Difference between revisions of "ROEB Virtual Tools / Outils virtuels de la DGORAL"

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m (Linked to ROEB Transformation Office Wiki)
(Added list of tools and applications used in ROEB in alphabetic order.)
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−
=== '''ROEB Programs''' ===
 
  
−
==== '''Cannabis''' ====
+
The following table provides a summary of the tools and applications being used across the ROEB while working virtually.    
  
−
==== '''Consumer Product Safety''' ====
+
{| class="wikitable"
 +
|'''Tools and Applications  '''
 +
|'''Description of use'''
 +
|'''Program(s) Using tool'''
 +
|-
 +
|Adobe Spark
 +
|Photo editing
  
−
==== '''Controlled Substances''' ====
+
PDF and photo editing for outreach (e.g., virtual booths).  
 +
| EHP
 +
|-
 +
|BCOD (Border Compliance Operations Database)
 +
|Goods coming to the border are referred by Border Services for inspection.  Referrals are entered into the BCOD by HC Employees.  Inspectors can pick a referral up from a workflow queue and check the import for applicable HC regulation compliance.  Once the inspection is finished a letter for Border Services can be generated to recommend admittance or hold back the shipment.
 +
|Border Programs
 +
|-
 +
|Business Registries
 +
|Business Registries Spreadsheet - Program developed list of all business registries in Canada.  
 +
|TVCEP
 +
|-
 +
|Camtasia
 +
|Used to record your movement on the screen.  
 +
|TVCEP
 +
|-
 +
|Cyberlink Pro
 +
|Video Editing
  
−
==== '''Tobacco and Vaping''' ====
+
Video editing for training material housed in Edubrite.  
 +
|Cannabis
 +
|-
 +
|Demio
 +
|Meeting/Presentation platform.
 +
|EHP
 +
|-
 +
|Docubridge
 +
|Used to obtain documents for inspection when a clinical trial has been selected.  
 +
|CTCP
 +
|-
 +
|Donut
 +
|Pilot project to use social/business platforms autonomous features to improve connectedness and camaraderie while working remotely.
 +
|Cannabis
 +
|-
 +
|Dropbox
 +
|File Sharing - Unclassified
  
−
==== '''Pesticides''' ====
+
File sharing platform for sharing non-protected files externally.
 +
|EHP
 +
|-
 +
|Draw.io
 +
|Used to do flowcharts  <nowiki>https://app.diagrams.net/</nowiki> (free).  
 +
|TVCEP
 +
|-
 +
|Drupal
 +
|Document observations noted during an inspection in order to further publish them in an HC public database (DHPID) for transparency purposes.  
 +
|MDI
 +
|-
 +
|DSTS (Drug Submission Tracking System)
 +
|Used to gather information regarding clinical trials authorized by Health Products and Food Branch.  
 +
|CTCP
 +
|-
 +
|Dynamics CRM (MS Dynamics CRM) - CTLS
 +
|CRM web application that enables the submission of new license applications, request for amendments and license. renewals, inspection reports in addition to submission of monthly tracking reports.  
 +
|Cannabis
 +
|-
 +
|eCES (Electronic Compliance and Enforcement System)
 +
|Inspection tracking.
 +
|GVP, BPCP
 +
|-
 +
|Edubrite
 +
|Design, development and delivery of training.
 +
|Cannabis, CSP
 +
|-
 +
|ePost Connect
 +
|File Sharing – Protected B
  
−
==== '''Environmental Health''' ====
+
Sharing of protected B information (documentation from stakeholders, Inspection Report from HC).  
 +
|Cannabis, CTCP, CSP, EHP, GVP, NHP GMP, HPIL, MDI
 +
|-
 +
|ePRS/APEX
 +
|Used by pesticides and PMRA to track non-compliance until March 2021 (then moved to Merlin).  Used also to track pesticide historical and current submissions, cancellations, and amendments of all pesticides.  
 +
|Pesticides
 +
|-
 +
|Firefox
 +
|Versatile web-browser that is useful for when monitoring compliance of websites and social media content. Various add-ons are available too, which provide different useful functionality.  
 +
|TVCEP
 +
|-
 +
|Fireshot
 +
|Used to take a screen capture (Firefox add-on)(free).  
 +
|TVCEP
 +
|-
 +
|GCDocs
 +
|Official repository for IRBV, such as inspection reports.  
 +
|CSP, CTCP, GVP
 +
|-
 +
|Google Drive
 +
|File Sharing - Unclassified
  
