Laboratory Portal | +----------------------+--------------------------------------+ | Sidebar Navigation | Main Workspace | |----------------------|--------------------------------------| | Dashboard | Report Submission Summary | | Submit Report | Laboratory Report Form | | My Reports | Report Review Status | | Accreditation | Accreditation Documents | | Linked Products | Manufacturer/Product References | | TTBS Queries | Clarification Requests | | Account Settings | Laboratory Profile | +----------------------+--------------------------------------+
The PRS platform will be delivered as a secure, modular, and scalable regulatory management system for TTBS. The system architecture supports multiple user portals, centralized data management, role-based security, structured workflows, registry publishing, laboratory verification, accreditation tracking, market verification, compliance monitoring, audit logging, document management, and administrative reporting.
This architecture provides TTBS with the digital foundation required to manage product registration, improve processing transparency, strengthen regulatory oversight, maintain accurate registry records, and support future expansion of the platform.
The Database Design and Data Models documentation defines how PRS data will be structured, stored, linked, secured, and managed across the Product Registration System. The PRS database will support core regulatory workflows including manufacturer registration, product registration, laboratory report submission, accreditation tracking, TTBS review, registry publishing, market verification, compliance actions, audit logging, user access control, and administrative reporting.
The database will be implemented as a centralized data layer supporting multiple user portals while maintaining controlled access, data integrity, traceability, and secure record management.
The PRS database is structured around the main operational records required by TTBS to manage product registration and compliance workflows.
+-------------------------------------------------------------+ | Central PRS Database | +-------------------------------------------------------------+ | | | +------------------+ +-----------------------------+ | | | Users & Roles | | Organizations | | | | User Accounts | | Manufacturers | | | | Role Assignments | | Laboratories | | | | Permissions | | TTBS Internal Units | | | +--------+---------+ +-------------+---------------+ | | | | | | v v | | +-------------------------------------------------------+ | | | Product Registration Records | | | | Product Applications · Product Details | | | | Supporting Documents · Submission Status | | | +----------------------+--------------------------------+ | | | | | v | | +-------------------------------------------------------+ | | | Verification & Review Records | | | | Laboratory Reports · Accreditation Records | | | | TTBS Review Decisions · Clarification Requests | | | | Compliance Checks | | | +----------------------+--------------------------------+ | | | | | v | | +-------------------------------------------------------+ | | | Regulatory Output Records | | | | Registry Records · Market Verification Records | | | | Compliance Actions · Certificates / Approvals | | | +----------------------+--------------------------------+ | | | | | v | | +-------------------------------------------------------+ | | | Audit, Reporting & System Logs | | | | Audit Logs · Activity History · Notifications | | | | Reports / Export Tracking | | | +-------------------------------------------------------+ | +-------------------------------------------------------------+
| Data Model Group | Purpose |
|---|---|
| Identity and Access Data | User accounts, roles, permissions, login access, and organization-level access controls. |
| Organization Data | Manufacturer, laboratory, and TTBS internal organization records. |
| Product Registration Data | Product applications, product details, registration status, and submitted product information. |
| Document Data | Uploaded documents, file references, document categories, and document review status. |
| Laboratory Data | Laboratory reports, test results references, report status, and laboratory-to-product relationships. |
| Accreditation Data | Laboratory accreditation details, certificates, validity dates, and accreditation review status. |
| Review Workflow Data | TTBS review decisions, clarification requests, approval history, rejection notes, and assigned reviewers. |
| Registry Data | Approved product records, registration numbers, validity periods, and registry publishing status. |
| Market Verification Data | Market surveillance records, product verification results, and registry comparison outcomes. |
| Compliance Data | Compliance flags, checks, corrective actions, enforcement actions, and resolution status. |
| Audit and Reporting Data | System activity, user actions, status changes, review logs, and reporting records. |
| Entity | Description |
|---|---|
| Users | System users across Manufacturer, Laboratory, TTBS, Administrator, and Super Administrator access levels. |
| Roles | Platform roles used to control module access and permissions. |
| Organizations | Organization records for manufacturers, laboratories, and TTBS internal units. |
| Manufacturers | Manufacturer-specific business records and regulatory profile details. |
| Laboratories | Laboratory-specific business records and laboratory profile details. |
| Products | Product details submitted for registration. |
| Product Applications | Registration applications submitted by manufacturers. |
| Documents | Uploaded supporting documents and file references. |
| Laboratory Reports | Laboratory report submissions and report review status. |
| Accreditation Records | Laboratory accreditation information and validity status. |
| Review Decisions | TTBS review decisions, review notes, and approval/rejection outcomes. |
| Clarification Requests | Requests from TTBS to manufacturers or laboratories for additional information. |
| Registry Records | Official approved product registration records. |
| Market Verification Records | Field verification and market surveillance records. |
| Compliance Checks | Automated or manual compliance screening results. |
| Compliance Actions | Corrective actions, enforcement actions, and compliance case tracking records. |
