Regulators in Europe are increasingly adopting inspection management systems to help automate and streamline their inspection processes. Such systems have become more widespread in recent years, driven by a range of factors, including increasing regulatory complexity, rising public expectations, and technological advances.

The adoption of inspection management solutions varies across Europe, with some countries and regions being more advanced in using such systems than others. For example, countries like the UK, Germany, Denmark, Iceland, and the Netherlands have been early adopters of inspection management systems and have been using such systems for many years.

However, some regulators in Europe still rely on traditional tools and processes, such as paper-based records, spreadsheets, and email. This may be due to factors such as a need for more resources, budget constraints, or resistance to change.

Overall, the trend in Europe is toward adopting purpose-built inspection management systems, as regulators recognize the benefits of these systems in terms of efficiency, accuracy, and consistency. As technology advances and becomes more affordable, more regulators will likely transition to these systems.

Regulators: Purpose-built inspection management system vs. generic project management product

While generic project management software can be useful for managing tasks, it may not have the specific features and capabilities needed for inspections, such as the ability to capture and analyze inspection data, manage compliance tracking, or create and store customized inspection forms and checklists.

In contrast, specialized inspection management systems are designed to meet the specific needs of regulatory inspections and often include features such as regulatory compliance tracking, customized forms and checklists, data analysis and visualization, and collaboration tools. They are purpose-built for inspections and can help regulators automate their workflows more efficiently and effectively.

Using specialized inspection management software can help ensure that regulators follow established regulatory standards and procedures and provide greater transparency and consistency in the inspection process. In the long run, using a specialized inspection management system will likely result in more accurate, reliable, and consistent inspections, which can protect public safety and ensure compliance with regulations.

Related: The difference between customisation and configuration of case management systems

Why do some regulators choose to customize a generic project management software for inspections?

The choice between customizable project management software for inspections and purpose-built inspection management system depends on the specific needs of the regulator, as well as the available resources and budget.

Customizable project management software for inspections can be more affordable for regulators in the short term, as it may be less expensive than specialized inspection management software. Additionally, it can be customized to meet the specific needs of the regulator, allowing them to tailor the software to their inspection workflows.

However, using customizable project management software may not be as effective as using specialized inspection software in the long term, as it may not have all the features needed for inspections, such as the ability to capture and analyze inspection data, manage compliance tracking, or create and store customized inspection forms and checklists.

inspection management system for regulators

Canalix is purpose built inspection management software that enables regulators to achieve their short term and long term goals.

Why do regulators choose purpose-built inspection software?

On the other hand, inspection management software that’s purpose-built for inspections can offer a comprehensive suite of features to meet the specific needs of regulators. While it may be more expensive initially, it can save time and money in the long term by streamlining inspection workflows and providing greater transparency and consistency in the inspection process.

Ultimately, regulators should evaluate their organization’s specific needs and consider factors such as budget, available resources, and required features when deciding between customizable project management software and inspection management software.

Mistakes regulators make when choosing inspection management software

Regulators may make several mistakes when choosing between customizable project management software for inspections and purpose-built inspection management software, including:

  1. Focusing too much on short-term costs: While customizable project management software may be less expensive in the short term, it may provide only some of the features and capabilities needed for inspections, leading to additional costs and inefficiencies in the long term.
  2. Overlooking the importance of customization: While inspection management software is purpose-built for inspections, it may only sometimes offer the degree of customization needed to meet the specific needs of the regulator. Regulators should carefully evaluate the customization options available in both types of software before deciding.
  3. Failing to consider integration with existing systems: Regulators may have existing systems and processes that must be integrated with the new software. It is important to consider how the new software will integrate with existing systems, such as data management and reporting systems.
  4. Ignoring user experience and usability: The success of any software system depends on how easily and effectively users can work with it. Regulators should consider the user experience and usability of the software, including features such as user interfaces, training and support, and accessibility.
  5. Underestimating the importance of data security and privacy: Regulators deal with sensitive information. Ensuring that any software system chosen has adequate security and privacy measures to protect this information is important.

Regulators should carefully evaluate their needs and requirements, as well as the features and capabilities of customizable project management software and inspection management software, before deciding. By avoiding these mistakes, they can select the system that best meets their needs and provides the greatest value in the long term.

If you’re interested in adopting government case management software or regulatory inspection system, drop us a message from the form below:

The time to consider adding automated inspection workflow within a legacy case management system is when an organisation is experiencing inefficiencies and delays in their inspection management processes. Several signs can indicate it’s time to consider adding automated workflow for inspections within a legacy case management inefficiencies, such as:

  1. Time-consuming manual processes – If your inspection management system relies on manual processes, such as data entry or document handling, and these processes take up much time, then it may be time to consider automating them.
  2. High error rates – Manual processes can be prone to errors, leading to case management mistakes. If you see a high error rate in your case management system, consider automation to reduce these errors.
  3. Lack of visibility – If you are struggling to get a clear picture of what is happening in your case management system, including where cases are in the process and who is responsible for them, then automation can help to provide better visibility.
  4. Growing caseloads – As the number of cases you manage grows, manual processes can become increasingly difficult. Automation can help to scale your case management processes to handle larger caseloads.
  5. Compliance issues – If your agency is subject to regulations or requirements, automation can help ensure that your processes are compliant and reduce the risk of non-compliance.

If your legacy case management system relies on manual processes that are time-consuming, error-prone, lacking in visibility, struggling to handle growing caseloads, or putting you at risk of compliance issues, then it has come the time to consider adding automated workflow for inspections. It can help address the aforementioned issues by providing a standardised, streamlined process that reduces the risk of errors and delays. Automated workflow can also increase transparency and accountability by providing real-time status updates and enabling case managers to track the progress of inspections more effectively.

Is it common for the public sector to adopt automated workflows within inspection management software?

Yes, it is becoming increasingly common for public sector organisations to add automated inspection workflows to combat inefficiencies within their case management systems. In addition, the benefits of automation extend beyond improving the inspection process itself. Operating with automated inspection management software can also free up time and resources for case managers, allowing them to focus on more high-value tasks, such as analysing data and making strategic decisions.

Given the potential benefits of automated inspection workflows, it is becoming increasingly common for public sector organisations to adopt this technology within their case management systems to improve inspection efficiency, quality, and compliance.

