ROEB Virtual Tools / Outils virtuels de la DGORAL

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.

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