| Audit Logs | System activity, user actions, status changes, and administrative events. |
| Notifications | System notifications, status alerts, and user-facing messages. |
+------------------+ +------------------+
| Organizations | | Users |
| organization_id |<----->| user_id |
| organization_type| | organization_id |
| legal_name | | role_id |
| status | | email |
+--------+---------+ +---------+--------+
| |
v v
| +------------------+
| | Roles |
| | role_id |
| | role_name |
| | permissions |
| +------------------+
v
+------------------+ +----------------------+
| Manufacturers | | Laboratories |
| manufacturer_id | | laboratory_id |
| organization_id | | organization_id |
| registration_no | | accreditation_status |
+--------+---------+ +----------+-----------+
| |
v v
+----------------------+ +----------------------+
| Product Applications | | Accreditation Records|
| application_id | | accreditation_id |
| manufacturer_id | | laboratory_id |
| product_id | | valid_from / valid_to|
| status | | accrediting_body |
+----------+-----------+ +----------+-----------+
|
v
+------------------+
| Products |
| product_id |
| manufacturer_id |
| product_name |
| category / brand |
+--------+---------+
|
v
+----------------------+
| Laboratory Reports |
| report_id |
| product_id |
| laboratory_id |
| report_status |
+----------+-----------+
|
v
+----------------------+
| Review Decisions |
| review_id |
| application_id |
| reviewer_user_id |
| decision |
+----------+-----------+
|
v
+----------------------+ +----------------------+
| Registry Records |<----->| Compliance Actions |
| registry_id | | compliance_action_id |
| product_id | | registry_id |
| registration_number | | action_type / status |
| registry_status | +----------------------+
+----------+-----------+
|
v
+----------------------+
| Market Verification |
| verification_id |
| registry_id |
| product_id |
| verification_status |
+----------------------+
| Field | Description |
|---|---|
| user_id | Unique system identifier for the user. |
| organization_id | Links the user to a manufacturer, laboratory, or TTBS organization. |
| role_id | Links the user to an assigned platform role. |
| first_name / last_name | User's name fields. |
| User's login email address. | |
| phone | User's contact number. |
| account_status | Active, inactive, suspended, or pending verification. |
| last_login_at | Most recent login timestamp. |
| created_at / updated_at | Record timestamps. |
| Field | Description |
|---|---|
| role_id | Unique system identifier for the role. |
| role_name | Name of the platform role. |
| role_type | Manufacturer, Laboratory, TTBS, Administrator, or Super Administrator. |
| permissions | Permission configuration for the role. |
| status | Active or inactive. |
User Account → Assigned Role → Permission Set
|
+-------------------------+-------------------------+
| | | | |
View Create Submit Approve/ Manage
Records Records Applications Reject Users
| | | | |
+-----+-----+-----------+-----------+--------------+
|
v
Authorized Platform Modules Only
| Field | Description |
|---|---|
| organization_id | Unique system identifier. |
| organization_type | Manufacturer, Laboratory, TTBS, or Other. |
| legal_name | Registered legal name. |
| trading_name | Trading or operating name. |
| registration_number | Business registration or official reference number. |
| tax_identifier | Tax or national registration reference, where applicable. |
| country / address | Country of registration and business address. |
| primary_contact_name / email / phone | Main contact details. |
| organization_status | Active, pending, suspended, inactive, or archived. |
| Field | Description |
|---|---|
| manufacturer_id | Unique system identifier for the manufacturer profile. |
| organization_id | Links to the organization record. |
| manufacturer_type | Local manufacturer, importer, distributor, representative, or other authorized party. |
| ttbs_reference_number | TTBS-assigned manufacturer reference number. |
| registration_status | Pending, approved, suspended, rejected, or archived. |
| Field | Description |
|---|---|
| laboratory_id | Unique system identifier for the laboratory profile. |
| organization_id | Links to the organization record. |
| laboratory_type | Local, foreign, accredited, or recognized laboratory. |
| accreditation_status | Valid, expired, pending, suspended, or not verified. |
| ttbs_reference_number | TTBS-assigned laboratory reference number. |
| Field | Description |
|---|---|
| product_id | Unique system identifier for the product. |
| manufacturer_id | Links the product to the submitting manufacturer. |
| product_name / brand_name | Product and brand/trade name. |
| product_category | Product category or regulated product type. |
| model_number | Model number, SKU, batch reference, or product identifier. |
| country_of_origin | Country where the product is manufactured or sourced. |
| product_status | Draft, submitted, under review, approved, rejected, expired, suspended, or archived. |
| Field | Description |
|---|---|
| application_id | Unique system identifier for the application. |
| product_id / manufacturer_id | Links to product and manufacturer records. |
| application_type | New registration, renewal, amendment, or re-submission. |
| submission_status | Draft, submitted, under review, clarification requested, approved, rejected, withdrawn, or archived. |
| submitted_by_user_id | User who submitted the application. |
| assigned_reviewer_id | TTBS officer assigned to review. |
| decision_status | Pending, approved, rejected, or returned for clarification. |
| decision_at / decision_by_user_id | Decision timestamp and TTBS user who decided. |
Draft → Submitted → Under TTBS Review
|
+---------------+---------------+
| | |
Clarification Approved Rejected
Requested |
| Registry Record
v Created
Response
Submitted
|
Under TTBS Review (continues)
| Field | Description |
|---|---|
| document_id | Unique system identifier. |
| related_entity_type | Product application, lab report, accreditation record, compliance action, market verification, or organization. |
| related_entity_id | Identifier of the related record. |
| uploaded_by_user_id | User who uploaded the document. |
| document_type | Report, certificate, application support, accreditation evidence, compliance evidence, or other. |