In which areas public sector organisations adopt automated inspection workflows?

Public sector organisations implement automated inspection workflows in various parts of their case management systems to improve inspection efficiency, quality, and compliance. Some of the common areas where automated inspection workflows can be implemented include:

  • Case intake and management: Automated inspection workflows can help streamline case intake and management processes, making tracking and managing inspections easier.
  • Inspection Scheduling and assignment: Automated workflows can help schedule inspections and assign them to appropriate personnel based on their skills and availability. Also, automated workflows can assign low-risk cases to self-inspection process. Look at Canalix remote inspection software for more info.
  • Data collection and analysis: Automated workflows can facilitate data collection during inspections and enable data analysis to identify trends and patterns that can inform future inspections.
  • Notifications and alerts: Automated workflows can send automated notifications and alerts to case managers, inspectors, and other stakeholders to inform them of inspection progress and status.
  • Reporting: Automated workflows can facilitate the generation of standardised reports on inspection findings, compliance, and other relevant metrics.

In general, the exact areas where automated inspection workflows can be implemented within a public sector case management system will depend on the specific needs and priorities of the organisation, as well as the specific features and capabilities of the case management software being used.

Here’s an example of how automated inspection workflows improved regulatory enforcement in the public sector:

One example of how automated inspection workflows improved regulatory enforcement in the European public sector is the implementation of a digital inspection system by the Food Safety Authority of Ireland (FSAI).

Before implementing the digital inspection system, FSAI inspectors relied on paper-based records and manual data entry. This process was time-consuming and prone to errors. In addition, inspectors were often unable to access real-time data, which made it difficult to identify trends and potential issues.

FSAI implemented a digital inspection system to address these challenges that automated many inspection workflows. The system allowed inspectors to use mobile devices to record data and photos during inspections, automatically uploaded to a centralised database. The system also provided real-time data, allowing FSAI to quickly identify trends and potential issues.

As a result of implementing the digital inspection system, FSAI saw several benefits, including:

  1. Increased efficiency: Inspectors were able to complete inspections more quickly and accurately, reducing the time and resources required to conduct inspections.
  2. Improved data quality: By automating data collection and reducing manual data entry, the system improved the accuracy and completeness of inspection records.
  3. Better trend analysis: With access to real-time data, FSAI was able to identify trends and potential issues more quickly, allowing for more proactive regulatory enforcement.
  4. Increased transparency: The system provided greater transparency, allowing the public to access inspection records and providing greater accountability for regulatory enforcement.

Overall, the implementation of a digital inspection system by FSAI improved regulatory enforcement by increasing efficiency, improving data quality, enabling better trend analysis, and increasing transparency.

Canalix is specialised in delivering workflow automation solutions for the public sector and has vast experience with regulators and their processes. You can contacts us through the form below:

The use of automation and technology has been increasing in the public sector, including government agencies, in recent years. The adoption of automation, including automated workflows, has been driven by the need to improve efficiency, reduce errors, and provide better services to the public.

Many government agencies in Europe use automated workflows implemented within their government case management software. The adoption of automation and technology is increasing in the public sector, including regulatory agencies where Canalix has vast experience with digitalisation, as a way to improve efficiency, reduce errors, and provide better services to the public.

The exact extent of usage of automated workflows by regulatory agencies in Europe varies from country to country and from agency to agency. However, the trend is towards increased use of technology and automation.

Traditional case management systems without automation vs CMS with automated workflows

A regulatory case management system with automated workflow can provide many benefits over a traditional regulatory case management system. The main difference between a traditional case management system and a CMS with automated workflow is the level of automation and the efficiency of the process. An automated workflow can streamline the process and reduce errors, improving the efficiency and effectiveness of the case management system.

An example: how adopting an automated workflow solution can improve the efficiency of inspection management software?

For example, regulatory agencies use a traditional case management system to manage the complete life cycle of a case, including case initiation, documentation, investigation, and closure. But when it comes to automating repetitive tasks, the traditional has a visible disadvantage to automation.

A regulatory case management system with automated workflow for inspections, on the other hand, is a system that includes an automated workflow process. An automated workflow is a set of predefined steps for each case. The workflow can be customised to fit the needs of the regulatory agency and can include tasks such as case initiation, documentation, investigation, and closure.

What are the problems of government agencies with traditional case management software?

There are several issues that regulators who use traditional case management systems without automated workflows may face, including:

  • Inefficiency: Traditional case management systems can be time-consuming and manual, leading to inefficiency and increased workload for regulators.
  • Lack of consistency: Without an automated workflow, there may be inconsistencies in how cases are managed, leading to errors and inefficiencies.
  • Difficulty in tracking cases: Traditional case management systems can make it difficult to track cases’ status and access relevant information.
  • Limited reporting capabilities: Traditional case management systems often need more reporting capabilities, making it difficult for regulators to access the data and information they need to make informed decisions.
  • Difficulty in collaboration: Traditional case management systems can make it difficult for regulators to collaborate with other agencies and organisations, which can hinder the efficiency and effectiveness of the regulatory process.

Overall, traditional case management systems without automated workflows can lead to inefficiency, lack of consistency, difficulty tracking cases, limited reporting capabilities, and difficulty in collaboration. These issues can be addressed by implementing an automated workflow within the case management system, which can improve the efficiency and effectiveness of the regulatory process.

Can you implement an automated inspection workflow within a legacy case management system?

Implementing an automated inspection workflow within a legacy case management system is possible. However, the specifics of the implementation will depend on the capabilities of the legacy system.

In some cases, a legacy case management system may have limited functionality and may need help to support the full automation of the inspection process. In these situations, it may be necessary to integrate the legacy system with other technologies or to upgrade to a more modern system that can support automation.

However, suppose the legacy system is capable of supporting automation. In that case, implementing an automated workflow can typically be done by configuring the system to support the desired steps in the inspection process. That may include integrating the system with other technologies, such as document management systems or data management systems, to streamline the process and ensure that all relevant information is captured and stored in a central repository.

To implement an automated workflow solution within existing case management system or to adopt a new, more modern case management system with built-in automation?