−
==== '''Drugs - GVP''' ====
+
File sharing platform for sharing unclassified files externally.
 +
|EHP
 +
|-
 +
|Google Forms
 +
|Collecting unclassified information from participants during Outreach activity.  
 +
|CPS
 +
|-
 +
|Google Meets
 +
|Videoconference platform - Unclassified
  
−
==== '''Drugs - GMP''' ====
+
Meeting/Presentation platform.
 +
|EHP
 +
|-
 +
|Hexillion
 +
|Used to find registrant information and IP address (free)  
  
−
==== '''NHP''' ====
+
<nowiki>https://hexillion.com/</nowiki>  
 +
|TVCEP
 +
|-
 +
|Hopin
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Hypersnap
 +
|Used to take a screen capture (free) on HC smartphones and Surface Pro tablets.  
 +
|CSP, TVCEP  
 +
|-
 +
|IRS (Inspection Reporting System) and IRS Archive
 +
|Used to write the inspection reports to create the Inspection Exit Notices.
  
−
==== '''Biological Products''' ====
+
(GVP)  Review of inspection reports for inspections conducted prior to the implementation of eCES in 2015.  
 +
|GVP, CTCP, BPCP, MDI
 +
|-
 +
|Jira
 +
|Inspection Scheduling System (ISS) legacy inspection data tracker implemented prior to CSS.  Currently used only for tracking Part 14 inspections.  
  
−
==== '''Medical Devices''' ====
+
A separate implementation is used between IMSD, ROEB, and CSCB for CTLS project.  
 +
|Cannabis, PPAU
 +
|-
 +
|Kahoot
 +
|Game-based learning platform during Outreach activity.
 +
|CPS, EHP
 +
|-
 +
|Klaxoon
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Lotus Notes
 +
|Repository for Inspection Reports – “Controlled Substances Compliance Database”.  
 +
|CSP
 +
|-
 +
|Merlin
 +
|Implemented April 2021 - transitioning from ePRS and used for tracking inquiries, compliance verifications, promotions. It will also be used for quarterly and annual reporting.  
 +
|Pesticides
 +
|-
 +
|Mural
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Office Lens
 +
|Scanning documents remotely for inspections and administrative use.
 +
|Cannabis
 +
|-
 +
|OneDrive
 +
|File Sharing – Protected B (Internal)
  
−
==== '''Clinical Compliance''' ====
+
Sharing, collaborating and reviewing files internally.  
 +
|All Programs
 +
|-
 +
|OneNote
 +
|Some inspectors use to collaborate on inspection planning and inspection notes.  
 +
|All Programs
 +
|-
 +
|OSINT (Open-Source Intelligence)
 +
|A multi-factor methodology tool for collecting, analyzing and making decisions about data accessible in publicly available sources to be used in Inspection related planning and risk assessments.
 +
|Cannabis
 +
|-
 +
|Outlook (MS Outlook)
 +
|Communication with stakeholders.
 +
 
 +
Exchange of unclassified info with companies, such as inspection scheduling and notifications.
 +
 
 +
Can send/receive file attachments of up to 153.6MB (provided receiver/sender is also able handle the files size)
 +
|All Programs
 +
|-
 +
|PharmEx
 +
|Inspections reports (pharmacy, exemption).
 +
|CSP
 +
|-
 +
|Pheedloop
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Photos (MS Photos)
 +
|Photo/Video Editing
 +
 
 +
Photo and video editing for outreach (e.g., pre-recorded presentations).  
 +
|EHP
 +
|-
 +
|Power BI Pro
 +
|Dashboarding, Inspection Prioritization and Planning, Virtual Inspection GHG emissions savings.
 +
|Cannabis, MDCCD
 +
|-
 +
|Print to PDF  
 +
|Used to take a screen capture and turn it into a PDF (free).  
 +
|TVCEP
 +
|-
 +
|RADAR
 +
|Compliance verification tracking.
 +
|GVP, BPCP, CTCP
 +
|-
 +
|Sched
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|SharePoint (hosted by stakeholder)
 +
|File Sharing - Unclassified  
 +
 