| file_name / file_path | Original file name and secure storage path. |
| file_mime_type / file_size | File type and size. |
| document_status | Uploaded, under review, accepted, rejected, expired, or archived. |
| review_notes | TTBS review notes, where applicable. |
| Field | Description |
|---|---|
| report_id | Unique system identifier for the laboratory report. |
| laboratory_id / product_id / application_id | Links to laboratory, product, and application records. |
| report_reference_number | Laboratory-issued report number or reference. |
| report_date / test_standard | Report date and applicable standard or test method. |
| result_summary | Summary of test result or finding. |
| report_status | Draft, submitted, under review, accepted, rejected, clarification requested, or archived. |
| submitted_by_user_id / submitted_at | Submitting lab user and timestamp. |
| reviewed_by_user_id / reviewed_at | TTBS reviewer and timestamp. |
Draft → Submitted by Laboratory → Received by TTBS
|
Under Report Review
|
+-----------------+-----------+
| |
Clarification Accepted / Rejected
Requested
|
Lab Response Submitted
|
Under Report Review (continues)
| Field | Description |
|---|---|
| accreditation_id | Unique system identifier. |
| laboratory_id | Links to the laboratory. |
| accrediting_body | Name of the accrediting body. |
| accreditation_number | Accreditation certificate or reference number. |
| accreditation_scope | Scope of accreditation. |
| valid_from / valid_to | Accreditation start and expiry dates. |
| accreditation_status | Pending review, valid, expired, rejected, suspended, or archived. |
| supporting_document_id | Links to supporting accreditation document. |
| reviewed_by_user_id / reviewed_at | TTBS reviewer and timestamp. |
| Field | Description |
|---|---|
| review_id | Unique system identifier for the review decision. |
| related_entity_type | Product application, lab report, accreditation record, registry record, or compliance action. |
| related_entity_id | Identifier of the related record. |
| reviewer_user_id | TTBS user who performed the review. |
| decision | Approved, rejected, returned for clarification, escalated, or archived. |
| decision_notes | Review notes or decision reason. |
| decision_at | Decision timestamp. |
| Field | Description |
|---|---|
| clarification_id | Unique system identifier. |
| related_entity_type / related_entity_id | Linked record type and identifier. |
| requested_by_user_id | TTBS user who issued the request. |
| assigned_to_user_id | Manufacturer or laboratory user expected to respond. |
| request_message / response_message | Details requested and the submitted response. |
| clarification_status | Open, response submitted, under review, closed, or cancelled. |
| requested_at / responded_at / closed_at | Key timestamps. |
Record Submitted → Assigned to TTBS Reviewer → Review Performed
|
+--------------------+----------+
| | |
Approved Rejected Clarification
Requested
|
Response Submitted
|
Review Continued
| Field | Description |
|---|---|
| registry_id | Unique system identifier for the registry record. |
| application_id / product_id / manufacturer_id | Links to approved application, product, and manufacturer. |
| registration_number | Official PRS registration number. |
| registry_status | Active, expired, suspended, revoked, archived, or draft. |
| approval_date | Date of TTBS approval. |
| valid_from / valid_to | Registration validity start and expiry dates. |
| published_status | Internal only, published, unpublished, or pending publication. |
| approved_by_user_id | TTBS officer or administrator who approved the record. |
Application Approved
|
v
Registry Record Created → Registration Number Assigned
|
v
Validity Period Applied → Registry Status Set
|
v
Available for TTBS Use → Future Public Registry Publishing
| Field | Description |
|---|---|
| verification_id | Unique system identifier for the verification record. |
| registry_id / product_id | Links to registry and product records where matched. |
| verification_reference | TTBS verification or inspection reference number. |
| location_name / location_address | Market, store, or inspection location details. |
| product_observed_name / product_observed_brand | Product and brand observed in the market. |
| verification_status | Matched, unmatched, expired registration, suspected non-compliance, cleared, or escalated. |
| inspection_notes | Notes recorded by TTBS officer. |
| inspected_by_user_id / inspected_at | Officer and timestamp. |
TTBS Officer Records Product Found in Market
|
v
System Searches Registry Records → Product Match Check
|
+-------+--------+
| |
Matched Not Matched
| |
Verify Status Flag for Review
| |
Cleared / Action Compliance Action Created
| Field | Description |
|---|---|
| compliance_check_id | Unique system identifier. |
| related_entity_type / related_entity_id | Linked record type and identifier. |
| check_type | Required document check, accreditation validity, registry status, expiry, market verification, or manual review. |
| check_result | Passed, failed, warning, pending, or not applicable. |
| check_notes / checked_by / checked_at | Details, actor (system or TTBS user), and timestamp. |
| Field | Description |
|---|---|
| compliance_action_id | Unique system identifier. |
| related_entity_type / related_entity_id | Registry record, product, manufacturer, lab report, market verification, or organization. |
| action_type | Warning, corrective action, suspension, revocation, investigation, market withdrawal, or enforcement referral. |
| action_status | Open, assigned, in progress, pending response, resolved, closed, or escalated. |
| severity_level | Low, medium, high, or critical. |
| assigned_officer_id | TTBS officer assigned to the action. |
| required_response / due_date | Required corrective action and deadline. |
| resolution_notes / closed_at | Resolution notes and closure timestamp. |
Compliance Issue Identified → Check Recorded → Action Created
|
Assigned to TTBS Officer
|
Response / Correction Requested
|
Response Reviewed
|
+--------------------+----------+
| | |
Resolved Escalated Enforcement
| Action
Registry Status
Updated
Every major action within the platform will be recorded — submissions, approvals, rejections, uploads, status changes, login events, role changes, registry updates, and compliance actions.