The better option depends on the specific needs and resources of the regulatory agency. Here are some factors that our experts advised one of our clients who is a regulatory agency within the UK:

  1. Legacy system capabilities: If the legacy system supports the automation of the inspection process, it may be more cost-effective and efficient to implement an automated workflow solution within the existing system.
  2. Investment costs: Implementing an automated workflow solution within a legacy system may be less expensive than adopting a new, more modern case management system. However, the long-term costs of maintaining and integrating the legacy system with other technologies must also be considered.
  3. Ease of use: A new, more modern case management system may be easier to use and may have better user interfaces than a legacy system, which can make the automation of the inspection process more efficient.
  4. Data compatibility: If the legacy system cannot support the automation of the inspection process, it may be necessary to extract data from the legacy system and transfer it to a new system, which can be a time-consuming and complex process.
  5. Future needs: The regulatory agency must consider its future needs and the scalability of the case management system, as well as its ability to integrate with other technologies and systems.

In conclusion, the better option between implementing an automated workflow solution within a legacy case management system or adopting a new, more modern one depends on the regulatory agency’s specific needs and resources. Both options have advantages and disadvantages, and the decision should be based on a thorough evaluation of the agency’s specific requirements and resources.

Is it possible to implement automated workflows within government CMS with a phased approach?

One of the most common questions we receive from leads and new customers is if our workflow automation services and solutions can be adopted stage-by-stage by public sector organisations. And the answer is yes; it is possible to implement an automated workflow solution within a case management system phase-by-phase, starting with the easiest workflow to automate. This approach allows the government agency to adopt automation gradually. 

More specifically, our experience with regulatory agencies is that the phased approach helps them reduce the implementation’s risk and impact and ensure that the new processes are properly tested and refined before expanding to other areas of the inspection management process.

An example of a phased approach to inspection automation workflow adoption:

Phase 1: Automate the initiation process: In this phase, the agency can automate the process of creating a new inspection case file, assigning inspectors, and notifying stakeholders. This helps ensure that inspections are initiated on time and that the right people are notified.

Phase 2: Automate documentation: In this phase, the agency can automate the process of capturing inspection findings, generating reports, and storing documents. This helps ensure that all relevant information is captured and stored in a centralised repository.

Phase 3: Automate the investigation process: In this phase, the agency can automate the process of identifying potential issues, generating recommendations, and resolving problems. This helps ensure that inspections are thoroughly investigated and that potential issues are addressed.

Phase 4: Automate the closure process: In this phase, the agency can automate the process of finalising reports, notifying stakeholders, and archiving case files. This helps ensure that inspections are properly closed and that all relevant information is stored for future reference.

Phase 5: Integration with other systems: In this phase, the agency can integrate the automated inspection management system with other systems, such as GIS, licensing databases, and enforcement systems, to create a unified view of all inspection activities. Cross agency coordination of inspection and e enforcement activities to lessen the impact on the inspectee is also a common procedure we suggest to our public sector costumers.

Overall, this phased approach allows our clients from the regulatory sector to gradually adopt automation and to ensure that the new processes are properly tested, their functions is aligned with the existing inspection management software, and refined before expanding to other areas of the inspection process.

automated inspection workflow solutions

What’s the important role in automated inspections?

Automated inspections play a crucial role in many industries, particularly in government and regulatory agencies. Automated inspection management helps them streamline and standardise processes, reduce the risk of human error, and increase efficiency and accuracy.  In general, integrating automation into inspection management software can be a complex process, but with the right resources, tools, and support, it can be done effectively and efficiently. It’s important to work with experienced professionals who have a good understanding of the inspection process and the software being used to ensure a successful integration.


The phased approach to adopting automated workflows in a regulatory case management system provides several benefits, including:

  1. Reduced risk: Implementing an automated workflow solution in stages helps to reduce the risk of implementing a large, complex solution, as it allows the agency to gradually adopt automation and test the new processes before expanding to other areas of the inspection process.
  2. Improved efficiency: Automating the inspection process in stages can help improve the agency’s efficiency. It allows the agency to identify and address any bottlenecks or inefficiencies before expanding to other areas.
  3. Increased transparency: Automated workflows can provide increased transparency into the inspection process, making it easier to track progress and identify areas for improvement.
  4. Better data quality: Automated workflows can help to improve the quality of the data captured during inspections, as they can help to ensure that all relevant information is captured and stored in a central repository.
  5. Improved stakeholder engagement: Automated workflows can help to improve stakeholder engagement, as they can help to ensure that stakeholders are notified promptly and are kept informed of the progress of inspections.
  6. Lower costs: Automated workflows can reduce the costs associated with inspections, as they can streamline processes and reduce the need for manual data entry and document management.

Overall, the phased approach to adopting automated workflows in a government case management system provides a more controlled and effective way to implement automation across different government agencies, and improve the efficiency and effectiveness of the process that is being automated.

Can we help you with government workflow automation? Do you need an automated inspection management system? Just drop us a message and we will answer.

Modernising legacy IT systems in a government agency can be challenging. Sometimes it becomes more challenging than initially expected. When our case management experts get asked about their experience with modernising legacy IT systems in the public sector, they admit that sometimes things are more complicated compared to projects in the private sector. In this blog post, we’ll discuss three major pain points in modernising government legacy IT systems. For that, we asked our experts to share their successful strategies in tackling the most common challenges they meet in public sector IT modernisation projects.

Related: How to write a good request for proposal for government case management system?

Modernising legacy case management systems with heavy technical debt

Over time, legacy systems can become complex, with many patches and workarounds added to maintain functionality. This can make upgrading or replacing the systems difficult and disrupt existing processes. Therefore technical debt is one of the most common pain points for government agencies seeking to update their IT legacy systems. Part of the reasons for that are:

  • The legacy case management system is often based on outdated technologies that are no longer supported or need to meet current security and compliance standards.
  • Legacy systems may have been built over many years, with numerous patches and workarounds added to maintain functionality.
  • It’s common for legacy systems to have integrations with other systems that are difficult to replace or that need to be updated as part of the modernisation project.
  • Modernising legacy systems can be expensive, requiring significant technological, staff, and resource investments. CIOs must consider the long-term cost of maintaining the systems over time.
  • Risk of failure: legacy systems may have vulnerabilities or weaknesses discovered over time, and CIOs must assess the risk of failure as part of the modernisation project.

As part of their strategy, CIOs must consider the complexity, cost, and risk of failure associated with technical debt when planning a modernisation project.