 +
Stakeholder’s owned SharePoint for requested documents from the stakeholders for review before/during and after inspection as required.
 +
|BPCP, CTCP
 +
|-
 +
|Slack
 +
|Improves connectedness and camaraderie while working remotely.  
 +
|Cannabis
 +
|-
 +
|Slido
 +
|Survey
 +
 
 +
Polling and opinion seeking during training and virtual workplace meetings.  
 +
|Cannabis, CPS, EHP
 +
|-
 +
|Snip & Sketch
 +
|Photo editing for outreach (e.g., virtual booths)  
 +
|EHP
 +
|-
 +
|SPOT Trackers
 +
|Satellite trackers used to check-in during onsite inspections in remote areas.
 +
|Cannabis
 +
|-
 +
|Survey Monkey
 +
|Survey
 +
 
 +
Used to create unclassified surveys to get feedback.
 +
|CPS
 +
|-
 +
|SW online
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Teams (MS Teams)
 +
|Videoconference platform - Protected B when used internally; Unclassified outside of HC/PHAC
 +
 
 +
Meetings (internal and external); presentations to the public, hosting exhibitor meetings at conferences (outreach and engagement activities)  
 +
 
 +
Internal discussions within the program and between inspectors collaborating on one file.
 +
 
 +
Used for meetings, virtual inspections, program training.
 +
|CSP, CPS, CTCP, EHP, GVP, HPIL, MDI, Pesticides
 +
|-
 +
|Turning Point
 +
|Survey
 +
 
 +
Audience engagement and polling software for presentations.
 +
|EHP
 +
|-
 +
|Video Download Helper
 +
|Used to download a video from a website, social media platform (Firefox add-on)(free).  
 +
|TVCEP
 +
|-
 +
|YouTube
 +
|Video Editing
 +
 
 +
Add & edit closed captioning to pre-recorded video presentations.  
 +
|EHP
 +
|-
 +
|WebEx
 +
|Videoconference platform - Unclassified
 +
 
 +
Sharing of information during virtual inspection, and delivery of live and recorded training sessions.
 +
 
 +
Outreach and engagement – presentations.  
 +
|Cannabis, EHP
 +
|-
 +
|Webmobi
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|West Venue
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Wetransfer
 +
|File sharing platforms for sharing non-protected files externally.  
 +
|EHP
 +
|-
 +
|Wheel of Names
 +
|Used to randomly select people to call upon to generate discussion.  
 +
|CPS
 +
|-
 +
|Whiteboard
 +
|MS version used for meeting collaboration (alternative to Whiteboard we tried is Concept board).  
 +
|EHP
 +
|-
 +
|Whois
 +
|Used to find registrant information and IP address (free).  
 +
 
 +
<nowiki>https://whois.domaintools.com/</nowiki>  
 +
|TVCEP
 +
|-
 +
|Whova
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|vFairs
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|VidCruiter (aka VidInsurance)
 +
|Videoconference platform - Protected B
 +
 
 +
VidCruiter is approved for exchange of Protected B information.  Meeting participants are also able to share screen and exchange documents in real time through chat function.  
 +
|BPCP,  GVP, HPIL, MDI, NHP GVP
 +
|-
 +
|Virbela
 +
|Conference/tradeshow platform utilized by event hosts/organizers.  Required software download and installation. Due to download restrictions on our work computers, we had to attend the conference using our own personal computers.
 +
|EHP
 +
|-
 +
|Voxco
 +
|Survey  
 +
 
 +
Outreach and engagement survey tool - for use during presentations given to the public, mailout brochures.  
 +
|EHP
 +
|-
 +
|X-CD Technologies
 +
|Conference/tradeshow platform utilized by event hosts/organizers.
 +
|EHP
 +
|-
 +
|Zoom
 +
|Videoconference platform - Unclassified
 +
 
 +
Outreach and engagement – presentations.  Very popular among general public.  Also offers live/real-time online polling and close captioning.
 +
|CPS, EHP  
 +
|}

Revision as of 10:47, 8 December 2021

Programs in Regulatory Operations and Enforcement Branch (ROEB) at Health Canada employ various tools and technologies to support their work while working virtually.

In an effort to share horizontally across the Branch, this page provides an overview of the tools currently being used by each program area.

As the Branch continues to evolve into the digital era, the ROEB Transformation Office was established to both support and lead the digital transformation movement, part of which includes testing and applying novel technologies.


The following table provides a summary of the tools and applications being used across the ROEB while working virtually.    