| Field | Description |
|---|---|
| audit_log_id | Unique system identifier for the audit log entry. |
| user_id / organization_id | User and organization associated with the action. |
| action_type | Login, create, update, submit, approve, reject, upload, delete, export, or status change. |
| entity_type / entity_id | Type and identifier of the record affected. |
| previous_value / new_value | Before and after values where applicable. |
| ip_address / user_agent | IP and browser/device info where available. |
| action_timestamp | Timestamp of the action. |
| Field | Description |
|---|---|
| notification_id | Unique system identifier. |
| recipient_user_id / organization_id | Receiving user and organization. |
| notification_type | Submission update, clarification request, approval, rejection, expiry alert, compliance alert, or system message. |
| title / message | Notification title and body message. |
| related_entity_type / related_entity_id | Linked record type and identifier. |
| read_status | Unread or read. |
| sent_at / read_at | Sent and read timestamps. |
| Record Type | Ownership Rule |
|---|---|
| Manufacturer Records | Owned by the manufacturer organization; accessible to authorized TTBS users. |
| Product Applications | Owned by the submitting manufacturer; accessible to authorized TTBS reviewers and administrators. |
| Laboratory Reports | Owned by the submitting laboratory; accessible to authorized TTBS users and linked manufacturers where applicable. |
| Accreditation Records | Owned by the laboratory; accessible to authorized TTBS users. |
| Registry Records | Managed by TTBS; linked to approved products and manufacturers. |
| Market Verification Records | Created and managed by TTBS. |
| Compliance Actions | Created and managed by TTBS; linked to relevant manufacturers, laboratories, products, or registry records. |
| Audit Logs | Managed by the system; accessible only to authorized TTBS administrators or super administrators. |
User Request → Authentication Check → Role Permission Check
|
Organization Ownership Check
|
Record-Level Access Check
|
Authorized Action Allowed or Denied
| Reporting Area | Data Source |
|---|---|
| Product Registration Volumes | Products and Product Applications |
| Application Processing Timelines | Product Applications and Review Decisions |
| Laboratory Report Activity | Laboratory Reports |
| Accreditation Status | Accreditation Records |
| Registry Status | Registry Records |
| Market Verification Outcomes | Market Verification Records |
| Compliance Cases | Compliance Checks and Compliance Actions |
| User Activity | Audit Logs |
| Clarification Requests | Clarification Requests |
| Document Submission Activity | Documents |
| Approval and Rejection Trends | Review Decisions |
The PRS database will be implemented as a centralized, relational data structure that supports secure, traceable, and scalable management of TTBS product registration workflows. The design supports all stakeholder groups — manufacturers, laboratories, TTBS reviewers, compliance officers, registry officers, administrators, and super administrators — through structured records, controlled relationships, role-based access, and full audit traceability.
The User Interface Designs and Wireframes documentation defines the visual structure, user flows, screen layouts, navigation model, and interaction patterns being implemented for the PRS platform. The interface will support a professional, regulatory-grade experience for manufacturers, laboratories, TTBS officers, compliance personnel, registry officers, and administrators — with clear navigation, structured workflows, dashboard visibility, controlled form submissions, review queues, registry management, compliance actions, and audit-ready user activity.
| Design Principle | Delivery Requirement |
|---|---|
| Regulatory-Grade Presentation | Clean, professional, structured layout suitable for government and regulatory workflows. |
| Role-Based User Experience | Each user only sees the screens, menus, actions, and records assigned to their role. |
| Clear Workflow Visibility | Users can understand the status of applications, reports, registry records, and compliance actions at a glance. |
| Dashboard-Driven Navigation | Each portal opens with a dashboard summarizing the user's key actions and pending items. |
| Form-Based Submission | Product registrations, lab reports, accreditation records, and compliance responses use structured forms. |
| Review Queue Management | TTBS officers access submissions through filterable review queues with statuses and action buttons. |
| Traceable Actions | Approvals, rejections, clarifications, and updates are visible through status indicators and activity history. |
| Consistent Layout System | Cards, tables, forms, badges, tabs, and side navigation remain consistent across the platform. |
| Responsive Access | Desktop-first with responsive behavior for smaller screens where applicable. |
All major portals share a common application shell providing consistent navigation, branding, user account access, notifications, and workspace layout.
+----------------------------------------------------------------------------+ | PRS / TTBS Platform User | Notifications| +----------------------------+-----------------------------------------------+ | Sidebar Navigation | Main Workspace | |----------------------------|-----------------------------------------------| | Dashboard | Page Header | | Applications / Records | Summary Cards | | Laboratory Reports | Primary Content Area | | Registry Records | Tables / Forms / Review Panels | | Compliance Engine | Status Indicators | | Market Verification | Action Buttons | | Reports | Activity History | | Users & Roles | | | Settings | | +----------------------------+-----------------------------------------------+
Provides officers and administrators with a centralized view of platform activity, pending reviews, compliance alerts, registry status, and operational workload.