Related: Everything you should know about buying a public sector case management software off-the-shelf

Data migration when updating the existing case management platform

Migrating large amounts of data from legacy systems to new case management platforms can be a time-consuming and complex process, requiring specialised expertise and careful planning. It is a critical aspect of modernising a legacy system. Here are some key considerations for data migration that our experts shared:

  • Data quality: data migration can reveal issues with data quality, such as duplicates, missing values, and inconsistent formats. CIOs must ensure that the data is cleaned and standardised before migration to ensure the new system is accurate and usable.
  • Data mapping: Data mapping is the process of mapping data from the legacy system to the new platform, and it is critical to ensuring that the data is transferred accurately. CIOs must work with stakeholders to understand the data structure and relationships and to define the mapping rules.
  • Data security: Data migration can be sensitive, especially in a regulatory agency. CIOs must ensure that data is protected and that security measures are in place to prevent unauthorised access or theft.
  • Data archiving: Legacy systems may contain historical data that is no longer needed for daily operations, but that must be retained for compliance purposes. CIOs must consider data archiving options to ensure that the data is preserved and accessible.
  • Data testing: Data migration is a complex process. CIOs must conduct thorough testing to ensure that the data is transferred accurately and that the new system is functioning as expected.

CIOs must carefully plan and execute the migration to ensure that data is protected, accurate, and accessible. Internal teams can ensure a successful data migration and a modern, efficient case management system by working with stakeholders and following best practices.

Resistance to change

Resistance to change can be a common challenge when modernising a legacy IT system for inspection management processes, as staff may be familiar with the existing system and may be wary of new technology. Here are some strategies that our experts recommend to CIOs to tackle resistance to change:

  • Communication: Clear and effective communication is key to managing resistance to change. CIOs should involve staff early in the modernisation process and keep them informed about the benefits and goals of the project. This can help to build trust and reduce anxiety about change.
  • Providing training on the new system can help staff feel confident and prepared for the transition. CIOs should consider offering training sessions and resources that allow staff to learn at their own pace.
  • Engaging staff in the modernisation process can help build buy-in and reduce resistance. CIOs should solicit feedback and ideas from staff and involve them in testing and validation activities.

A modular and phased approach to modernisation can help manage resistance by allowing staff to adjust gradually to change. CIOs should break the modernisation project into smaller, manageable components and implement them incrementally.


Case study: Why the phased approach of adopting an inspection management software is a good tactic?

Read it to understand:

    • The advantages of modular digital transformation
    • The vital architectural practices and technologies that enable modular transformation
    • How a regulatory agency in the UK is benefitting from a modular approach with Canalix.

Emphasising the benefits of the new system can help reduce resistance. CIOs should highlight the benefits for staff, such as increased efficiency, improved functionality, and a better user experience.

In conclusion, managing resistance to change is an important aspect of modernising a legacy IT system and government case management software. CIOs should take a proactive approach to communication, training, and engagement to build buy-in and ensure a smooth transition. By involving staff and emphasising the new system’s benefits, CIOs can overcome resistance and deliver a successful modernisation project.

Ask us more about Canalix, a case management system for government agencies:

What’s the trend in case management adoption among public sector organisations?

Public sector case management systems are designed to help organisations manage and organise their processes. The trend in this field is toward more configurable systems, as they are more flexible and easier to adapt to changing business needs. More specifically, with high-configuration case management systems like Canalix Case Management, organisations can adjust settings and options to fit their requirements without needing custom development. This approach often results in faster deployment and more efficient use of resources. 

Both customisation and configurability have benefits and drawbacks, and the best option depends on the organisation’s specific requirements and resources. It is always better to consult the vendor or a professional before deciding.

How the public sector is purchasing case management systems?

Many government agencies are purchasing case management system off-the-shelf – which means it’s from a trusted vendor – a system that can be customised or configured to meet the agency’s needs.

Such an example is Canalix. Canalix is a case management system designed to respond to the needs of regulators with a focus on inspection processes. Among the reasons our public sector clients choose an off-the-shelf case management software (like Canalix Case Management) is that it delivers the desired functions at a lower cost, has more effective administration of processes, and guarantees that the agency’s technology is always up to date. There are even more benefits to be listed, but these highlight the vendor-based case management adoption approach toward which the public sector is currently transitioning.

What other benefits stay behind the vendor-based case management system adoption?

Government agencies are no strangers to the business needs of the private sector. They all want a comprehensive, end-to-end case management solution that can be many things, including:

  • It can be customised to do anything.
  • It can provide the government agency with smooth workflow processes.
  • It’s easy to use.
  • It can integrate seamlessly with any other system in existence.
  • Can be updated to meet the constantly changing needs of the government agency
  • It’s easy to purchase, easy to adopt, migrate and operate. 

The reality is that there are many case management solutions for the public sector that promise all of these benefits. However, there are hidden traps in purchasing a case management system for governments. The core reason is that selling a CMS involves using many industry-specific terms that may mislead someone exploring the off-the-shelf CMS waters for the first time. 

What are the hidden traps in purchasing an off-the-shelf case management software?

For instance, an off-the-shelf case management system can be customised/configured to a certain degree. Some off-the-shelf systems may have a high degree of configurability, allowing the agency to tailor the system to their specific needs. While other systems may have limited customisation options, making it more difficult for the client to adapt the system to their specific requirements. But how can we tell the difference when all public sector case management services promise high customisation/configuration?

What should a government agency client know about purchasing a case management system from the vendor?

Many vendors promise high configuration possibilities, but what if their product has limitations that would present a problem in the future when the system needs additional functionalities? The promise of an “everything is possible” type of case management service should be a red flag for public sector organisations, because it may be a trap that puts the client into a loop of constantly developing and testing new functionalities that go beyond the core functions and modules of the product. This will eventually make the product more expensive and the government agency a “hostage” to the vendor’s development processes. Even if the vendor presents a solution that doesn’t require long development and testing, it may still cause trouble when in the future, it can’t be integrated with another system or scaled. 

These and many other problems can occur for a public sector organisation, if a single vendor’s core case management offering has system limitations hidden under the disguise of “flexibility through complete customisation.”

