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.
| 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 |