+----------------------------------------------------------------------------+ | PRS / TTBS Administrative Dashboard Officer Profile | +----------------------------+-----------------------------------------------+ | Sidebar Navigation | Dashboard Overview | |----------------------------|-----------------------------------------------| | Dashboard | +---------------+ +---------------+ | | Manufacturer Records | | Pending Apps | | Lab Reports | | | Laboratory Reports | | 24 | | 12 | | | Accreditation | +---------------+ +---------------+ | | Market Verification | +---------------+ +---------------+ | | Registry Records | | Compliance | | Registry | | | Compliance Engine | | Alerts: 8 | | Active: 150 | | | Reports | +---------------+ +---------------+ | | Users & Roles | | | Settings | Review Queues | | | +------------------------------------------+ | | | | Ref | Type | Status | Assigned | | | | |--------|------|--------|------------------| | | | | PRS-001| New | Review | Officer | | | | | PRS-002| Lab | Query | Officer | | | | +------------------------------------------+ | | | | | | Compliance Alerts | | | +------------------------------------------+ | | | | Alert | Severity | Status | Action | | | | +------------------------------------------+ | +----------------------------+-----------------------------------------------+
+----------------------------------------------------------------------------+ | PRS Manufacturer Portal Manufacturer User | +----------------------------+-----------------------------------------------+ | Sidebar Navigation | Manufacturer Dashboard | |----------------------------|-----------------------------------------------| | Dashboard | +---------------+ +---------------+ | | Register Product | | Draft Apps | | Submitted | | | My Products | | 3 | | 5 | | | Documents | +---------------+ +---------------+ | | Laboratory Reports | +---------------+ +---------------+ | | Clarification Requests | | Approved | | Clarifications| | | Registry Status | | 8 | | 2 | | | Account Settings | +---------------+ +---------------+ | | | | | | My Applications | | | +------------------------------------------+ | | | | Product | Type | Status | Last Updated | | | | |---------|-------|--------|---------------| | | | | Item A | New | Review | 01 Jun 2026 | | | | | Item B | Renew | Query | 01 Jun 2026 | | | | +------------------------------------------+ | | | | | | Required Actions | | | +------------------------------------------+ | | | | Clarification request from TTBS | | | | | Missing supporting document | | | | +------------------------------------------+ | +----------------------------+-----------------------------------------------+
+----------------------------------------------------------------------------+ | Register New Product | +----------------------------------------------------------------------------+ | Step 1: Product Information | |----------------------------------------------------------------------------| | Product Name: [_________________________________________] | | Brand Name: [_________________________________________] | | Category: [Select Category ▾] | | Model / SKU: [_________________________________________] | | Country of Origin: [Select Country ▾] | | Intended Use: [_________________________________________] | | Description: [_________________________________________] | +----------------------------------------------------------------------------+ | Step 2: Manufacturer Details | |----------------------------------------------------------------------------| | Organization: [Auto-filled from manufacturer profile] | | Contact Person: [_________________________________________] | | Contact Email: [_________________________________________] | +----------------------------------------------------------------------------+ | Step 3: Supporting Documents | |----------------------------------------------------------------------------| | Upload Product Document [Upload File] | | Upload Certificate [Upload File] | | Upload Technical Evidence [Upload File] | +----------------------------------------------------------------------------+ | Step 4: Laboratory Report | |----------------------------------------------------------------------------| | Link Existing Report [Search / Select Report] | | Upload Report Reference [Upload File] | +----------------------------------------------------------------------------+ | [Save Draft] [Submit Application] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | PRS Laboratory Portal Laboratory User | +----------------------------+-----------------------------------------------+ | Sidebar Navigation | Laboratory Dashboard | |----------------------------|-----------------------------------------------| | Dashboard | +---------------+ +---------------+ | | Submit Report | | Draft Reports | | Submitted | | | My Reports | | 4 | | 9 | | | Accreditation | +---------------+ +---------------+ | | Linked Products | +---------------+ +---------------+ | | TTBS Queries | | Accepted | | TTBS Queries | | | Account Settings | | 16 | | 3 | | | | +---------------+ +---------------+ | | | | | | Recent Laboratory Reports | | | +------------------------------------------+ | | | | Report Ref | Product | Status | Submitted | | | | |------------|---------|--------|----------| | | | | LAB-1001 | Item A | Review | 01 Jun | | | | | LAB-1002 | Item B | Query | 01 Jun | | | | +------------------------------------------+ | | | | | | Accreditation Status | | | +------------------------------------------+ | | | | Accreditation valid until: 31 Dec 2026 | | | | +------------------------------------------+ | +----------------------------+-----------------------------------------------+
+----------------------------------------------------------------------------+ | Submit Laboratory Report | +----------------------------------------------------------------------------+ | Report Details | |----------------------------------------------------------------------------| | Report Reference Number: [____________________________________] | | Report Title: [____________________________________] | | Report Date: [Select Date] | | Test Standard: [____________________________________] | | Result Summary: [____________________________________] | +----------------------------------------------------------------------------+ | Product / Manufacturer Link | |----------------------------------------------------------------------------| | Manufacturer: [Search / Select Manufacturer] | | Product: [Search / Select Product] | | Application Reference: [Search / Select Application] | +----------------------------------------------------------------------------+ | Report Upload | |----------------------------------------------------------------------------| | Upload Test Report: [Upload File] | | Upload Supporting Data: [Upload File] | +----------------------------------------------------------------------------+ | Accreditation Confirmation | |----------------------------------------------------------------------------| | Accreditation Record: [Select Active Accreditation] | | Scope Confirmation: [____________________________________] | +----------------------------------------------------------------------------+ | [Save Draft] [Submit Report] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | TTBS Review Queue | +----------------------------------------------------------------------------+ | Filters: [Record Type ▾] [Status ▾] [Assigned Officer ▾] [Search ______] | +----------------------------------------------------------------------------+ | +------------------------------------------------------------------------+ | | | Ref No. | Record Type | Submitted By | Status | Assigned | Action | | | |---------|--------------|--------------|--------|----------|------------| | | | PRS-01 | Application | Manufacturer | Review | Officer | Open | | | | LAB-02 | Lab Report | Laboratory | Query | Officer | Open | | | | ACC-03 | Accreditation| Laboratory | Review | Officer | Open | | | +------------------------------------------------------------------------+ | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Review Detail: PRS-0001 | +----------------------------------------------------------------------------+ | Application Summary | |----------------------------------------------------------------------------| | Manufacturer: ABC Manufacturing Ltd. | | Product: Product Name | | Category: Regulated Product Category | | Status: Under Review | | Submitted: 01 Jun 2026 | +----------------------------------------------------------------------------+ | Tabs: [Product Details] [Documents] [Lab Reports] [Compliance] [History] | +----------------------------------------------------------------------------+ | Product Details | |----------------------------------------------------------------------------| | Product Name: Product Name Brand: Brand Name | | Country: Country of Origin Intended Use: Product Use | +----------------------------------------------------------------------------+ | Review Actions | |----------------------------------------------------------------------------| | Notes: [___________________________________________________________] | | Decision: [Approve ▾] | | | | [Request Clarification] [Reject] [Approve] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Registry Records | +----------------------------------------------------------------------------+ | Filters: [Status ▾] [Category ▾] [Manufacturer ▾] [Search Registry No.] | +----------------------------------------------------------------------------+ | +------------------------------------------------------------------------+ | | | Reg. No. | Product | Manufacturer | Status | Valid To | Action | | | |-----------|---------|--------------|--------|----------|---------------| | | | PRS-1001 | Item A | Company A | Active | 2027 | View / Manage | | | | PRS-1002 | Item B | Company B | Expiry | 2026 | View / Manage | | | +------------------------------------------------------------------------+ | | [Create Registry Record] [Export Registry] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Registry Record Detail | +----------------------------------------------------------------------------+ | Registration Number: PRS-1001 Status: Active | | Product Name: Product Name | | Manufacturer: Manufacturer Name | | Valid From: 01 Jun 2026 Valid To: 01 Jun 2027 | +----------------------------------------------------------------------------+ | Linked Records | |----------------------------------------------------------------------------| | Application Reference: PRS-APP-0001 | | Laboratory Report: LAB-1001 | | Accreditation Record: ACC-2001 | | Compliance Status: Cleared | +----------------------------------------------------------------------------+ | Registry Actions | |----------------------------------------------------------------------------| | [Update Status] [Suspend] [Renew] [Unpublish] [View History] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Market Verification | +----------------------------------------------------------------------------+ | [Create New Verification Record] | +----------------------------------------------------------------------------+ | +------------------------------------------------------------------------+ | | | Ref No. | Product Observed | Location | Match Status | Officer | Action | | | |---------|-----------------|----------|--------------|---------|---------| | | | MV-001 | Product A | Store A | Matched | Officer | View | | | | MV-002 | Product B | Store B | Unmatched | Officer | Review | | | +------------------------------------------------------------------------+ | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | New Market Verification Record | +----------------------------------------------------------------------------+ | Product Observed | |----------------------------------------------------------------------------| | Product Name: [____________________________________] | | Brand: [____________________________________] | | Model / SKU: [____________________________________] | | Location Name: [____________________________________] | | Location Address: [____________________________________] | +----------------------------------------------------------------------------+ | Registry Matching | |----------------------------------------------------------------------------| | Search Registry: [Search by product, brand, or registration no.] | | Matched Record: [Selected Registry Record] | +----------------------------------------------------------------------------+ | Inspection Notes | |----------------------------------------------------------------------------| | Notes: [____________________________________] | | Evidence Upload: [Upload File] | +----------------------------------------------------------------------------+ | Verification Result | |----------------------------------------------------------------------------| | Status: [Matched / Unmatched / Expired / Suspected Non-Compliance ▾] | | | | [Save Draft] [Create Compliance Action] [Submit] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Compliance Engine | +----------------------------------------------------------------------------+ | +-------------+ +-------------+ +-------------+ +-------------+ | | | Open Actions| |High Severity| | Overdue | | Resolved | | | | 12 | | 3 | | 5 | | 20 | | | +-------------+ +-------------+ +-------------+ +-------------+ | +----------------------------------------------------------------------------+ | Filters: [Severity ▾] [Status ▾] [Action Type ▾] [Assigned Officer ▾] | +----------------------------------------------------------------------------+ | +------------------------------------------------------------------------+ | | | Case No. | Related Record | Issue Type | Severity | Status | Action | | | |----------|----------------|------------|----------|--------|----------| | | | CA-001 | PRS-1001 | Expiry | Medium | Open | Manage | | | | CA-002 | MV-002 | Unmatched | High | Review | Manage | | | +------------------------------------------------------------------------+ | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Compliance Action Detail: CA-001 | +----------------------------------------------------------------------------+ | Case Summary | |----------------------------------------------------------------------------| | Related Record: PRS-1001 Severity: Medium | | Issue Type: Registry Expiry Status: Open | | Assigned Officer: TTBS Officer Due Date: 15 Jun 2026 | +----------------------------------------------------------------------------+ | Action Details | |----------------------------------------------------------------------------| | Issue Summary: [Details of compliance concern] | | Required Response: [Required corrective action] | | Response Received: [Manufacturer / Laboratory response] | +----------------------------------------------------------------------------+ | Evidence and Notes | |----------------------------------------------------------------------------| | Documents: [Uploaded Evidence List] | | Officer Notes: [Notes and updates] | +----------------------------------------------------------------------------+ | Actions | |----------------------------------------------------------------------------| | [Request Response] [Mark In Progress] [Escalate] [Resolve] [Close] | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Users & Roles | +----------------------------------------------------------------------------+ | [Add User] [Manage Roles] [Export User List] | +----------------------------------------------------------------------------+ | +------------------------------------------------------------------------+ | | | Name | Email | Organization | Role | Status | Last Login | Action | | | |------|-------|--------------|-------|--------|------------|------------| | | | User | email | TTBS | Admin | Active | 01 Jun | Manage | | | | User | email | Lab A | Lab | Active | 01 Jun | Manage | | | +------------------------------------------------------------------------+ | +----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+ | Add / Edit User | +----------------------------------------------------------------------------+ | First Name: [____________________________________] | | Last Name: [____________________________________] | | Email: [____________________________________] | | Phone: [____________________________________] | | Organization: [Select Organization ▾] | | Role: [Select Role ▾] | | Account Status: [Active / Pending / Suspended / Inactive ▾] | +----------------------------------------------------------------------------+ | Permissions Summary | |----------------------------------------------------------------------------| | [View Records] [Submit] [Review] [Approve] [Manage Registry] [Manage Users]| +----------------------------------------------------------------------------+ | [Cancel] [Save User] | +----------------------------------------------------------------------------+
| Status | Usage |
|---|---|
| Draft | Record is being prepared and has not been submitted. |
| Submitted | Record has been submitted for TTBS review. |
| Under Review | Record is actively being reviewed by TTBS. |
| Clarification Requested | TTBS has requested additional information. |
| Response Submitted | Manufacturer or laboratory has responded to a clarification request. |
| Approved | Record has been approved by TTBS. |
| Rejected | Record has been rejected by TTBS. |
| Active | Registry record or user account is currently active. |
| Expired | Validity period has ended. |
| Suspended | Record or account has been suspended. |
| Revoked | Registry approval has been revoked. |
| Archived | Record is retained but no longer active. |
The PRS platform will be delivered with a structured, consistent, and regulatory-grade user interface across all major portals and modules. The interface design supports manufacturer product registration, laboratory report submission, TTBS administrative review, registry record management, market verification, compliance case management, user and role administration, status tracking, notifications, and audit-ready activity visibility.