High configuration vs complete customisation

How can you recognise a high-configuration case management system that can respond to the business needs of your regulatory agency? For example, you’re a procurement officer in a regulatory agency. Naturally, the core suite of functions you’ll need would include the following: inspection scheduling and calendar management, inspection forms and checklists, data collection and analysis, workflow management, document management, etc. You would need a case management system that supports these core functionalities. Still, you can also be able to update it with additional modules for specialised tasks that are unique for the type of enforcement required by the agency. Both the core suite and modules can be modified to perform additional functions, with no need of development work over the major elements. This is what high configuration is. 

Related: How to write an RFP for an innovative case management system?

Strong vs weak case management systems

No CMS is perfect from the shelf; configuration will always be necessary. But with a strong, intelligently designed core case management system with relevant case-management practices, configuration is just a matter of minor rework over the existing CMS elements.

Unique but weak “customised” case-management systems can “trap” customers into a costly cycle of development, testing and retesting of software features that may be unexpectedly costly in the future. While a strong CMS with intelligently designed core functions and high-configuration possibilities may deliver its configuration promise with a minor rework of the existing elements to make them fit the regulator’s needs.

The difference between customisation and configuration of case management systems

A case management system that can be completely customised will take longer, cost more, and there’s no guarantee the resulting vehicle will even run. When a vendor promises “complete customisation”, you should ask some more questions to make sure whether the customisation is a trap or a real opportunity. If not, you should shift your focus toward a case management system designed to meet your government agency’s needs and can be configured to meet the rest of the wished-for functions. Don’t fall for “complete customisation” promises when the base product’s functions are insufficient for your agency’s needs.

Canalix offers a configurable, low-code case management system that follows the best practices for regulators and is flexible to match the different inspection processes. Our vision is for a connected regulatory ecosystem that can streamline your processes thanks to the most advanced technology. We realise this vision through a strong base product with built-in configurability that will provide your regulatory agency with technology that remains relevant not just now but also in the future. Our flexible purchasing options meet the needs of small regulatory agencies and regulators with a nationwide remit that needs to do more with our product.

When writing an RFP for inspection management software, it is important to clearly outline your organisation’s specific needs and goals for the software, as well as any specific requirements or features. To make your system future-proof, you should include an innovation section outlining your organisation’s interest in cutting-edge technology or new approaches to inspection services.

Unfortunately, most requests for proposals for a government case management system don‘t account for any of these possibilities and opportunities. Too often, these RFPs present little opportunity for innovation or even improvement. Instead, they drill down into technical requirements at extreme detail levels, resulting in a document that often does little to help differentiate vendors. The result: a process that is well suited to replicate paper- or DOS-based procedures but not to help bring a court into the future.

Can a flawed RFP process lead to adopting a bad case management system?

To answer this question, first we need to define what a good case management system is.

A good case management system for inspections might have the following characteristics:

  • Flexibility, allowing it to be adapted to the unique needs of different types of inspections and inspection agencies
  • Robust reporting and analytics capabilities, making it easy to track and analyse inspection data
  • Integration with other systems, such as document management or data analysis tools
  • User-friendly interface, making it easy for inspectors to navigate and use the system effectively
  • Scalability, allowing it to handle increasing volumes of inspections and data
  • Strong security features, protecting sensitive inspection data from breaches
  • Compliance with relevant regulations and legal requirements
  • Mobile accessibility and offline capability
  • Automated workflows, electronic signatures, and electronic submissions

inspection services

A bad case management system for inspections, on the other hand, might have the following characteristics:

  • Lack of flexibility makes it difficult to adapt to the unique needs of different inspections or inspection agencies.
  • Limited reporting and analytics capabilities, making it difficult to track and analyse inspection data.
  • Lack of integration with other systems, such as document management or data analysis tools
  • A poor user interface makes it difficult for inspectors to navigate and use the system effectively.
  • Limited scalability, making it difficult to handle increasing volumes of inspections and data.
  • Security vulnerabilities, exposing sensitive inspection data to risk of breaches

It’s important to note that the specific requirements for a good case management system will vary depending on the nature of the inspections, the size of the organisation, and the specific goals and needs of the inspection agency. If a flawed RFP (request-for-proposals) process impacts the decision making around choosing a new case management system, then that might lead to adopting a bad case management system that won’t be future proof. Which leaves us with another question. Should government agencies develop their own case management systems and not rely on vendors?

Should government agencies develop their own case management systems?

In the past, it‘s been largely up to government agencies to build their own technology. Now, government structures such as regulators and courts can take advantage of the experience and skills of accomplished technologists who specialise in different departments, e.g. regulatory case management, court case management, etc. These experts, for example, can bring a regulator a modern CMS that connects the various stakeholders of the regulatory enforcement process and helps the agency better plan inspection services and the big pool of resources that’s attached to them.

Of course, a regulator still needs to write an RFP to choose experts who can provide the CMS that best fits the agency’s needs. In this piece, the experts of Canalix – inspection management software and regulatory case management system – will offer ideas to help regulatory agencies to write an RFP that do just that.

Where to start from? The current state of the CMS system.

A Request for Proposal (RFP) should give vendors detailed information about the current state of a regulatory case management system’s technology for several reasons:

  1. It helps vendors understand the current technology landscape of the organisation. This will enable them to identify areas of improvement and tailor their solutions to the specific needs of the regulatory body.
  2. It can help vendors identify any potential integration issues. Suppose the regulatory body already has a case management system in place. Vendors need to know their capabilities and limitations to understand if their solution can be integrated with the existing system without causing disruptions.
  3. It can help vendors understand the scope of the project. If vendors know the system’s current state, they can better estimate the resources required to implement their solution.
  4. It can help vendors understand the organisation’s budget. By knowing the current system, vendors can better estimate the costs associated with the implementation of their solution, and this will help the regulatory body to make more informed decisions.
  5. It can help vendors understand the organisation’s priorities. Knowing the system’s current state will give vendors an idea of the organisation’s priorities, which will help them tailor their solutions to better meet the organisation’s needs.

In summary, providing vendors with detailed information about the current state of a regulatory case management system‘s technology in an RFP can help vendors understand the organisation’s needs and priorities, tailor their solutions to meet those needs, and provide accurate cost estimates. This will help the regulatory body to select a vendor and solution that best fits their needs, budget, and priorities.

Related: Improving resource efficiency in regulatory inspections: Ultimate Guide for 2023

What valuable information a good written RFP will give to a vendor?