Tools and Applications   Description of use Program(s) Using tool
Adobe Spark Photo editing

PDF and photo editing for outreach (e.g., virtual booths).  

EHP
BCOD (Border Compliance Operations Database) Goods coming to the border are referred by Border Services for inspection.  Referrals are entered into the BCOD by HC Employees.  Inspectors can pick a referral up from a workflow queue and check the import for applicable HC regulation compliance.  Once the inspection is finished a letter for Border Services can be generated to recommend admittance or hold back the shipment. Border Programs
Business Registries Business Registries Spreadsheet - Program developed list of all business registries in Canada.   TVCEP
Camtasia Used to record your movement on the screen.   TVCEP
Cyberlink Pro Video Editing

Video editing for training material housed in Edubrite.  

Cannabis
Demio Meeting/Presentation platform. EHP
Docubridge Used to obtain documents for inspection when a clinical trial has been selected.   CTCP
Donut Pilot project to use social/business platforms autonomous features to improve connectedness and camaraderie while working remotely. Cannabis
Dropbox File Sharing - Unclassified

File sharing platform for sharing non-protected files externally.

EHP
Draw.io Used to do flowcharts  https://app.diagrams.net/ (free).   TVCEP
Drupal Document observations noted during an inspection in order to further publish them in an HC public database (DHPID) for transparency purposes.   MDI
DSTS (Drug Submission Tracking System) Used to gather information regarding clinical trials authorized by Health Products and Food Branch.   CTCP
Dynamics CRM (MS Dynamics CRM) - CTLS CRM web application that enables the submission of new license applications, request for amendments and license. renewals, inspection reports in addition to submission of monthly tracking reports.   Cannabis
eCES (Electronic Compliance and Enforcement System) Inspection tracking. GVP, BPCP
Edubrite Design, development and delivery of training. Cannabis, CSP
ePost Connect File Sharing – Protected B

Sharing of protected B information (documentation from stakeholders, Inspection Report from HC).  

Cannabis, CTCP, CSP, EHP, GVP, NHP GMP, HPIL, MDI
ePRS/APEX Used by pesticides and PMRA to track non-compliance until March 2021 (then moved to Merlin).  Used also to track pesticide historical and current submissions, cancellations, and amendments of all pesticides.   Pesticides
Firefox Versatile web-browser that is useful for when monitoring compliance of websites and social media content. Various add-ons are available too, which provide different useful functionality.   TVCEP
Fireshot Used to take a screen capture (Firefox add-on)(free).   TVCEP
GCDocs Official repository for IRBV, such as inspection reports.   CSP, CTCP, GVP
Google Drive File Sharing - Unclassified

File sharing platform for sharing unclassified files externally.

EHP
Google Forms Collecting unclassified information from participants during Outreach activity.   CPS
Google Meets Videoconference platform - Unclassified

Meeting/Presentation platform.

EHP
Hexillion Used to find registrant information and IP address (free)  

https://hexillion.com/  

TVCEP
Hopin Conference/tradeshow platform utilized by event hosts/organizers. EHP
Hypersnap Used to take a screen capture (free) on HC smartphones and Surface Pro tablets.   CSP, TVCEP  
IRS (Inspection Reporting System) and IRS Archive Used to write the inspection reports to create the Inspection Exit Notices.

(GVP)  Review of inspection reports for inspections conducted prior to the implementation of eCES in 2015.  

GVP, CTCP, BPCP, MDI
Jira Inspection Scheduling System (ISS) legacy inspection data tracker implemented prior to CSS.  Currently used only for tracking Part 14 inspections.  

A separate implementation is used between IMSD, ROEB, and CSCB for CTLS project.  

Cannabis, PPAU
Kahoot Game-based learning platform during Outreach activity. CPS, EHP
Klaxoon Conference/tradeshow platform utilized by event hosts/organizers. EHP
Lotus Notes Repository for Inspection Reports – “Controlled Substances Compliance Database”.   CSP
Merlin Implemented April 2021 - transitioning from ePRS and used for tracking inquiries, compliance verifications, promotions. It will also be used for quarterly and annual reporting.   Pesticides
Mural Conference/tradeshow platform utilized by event hosts/organizers. EHP
Office Lens Scanning documents remotely for inspections and administrative use. Cannabis
OneDrive File Sharing – Protected B (Internal)

Sharing, collaborating and reviewing files internally.  