The Security Design, Data Migration Design, and Backup Procedures documentation defines the controls, structures, and operational procedures being implemented to protect PRS data, manage access, support data transition, maintain system continuity, and safeguard regulatory records.
The PRS platform will handle sensitive operational, organizational, product, laboratory, accreditation, registry, compliance, and administrative records. The system will therefore be implemented with controlled access, secure data handling, audit logging, backup procedures, and restoration planning.
This documentation establishes the security controls, data migration approach, backup procedures, and continuity requirements required to support the PRS platform delivery.
The PRS platform will be implemented with a layered security model that protects users, records, documents, workflows, and administrative functions.
+----------------------------------------------------------------------------+ | PRS Security Layer | +----------------------------------------------------------------------------+ | | | +----------------------+ +--------------------------------------+ | | | Authentication | ----> | Role-Based Access Control | | | |----------------------| |--------------------------------------| | | | Login Access | | Manufacturer Permissions | | | | Session Validation | | Laboratory Permissions | | | | Account Status Check | | TTBS Officer Permissions | | | +----------+-----------+ | Admin / Super Admin Permissions | | | | +------------------+-------------------+ | | v | | | +----------------------+ v | | | Organization Access | +--------------------------------------+ | | |----------------------| | Record-Level Access Controls | | | | Manufacturer Scope | ----> | Product Applications | | | | Laboratory Scope | | Laboratory Reports | | | | TTBS Scope | | Registry Records | | | +----------+-----------+ | Compliance Records | | | | +------------------+-------------------+ | | v | | | +----------------------+ v | | | Audit Logging | <---- | User Actions and Status Changes | | | +----------------------+ +--------------------------------------+ | | | +----------------------------------------------------------------------------+
The PRS platform will require authenticated access for all internal and external users, including manufacturer users, laboratory users, TTBS reviewers, TTBS compliance officers, TTBS registry officers, TTBS administrators, and super administrators.
User enters login credentials
|
v
System validates credentials
|
v
Account status is checked
|
v
Assigned role is identified
|
v
Organization access is confirmed
|
v
User is directed to authorized portal
The PRS platform will implement role-based access control to ensure users only access the records, screens, and actions assigned to their role.
| Role | Access Scope |
|---|---|
| Manufacturer User | Manufacturer Portal, own organization records, own product applications, own documents, linked status updates, and clarification responses. |
| Laboratory User | Laboratory Portal, own laboratory profile, own accreditation records, own laboratory reports, linked report status, and TTBS query responses. |
| TTBS Reviewer | Review queues, manufacturer applications, laboratory reports, documents, clarification workflows, and review decisions. |
| TTBS Compliance Officer | Compliance Engine, market verification records, compliance checks, compliance actions, enforcement tracking, and corrective action workflows. |
| TTBS Registry Officer | Registry Records, approved applications, registry status updates, registry publishing controls, and registry history. |
| TTBS Administrator | Administrative dashboard, users, roles, records, review queues, registry records, compliance visibility, and reports. |
| Super Administrator | Full platform configuration, security controls, organization-wide settings, system-level access, and administrative oversight. |
Authenticated User
|
v
Role Identified
|
v
Permission Set Loaded
|
v
Authorized Modules Displayed
|
v
Restricted Modules Hidden
|
v
User Actions Controlled by Permission Rules
The PRS platform will enforce organization-level and record-level access controls. Manufacturer users will only access records associated with their own organization. Laboratory users will only access records associated with their laboratory. TTBS users will access records according to their assigned administrative, review, registry, or compliance responsibilities.
User requests record
|
v
System verifies authentication
|
v
System checks assigned role
|
v
System checks organization relationship
|
v
System checks record-level permission
|
v
Access is granted or denied
The PRS platform will support secure upload, storage, review, and retrieval of product registration documents, laboratory reports, accreditation certificates, supporting technical documents, compliance evidence, market verification evidence, and administrative records.
User uploads document
|
v
System stores file metadata
|
v
Document is linked to the related record
|
v
Access permissions are applied
|
v
TTBS reviews document where required
|
v
Document status is updated
|
v
Audit log records the activity
The PRS platform will maintain audit logs for major platform actions. Audit logs will support accountability, review history, regulatory traceability, and administrative oversight.
User performs action
|
v
System captures event details
|
v
Audit log entry is created
|
v
Action is linked to user, organization, and record
|
v
Audit record is retained for administrative review
The PRS platform will provide administrative security controls for authorized TTBS administrators and super administrators.
The PRS platform will support structured migration of existing product registration, manufacturer, laboratory, registry, and related regulatory records into the new digital system.
The migration process will be implemented to ensure existing data is reviewed, cleaned, formatted, validated, imported, and verified before being used in the live PRS environment.