In addition to the considerations listed above, an effective RFP will explain the following:

• The biggest challenges related to communications or data that the regulator has faced in the past five years
• New concerns that the regulator expects to become significant during the next five years
• The proposed lifetime of the new system
• The regulator’s ability and willingness to change its business processes to increase efficiency
• The inspection caseload and case lag
• The regulator’s data-entry challenges
• The technologies used by current employees to help run inspections efficiently
• Is the regulatory agency looking for a single vendor to fulfil a contract, or would the court consider multiple vendors to develop different modules (modular digital transformation)?

Frequently asked question on choosing a government case management systems

The Canalix experts shared several frequently asked technical questions that they get asked from government agency consultants and strategists, including:

  1. What types of data can be stored and tracked in the system?
  2. How are data security and privacy handled in the system?
  3. How does the system handle reporting and analytics?
  4. Can the system integrate with other systems, such as document management or data analysis tools?
  5. What are the system’s scalability and flexibility?
  6. Can the system handle automated workflows and electronic signatures?
  7. Is the system mobile accessible and offline-capable?
  8. Is the system compliant with relevant regulations and legal requirements?
  9. How is the system updated and maintained?
  10. What kind of support and training is available for the system?
digitalised inspection platform saas

Screenshot from the self-inspection software portal developed by Canalix.


If you’re a consultant or a strategist looking for a government case management system vendor, asking these questions will help you better understand the system’s capabilities and limitations and how well it will meet your organisation’s specific needs. It’s important to remember that the specific requirements for a good case management system will vary depending on the nature of the inspections, the size of the organisation, and the specific goals and needs of the inspection agency.

It’s important to choose a future-proof case management system because it will help to ensure that your organisation’s needs are met now and in the future. A future-proof system will be able to adapt to changing requirements, will support the growth of the organisation and will be able to integrate with new technologies and tools. This will help to ensure that your organisation can continue to operate efficiently and effectively, now and in the future.

How do regulators achieve better resource planning in 2022? Advanced technology, automation, and AI are a solid base for enabling regulatory authorities to unleash their teams’ efficiency by assigning the right inspectors, time, and tools to an inspection job and ensuring that the plan will succeed even if a last-minute change occurs.

Inefficient management of costly resources can cost regulators valuable time and money. That is especially true when regulatory agencies enter a period with an increasing workload while the number of inspectors remains the same. Improving resource management efficiency via inspection software can help regulators take the enormous workload and tackle the potential issues that may come out of poorly managed resource scheduling and planning.

How does resource planning in government agencies look?

Resource planning in a regulatory agency is the process of categorising, scheduling and managing resources such as inspectors that do site visits to conduct inspection checks. The goal that every regulatory agency should have set is to orchestrate this process to guarantee that an inspection will take place at the right time and cost. The use of government resource scheduling software is a way to ensure that the regulator is using the public resources efficiently and productively.

resource planning software

Benefits of resource planning software for inspection team leaders

Inspection team leaders that use resource scheduling software as Jobtimizer report that they managed to improve productivity, inspection performance and cost optimisation thanks to it. Here are some practical examples of how Jobtimizer helped our UK government clients to achieve the goals they had set before contacting us:

They succeeded in improving their inspection tracking system by transforming how they look at their data. Jobtimizer allowed them to make resource planning more visual, and that way, they enabled themselves to start planning inspections better.

They saved time by letting Jobtimizer generate inspection schedules automatically. With the AI engine that considered all types of constraints and rules, inspection team leaders reported that they maximised their inspector’s time on work that matters.

They managed to reduce their carbon footprint by optimising the route planning between inspection jobs. That meant fewer costs spent on fuel and less time spent travelling for all of our clients.

Why the successful digital transformation in regulators starts with resource planning

If you have to plan inspection schedules by turning paper files into excel spreadsheets, you will likely miss opportunities. Making schedules manually on excel files will be a challenge to maximise your time on work that matters. And it will be even more difficult to track if the operational costs are going as per the budget plan because you will lack good visibility on data. These are all real problems that our clients had before adopting Jobtimizer.

By contrast, a few months after using the resource planning system of Jobtimizer, they shared that their team’s workload is better managed, as are also other KPIs.

Related: The essential KPIs of inspection scheduling software

Maximising efficiency with intelligent resource planning

Solely the use of resource planning software doesn’t guarantee that you’ll be able to find the sweet spot between over-allocation and under-allocation of resources. An over-allocation of inspectors leads to overtime and increased costs, while under-allocation means missed opportunities. No leader would like to invest in an inspection optimisation solution to find himself in the two situations mentioned above.

Modularity as the safest road to optimisation

Finding a way to transform inspection management efficiently can challenge regulators that use many tools in their existing inspection management system. But this challenge can be tackled with easy-to-integrate tools that focus on different areas of the inspection process (resource scheduling, data submission, AI complexity scoring, etc.).

modular digital transformationWhy is modularity crucial for your digital transformation strategy in 2022?

Download this whitepaper to understand:

        • The advantages of modular digital transformation
        • The vital architectural practices and technologies that enable modular transformation
        • Migration strategies to minimize disruption for the business and customers
        • How Jobtimizer can help public sector organisations make the transition
        • How a regulatory agency in the UK is benefitting from a modular approach


Read it now.

Check out these inspection management tools for your next government digital transformation project step:

  • Regulatory Case Management software will support a lifecycle of ensuring compliance and supporting duty holders from registration, inspections, enforcement, and complaint management.
  • Resource scheduling software – Jobtimizer is a resource management software that optimises schedules and delivers immediate results. Because of the software’s modular nature, it can be easily integrated into an existing system. The benefits it offers: time-saving schedules, efficient resource management, and swift decision-making enable Jobtimizer’s users to have faster results from digital transformation than ever before.
  • Self-submission portals – inspection agencies can give their users more power by enabling them to self-service their inspection requests via intuitive self-submission portals.
    The self-service inspection module of Canalix allows external users to register, initiate inspection case processes, follow their status and interact with the authority around their inspection cases. Also, case information and documentation can be securely shared with external stakeholders such as subject matter experts, interested parties or other authorities.

Adopt a resource planning software for your next inspection

It’s good practice to think about resource planning and resource allocation optimisation even before thinking about digital transformation itself. You can visit our Solutions page and look at our inspection optimisation tools.

One of the public sector’s biggest struggles today is transforming services and freeing themselves of legacy systems and workflows. Are they winning this battle? And how do they do it?