All Programs
OneNote Some inspectors use to collaborate on inspection planning and inspection notes.   All Programs
OSINT (Open-Source Intelligence) A multi-factor methodology tool for collecting, analyzing and making decisions about data accessible in publicly available sources to be used in Inspection related planning and risk assessments. Cannabis
Outlook (MS Outlook) Communication with stakeholders.

Exchange of unclassified info with companies, such as inspection scheduling and notifications.

Can send/receive file attachments of up to 153.6MB (provided receiver/sender is also able handle the files size)

All Programs
PharmEx Inspections reports (pharmacy, exemption). CSP
Pheedloop Conference/tradeshow platform utilized by event hosts/organizers. EHP
Photos (MS Photos) Photo/Video Editing

Photo and video editing for outreach (e.g., pre-recorded presentations).  

EHP
Power BI Pro Dashboarding, Inspection Prioritization and Planning, Virtual Inspection GHG emissions savings. Cannabis, MDCCD
Print to PDF   Used to take a screen capture and turn it into a PDF (free).   TVCEP
RADAR Compliance verification tracking. GVP, BPCP, CTCP
Sched Conference/tradeshow platform utilized by event hosts/organizers. EHP
SharePoint (hosted by stakeholder) File Sharing - Unclassified  

Stakeholder’s owned SharePoint for requested documents from the stakeholders for review before/during and after inspection as required.

BPCP, CTCP
Slack Improves connectedness and camaraderie while working remotely.   Cannabis
Slido Survey

Polling and opinion seeking during training and virtual workplace meetings.  

Cannabis, CPS, EHP
Snip & Sketch Photo editing for outreach (e.g., virtual booths)   EHP
SPOT Trackers Satellite trackers used to check-in during onsite inspections in remote areas. Cannabis
Survey Monkey Survey

Used to create unclassified surveys to get feedback.

CPS
SW online Conference/tradeshow platform utilized by event hosts/organizers. EHP
Teams (MS Teams) Videoconference platform - Protected B when used internally; Unclassified outside of HC/PHAC

Meetings (internal and external); presentations to the public, hosting exhibitor meetings at conferences (outreach and engagement activities)  

Internal discussions within the program and between inspectors collaborating on one file.

Used for meetings, virtual inspections, program training.

CSP, CPS, CTCP, EHP, GVP, HPIL, MDI, Pesticides
Turning Point Survey

Audience engagement and polling software for presentations.

EHP
Video Download Helper Used to download a video from a website, social media platform (Firefox add-on)(free).   TVCEP
YouTube Video Editing

Add & edit closed captioning to pre-recorded video presentations.  

EHP
WebEx Videoconference platform - Unclassified

Sharing of information during virtual inspection, and delivery of live and recorded training sessions.

Outreach and engagement – presentations.  

Cannabis, EHP
Webmobi Conference/tradeshow platform utilized by event hosts/organizers. EHP
West Venue Conference/tradeshow platform utilized by event hosts/organizers. EHP
Wetransfer File sharing platforms for sharing non-protected files externally.   EHP
Wheel of Names Used to randomly select people to call upon to generate discussion.   CPS
Whiteboard MS version used for meeting collaboration (alternative to Whiteboard we tried is Concept board).   EHP
Whois Used to find registrant information and IP address (free).  

https://whois.domaintools.com/  

TVCEP
Whova Conference/tradeshow platform utilized by event hosts/organizers. EHP
vFairs Conference/tradeshow platform utilized by event hosts/organizers. EHP
VidCruiter (aka VidInsurance) Videoconference platform - Protected B

VidCruiter is approved for exchange of Protected B information.  Meeting participants are also able to share screen and exchange documents in real time through chat function.  

BPCP,  GVP, HPIL, MDI, NHP GVP
Virbela Conference/tradeshow platform utilized by event hosts/organizers.  Required software download and installation. Due to download restrictions on our work computers, we had to attend the conference using our own personal computers. EHP
Voxco Survey  

Outreach and engagement survey tool - for use during presentations given to the public, mailout brochures.  

EHP
X-CD Technologies Conference/tradeshow platform utilized by event hosts/organizers. EHP
Zoom Videoconference platform - Unclassified

Outreach and engagement – presentations.  Very popular among general public.  Also offers live/real-time online polling and close captioning.

CPS, EHP  
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