Existing Records Identified
|
v
Data Sources Collected
|
v
Data Mapping Completed
|
v
Data Cleansing Performed
|
v
Import Templates Prepared
|
v
Data Imported into Staging
|
v
Validation and Review Completed
|
v
Approved Migration Imported into Production
|
v
Post-Migration Verification Completed
The PRS migration design will support the transition of existing records from available TTBS data sources into structured PRS database records.
| Data Category | Target PRS Area |
|---|---|
| Existing Manufacturer Records | Organizations and Manufacturers |
| Existing Laboratory Records | Organizations and Laboratories |
| Existing Product Registration Records | Products and Product Applications |
| Existing Registry Records | Registry Records |
| Existing Laboratory Report References | Laboratory Reports |
| Existing Accreditation Details | Accreditation Records |
| Existing Compliance or Enforcement Records | Compliance Actions |
| Existing Market Verification Records | Market Verification Records |
| Existing Supporting Documents | Documents |
| Existing User Lists | Users and Roles |
Existing records will be mapped to the PRS database structure before import. The mapping process will define where each existing field will be stored in the new platform and how old references will be connected to new system identifiers.
| Existing Data Field | PRS Target Table | PRS Target Field |
|---|---|---|
| Company Name | organizations | legal_name |
| Company Registration No. | organizations | registration_number |
| Manufacturer Reference | manufacturers | ttbs_reference_number |
| Product Name | products | product_name |
| Product Category | products | product_category |
| Application Status | product_applications | submission_status |
| Registration Number | registry_records | registration_number |
| Approval Date | registry_records | approval_date |
| Expiry Date | registry_records | valid_to |
| Laboratory Name | laboratories / organizations | legal_name |
| Lab Report Number | laboratory_reports | report_reference_number |
| Accreditation Number | accreditation_records | accreditation_number |
The migration process will include data cleansing and validation to ensure imported records are complete, accurate, and usable within PRS.
Migration File Prepared
|
v
Required Fields Checked
|
v
Duplicate Records Checked
|
v
Status Values Standardized
|
v
Date Values Validated
|
v
Relationships Verified
|
v
Migration File Approved for Import
The migration import process will be performed in controlled stages. The data will be imported into a staging or test environment first, reviewed, validated, and approved before being imported into the production environment.
| Stage | Activity |
|---|---|
| Stage 1 | Collect existing TTBS data sources. |
| Stage 2 | Review and organize source files. |
| Stage 3 | Map fields to PRS database tables. |
| Stage 4 | Clean and standardize data. |
| Stage 5 | Prepare import templates. |
| Stage 6 | Import records into staging environment. |
| Stage 7 | Validate imported records with TTBS. |
| Stage 8 | Correct migration errors or missing fields. |
| Stage 9 | Approve final migration package. |
| Stage 10 | Import approved records into production. |
| Stage 11 | Complete post-migration verification. |
+----------------------------------------------------------------------------+ | Data Migration Control Sheet | +----------------------------------------------------------------------------+ | Source File | Target Table | Status | Issues | Approved | |-------------------|---------------------|-------------|--------|-------------| | manufacturers.csv | organizations | Validated | 0 | Yes | | products.csv | products | Review | 5 | Pending | | registry.csv | registry_records | Validated | 0 | Yes | | labs.csv | laboratories | Review | 2 | Pending | +----------------------------------------------------------------------------+
After migration, the imported records will be verified to confirm completeness, accuracy, and usability.
Production Import Completed
|
v
Record Counts Verified
|
v
Sample Records Reviewed
|
v
Relationships Checked
|
v
User Access Tested
|
v
Issues Logged and Corrected
|
v
Migration Acceptance Confirmed
The PRS platform will implement backup procedures to protect system data, uploaded documents, registry records, audit logs, and operational records. Backup procedures will support recovery in the event of accidental deletion, system failure, data corruption, infrastructure disruption, or other operational incidents.
The PRS platform will use a defined backup frequency and retention structure to maintain recoverable copies of critical system data.
| Backup Type | Frequency | Purpose |
|---|---|---|
| Automated Database Backup | Daily | Protects core PRS database records. |
| Document Storage Backup | Daily | Protects uploaded documents and supporting evidence. |
| Configuration Backup | Weekly | Protects system settings and configuration records. |
| Pre-Deployment Backup | Before production updates | Provides rollback protection before major changes. |
| Manual Administrative Backup | As required | Supports special operational or maintenance events. |
Operational PRS Data
|
v
Automated Backup Process
|
v
Backup Stored in Secure Location
|
v
Backup Completion Logged
|
v
Backup Availability Verified
|
v
Backup Available for Restoration if Required
The PRS platform will include restoration procedures to recover data from a backup when required.
Restoration Need Identified
|
v
Administrator Reviews Backup Points
|
v
Backup Point Selected
|
v
Backup Integrity Checked
|
v
Controlled Restoration Performed
|
v
Data Validated
|
v
Production Recovery Completed
|
v
Restoration Logged
The PRS platform will include recovery procedures to support business continuity in the event of technical disruption.
System Disruption
|
v
Incident Identified
|
v
Impact Assessed
|
v
Recovery Plan Activated
|
v
Backup or Rollback Point Selected
|
v
System Restored
|
v
Data and Access Validated
|
v
Platform Operations Resume
The PRS platform will be implemented with security, migration, and backup procedures that support safe system operation, controlled access, data protection, regulatory traceability, and operational continuity.
The security design will protect user access, organization records, product applications, laboratory reports, accreditation records, registry records, compliance actions, uploaded documents, and administrative functions.
The data migration design will support the controlled transition of existing TTBS records into the PRS platform through mapping, cleansing, staging import, validation, and production migration.
The backup procedures will protect PRS operational records and support restoration in the event of data loss, system disruption, or deployment-related issues.