The digital transformation vision

Government agencies, local government administrations, and other public organisations are bearing big weight when it comes to digital transformation. They have to keep up with the vision of how public services should be delivered while facing constant pressure for reducing costs and do more with less. This challenge, however, is creating opportunities for innovation.

Canalix is helping government agencies to get the advantage of the available innovative solutions. Since the constant pressure for cost optimisation in the public sector is making public sector leaders more interested in adopting platforms as solutions that could address a variety of workflows and services, Canalix is designed to respond to these particular public sector demands. That enables organisations to progress in digitising their processes and keep up with the evolution of technology.

Resource optimization and business scheduling software

CASE STUDY: How a regulatory agency cut costs with resource scheduling software?
          • reducing the scheduling time with up to 75%
          • increasing efficiency of operations with 40%
          • fully eliminating errors in the resource allocation process.
Download the case study.

Why using a cloud platform is better for a government agency?

Government agencies like the regulators can automate and scale operations such as inspection checks on Canalix – a single inspection management platform. Since the platform is modular, it can be adopted in a sequenced way – each module at a different stage; by following the tactical goal to identify the area of operations that can be transformed first to achieve the most significant optimisation result. Then by adopting other modules, the digital transformation can scale and therefore, a further transformation of processes be achieved. Since the inspection software modules are in the cloud, Canalix provides a service model that enables government agencies to remove inefficient or manual processes and speed up the delivery of inspections and work that matters the most. 

The inspection software of Canalix provides dedicated modules for different solutions – regulatory case management software, self-inspection and evidence submission, AI resource scheduling, grant management, automated compliance assessment, inspection marketplace, etc. Furthermore, with the platform’s AI engine, Canalix delegates most of the repetitive tasks to be done automatically by the AI engine. 

Long story short, with Canalix, government agencies can:

  • Gain cloud service
  • Minimise risks and reduce costs
  • Simplify services via self-submission and self-service portals
  • Speed-up inspection delivery
  • Improve productivity
  • Optimise the work patterns
  • Connect their employees intelligently.

What challenges public sector leaders can overcome with Canalix?

With Canalix, government agencies can upgrade their legacy systems with easy-to-use modules in the cloud to drive efficiency across processes within the organisation. With these solutions, government leaders can tackle these common challenges:

1. Challenges with the complexity of modernising the IT

  • upgrade outdated work processes
  • Modernise a legacy system and start automating and prioritising tasks
  • Eliminate time-consuming manual work and boost productivity.

2. Challenges with the visibility of data 

  • organisations can quickly check the cause of a problem when the performance of tasks suffers and ends in issues such as overbooking, rework, etc.
  • Government agencies can have a central source of data across departments and improve communication and connection between employees.

3. Challenges with the costs

  • By quickly identifying issues and improving potential weak points in service delivery, government agencies could reduce the expenses.
  • By providing cloud solutions to the end-users, the agencies don’t have to suffer the negative impact of assigning whole teams to troubleshooting problems that can emerge on-premise.

Success story

Here is a remarkable story of how a Canalix client kicked off their digital transformation strategy with a modular resource scheduling solution only to scale later to use a complete platform of inspection software solutions. 

The modular digital transformation approach allows organisations to optimise beyond resource scheduling. In other words, combining different modules will enable organisations to enhance their efficiency even more. 

Success story of adopting inspection software module “Marketplace”

After our client transformed their inspection scheduling operations with Jobtimizer, they decided to continue their digital transformation journey with another module – the marketplace module. The goal: to further enhance the efficiency and productivity of the inspection process.

The marketplace module enabled our client to integrate a digital workspace within their existing inspection management system. Within this workspace, our client’s staff was able to post details about pending inspections. Imagine it as a data pool with tasks. Access to these tasks is ensured through a secure portal to external agents who can take over jobs and complete them on the client’s behalf. Each task file has a unique ID, requirements, and due date for inspection check. Only agents with the required certification can take and complete corresponding tasks.

The outcome

The marketplace module allowed our client to expand their operating models by outsourcing low complexity tasks to external agents. That enabled their internal costly case resources to focus on critical tasks and jobs that matter the most. First, our client managed to transform their resource-constrained scheduling process into a more optimised version. Then, with another module, they adopted a new operating model to focus their case resource’s time only on work that matters the most. Both modules delivered quick wins, and our client is now planning further digital transformation with other modules.

Read more about how your government agency can tackle the issue with resource-constrained scheduling.

Are you interested in adopting new operating models with quick wins? Contact us here.

When we speak of ROI (return-on-investment) in the digital transformation of the inspection process, the KPIs are mainly in terms of efficiency and improved connectivity in inspection teams. That’s so because a digital inspection platform can automate many manual inspection tasks, and regulators can benefit from improving their operational efficiency and safety compliance standards. 

Even though many of the customers of our digital inspection platform Canalix start using it driven by the urge to switch to a paperless inspection management system, they end up with more benefits than simply removing the paper. As a result, they report improvement of more performance indicators than initially expected:

  • Increased operational efficiency
  • Inspection tracking and performance overview by location and inspector as a tool to apply targeted improvement of safety standards
  • Reduced travel time between inspection jobs
  • You are saving time and money on inspection jobs.

But some agencies achieve a more significant ROI than others. So let’s get to the obvious question.

How can regulators achieve a larger ROI from using a digital inspection platform?

Canalix is an inspection platform, and as such, we ran a customer survey with our customers on the effects they observed since they transformed their inspection services with us. Our customer survey’s most popular insights indicate that inspection scheduling is done faster than before with up to 75% improvements, efficiency is improved by up to 40%, and inspection allocation errors are entirely removed due to the AI-enhanced inspection allocation software.


Resource optimization and business scheduling software

          • reducing the scheduling time with up to 75%
          • increasing efficiency of operations with 40%
          • fully eliminating errors in the resource allocation process.
Download the case study.

How are digital inspection platforms transforming regulatory inspections? 

These inspection optimisation highlights are essential for every regulatory agency with inspection driven processes. But what exactly stands behind them? Our customer survey indicates that using a cloud-based document management systemdigital inspection checklists, uploading photos directly into inspection reports eases communication within inspection teams. Canalix compiles data for team leaders to see the big picture view with an easy-to-use interface. On the other hand, that gives them the power to make informed decisions and predict future problems requiring more regulatory attention. The ultimate goal: improve the safety standards of the agency and target the time of inspectors to the tasks that matter the most.

These customer surveys’ findings highlight the significant ROI results digital inspection platforms bring to regulatory inspections. 

Why are some regulators struggling with achieving significant ROI results in inspection optimisation?

“The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.” – Bill Gates.

Some customers are digitising their inspection case management with the sole purpose of ditching the paper and being in line with the modern age. But having a digitised inspection case management system is like a stepping stone towards more changes in the inspection process.

For example, the digitised case management data can be seeded into an AI engine and be automatically scored by complexity and risk level. This automated processing enables regulators to allocate their inspector’s time on the jobs that matter the most. Depending on the inspection procedures within the regulator, low complexity cases may be automatically assigned to self-inspection procedures or get a low priority tag.

RelatedWhere do remote inspections and inspection allocation optimisation meet?

This example is just an illustration of the hypothesis that a small step in digitising inspections can evolve into innovative inspection allocation practice that turns the whole process into a more optimal version of itself. That is just an example of why some customers achieve more significant ROIs than others. Adopting a digital inspection platform should be thought of as an opportunity to reimagine the existing processes, not only as a tool to remove the paper or digitise checklists.

Let’s come back to Bill Gates’s words that we quoted above. We’ll conclude that the more we rethink and reimagine the existing inspection processes through the prism of inspection software, the more significant the impact of the transformation will be. So if we have to define one major difference between the customers with large ROI outcomes and customers with small ROI outcomes, it would be the lack of vision for the latter. Defining a clear digital transformation vision requires time and energy. That’s why Canalix, as an inspection management software, always consults future customers about the vision for their future. Do you want to join our list of customers with significant ROI results from the use of inspection softwareContact us for a free demo here.

Government CIOs have a lot on their hands. Busting myths about cloud adoption is one of them for better or worse. Debunking myths requires their understanding. Even though it sounds like a minor thing to fix, there are myths that can slow down governments and enterprises on their road to digital transformation.

1. “Saving money is the only cloud adoption motive”

Cost-efficiency is important and cloud adoption is the best long-term direction to achieve it. However this is not the solely reasons that enterprises and government are turning to cloud. For decades there’s been stereotypes about the government that everything that happens there is slow and outdated. Cloud adoption is a key not only to cost-efficiency, but also to agility.

Government CIOs must look not only at financial cost-optimisation sheets, they must be looking beyond that. For this they need to analyse different use cases of cloud. In order for cost goals to be achieved, the usability of the cloud solution must be explored.

Related: How to approach cost-efficient cloud adoption

How to ensure that the cost optimisation goals will be achievable?

CIOs and digital transformation leaders must be aware of the importance of proof-of-concepts (PoC). This is a demo software that covers predefined use cases.

If you’re a CIO that is exploring opportunities for cloud adoption in government agency for food safety, you don’t just buy a software through online checkout. You run some meetings with the supplier of the cloud service and then you ask for PoC that can recreate a specific experience. This experience might be running an inspection management process with the supplier’s cloud software. This is one of the best ways to ensure that the cloud solution can actually deliver the cost-optimisation that is promised.

Related: The Importance of testing inspection software with PoC

Contact Canalix now if you’re looking for inspection software demo that can deliver specific use case.

2. “Cloud is the end goal”

Formulating a cloud strategy is important. Governments and enterprise that haven’t adopted cloud yet, must look at their strategy first. However, when the stage of implementing the cloud comes, the functional leaders must be aware of the end goal. And they must be educated that the cloud is just a means to achieving the goal. The goals may be agility, cost savings, resource utilization, improving the user experience for citizens, public servants, inspectors, etc.

Related: Understanding cloud strategy in governments

Implementing cloud solutions in governments is not a single warrior effort. It’s a group effort. That’s why CIOs must invest some time in making everyone involved in the implementation phase to understand the benefits that cloud will bring to the organization’s processes.

3. “Migrating to cloud is one-time effort”

Let’s say that a local government adopts cloud by using case management software. This is one path to cloud. But there are also many other different paths. If the local government has a successful use of the cloud case management software, it means that they should adapt cloud for other processes as well. This is the moment where CIOs must prepare the organizations to go along a new cloud transformation road.


Once the operation process of case worker is optimized via cloud solution, then it’s natural for the organization to optimize the rest of the processes. As a next step in this example it would be strategically smart to transform the work of inspectors by adopting inspection management software to fully leverage the cloud principle. This is a good example for long term digital transformation planning, that is designed to bring gradual improvements.

Related: How investing in cloud create saving for governments and enterprises

It other words it means that once a government successfully moves a process in the cloud, doesn’t mean that the work is finished. It means that work begins. This is a complex process. It means that the CIOs must be careful when choosing cloud supplier, because the supplier must be not only a service delivery entity, but also a great consultant and partner.

Get in touch with Canalix if you need to book a consultation for adopting cloud in the inspection management.

Contact us.

4. “Cloud is overrated, companies are moving away from cloud”

Companies are not moving away from cloud. On the contrary. Today the migration to cloud is safer than ever. This can be confirmed by data from a single google search. Actually we’ve written a dedicated blog post about the cloud adoption being a key player in the post-pandemic new normal.

Read it here: Cloud – the new normal of regulatory compliance (with insights from IT decision makers for cloud adoption)

5. “Our cloud strategy is to move one of our processes on the cloud”

Strategy is a big thing. It should set a long-term direction with end goals. CIOs in governments and enterprises are responsible for formulating the cloud adoption strategy. Along the way for achieving these goals, there must be strategic plans. These plans have the objective to set the right priority for cloud migration and to form a cloud implementation plan. They must not be mistaken for cloud strategy.

Related: Everything you need to know about cloud adoption


Setting apart myths from facts is a key step for ensuring that everyone understands the benefits of cloud. It all starts from the IT leaders in governments and enterprises, they formulate the strategy, they debunk the myths. The second figure next to them are the functional leaders of the different departments – inspectorates, financial departments, human resources, etc. Together with the IT leaders they must share a common understanding of the benefits of cloud. Ensuring that all levels of the organization – whether it’s public or private organization – understand the reality behind myths will enable organizations to fully leverage on the benefits of the cloud.