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The Importance of Contextuality in Effective Regulatory Oversight

The Importance of Contextuality in Regulatory Oversight

Regulatory oversight involves managing vast information, including inspection reports, compliance records, and enforcement actions. With the increasing complexity of regulatory requirements and the diverse range of stakeholders involved, regulatory agencies need a flexible and efficient inspection management software that can adapt to the specific needs of each context. That is where contextuality comes in.

Tailoring Regulatory Processes to Specific Contexts

Contextuality refers to the ability of regulatory case management systems to adapt their processes to the specific requirements of each context. That can involve different case types, access levels, and review processes, among other factors.

The Role of Contextuality: Examples

One example of how contextuality can improve regulatory oversight is in the context of food safety regulation. According to the World Health Organization (WHO), contaminated food is responsible for over 600 million illnesses and 420,000 deaths yearly. Different types of food products have different levels of risk associated with them, and the regulatory requirements for each type of food may vary depending on the level of risk. For example, high-risk foods such as raw meat may require more stringent regulatory oversight than low-risk foods such as packaged snacks.

By having customisable organisational units with different case types and access levels, regulatory agencies can tailor their oversight processes to the specific risks associated with each type of food product. That can include different review processes, testing requirements, and reporting requirements. For instance, the United States Department of Agriculture (USDA) regulates meat and poultry products, while the Food and Drug Administration (FDA) regulates all other food products.

How contextuality can improve regulatory oversight?

Regulatory agencies can tailor their oversight processes to the specific needs of different stakeholders involved in the food supply chain. For example, a farmer may have different regulatory requirements than a food processor, and having customisable organisational units can ensure that the appropriate resources are allocated to each stakeholder to ensure compliance with regulations.

regulatory oversight software

How contextual inspection management enables agencies to allocate resources more efficiently?

Another example of how contextuality can improve regulatory oversight is in the context of drug regulation. According to a report by the Congressional Research Service, the cost of developing a new drug ranges from $2.6 billion to $3.2 billion. The US Food and Drug Administration’s (FDA) Center for Drug Evaluation and Research (CDER) electronic submission and review system, known as the Electronic Submissions Gateway (ESG), has different organisational units that handle different types of drug submissions. Each unit has its own review process, requirements, and access levels. That allows the FDA to allocate resources more efficiently and streamline the review process for each type of drug submission.

Overall, contextuality is an essential component of effective regulatory oversight. By tailoring regulatory processes to each context’s specific needs and risks, regulatory agencies can ensure that resources are allocated efficiently, oversight is optimised for better outcomes, and the interests of all stakeholders are protected. As the regulatory environment evolves and becomes more complex, contextuality will play an increasingly important role in ensuring public safety and maintaining public trust in the regulatory process.

Using Canalix as an Inspection Management Software to Address Contextuality in Regulatory Oversight

Canalix is an inspection management software that leverages advanced technologies such as AI and machine learning to provide a customisable and context-aware solution for regulatory oversight. The software enables regulatory agencies to streamline inspection processes, allocate resources more efficiently, and optimise regulatory oversight for better outcomes.

Canalix’s context-aware approach means that regulatory agencies can configure the software to reflect the unique requirements of each context. For example, regulatory agencies can define different inspection types based on the risks associated with regulated products or services, such as high-risk and low-risk inspections. They can also define different inspection checklists, testing requirements, and reporting requirements based on the type of inspection.

 

In addition, Canalix’s AI capabilities enable regulatory agencies to identify patterns and trends in inspection data, allowing them to make data-driven decisions about where to allocate resources and which areas to prioritise for inspection. The software also provides real-time analytics and reporting, enabling regulators to monitor compliance and enforcement activities in real time and respond quickly to emerging risks.

Overall, using Canalix as an inspection management system can help regulatory agencies address the contextuality problem in regulatory oversight. By providing a flexible and context-aware solution, Canalix enables regulatory agencies to tailor their inspection processes to the specific needs of each context, ensuring that resources are allocated efficiently, and regulatory oversight is optimised for better outcomes.

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Common Mistakes in Selecting Inspection Management Software: A Guide for Regulators

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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:

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Is it time to adopt an automated workflow within your inspection management system?

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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:

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Case Management for the Public Sector: The Benefits of an Off-the-Shelf System

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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.

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Improving resource efficiency in regulatory inspections: Ultimate Guide for 2023

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Resource optimisation in inspections is essential because it helps ensure that limited resources, such as funding and personnel, are used effectively and efficiently.

There are several reasons why regulators should have a resource optimisation strategy in 2023:

  • Budget constraints: Many regulators face budget constraints and are under pressure to do more with less. A resource optimisation strategy can help regulators prioritise their workload and efficiently use their resources.
  • Increasing workload: The workload of regulators will likely continue to grow in the coming years due to various factors, including population growth, economic development, and new regulations. A resource optimisation strategy can help regulators manage this increasing workload and ensure they have the resources they need to carry out their duties effectively.
  • Improved outcomes: By optimising their resources, regulators can ensure that inspections are conducted thoroughly and consistently, which can lead to improved outcomes, such as increased compliance with regulations and a reduction in risks to public health, safety, or the environment.
  • Industry and public trust: A resource optimisation strategy can help regulators be more transparent about their inspection processes and priorities, improving accountability and building trust with the industry and the public.

Overall, a resource optimisation strategy can provide both: short-term and long-term benefits for regulators, including cost-effectiveness, improved efficiency, quicker results, sustainability, improved outcomes, and increased trust. In this piece, we’ll focus on the quick wins that resource optimisation strategy can bring to public sector regulators.

3 resource optimisation strategies for regulatory inspections

We’ll focus on three strategies that regulators can use in 2023 to optimise the resource allocation for inspection management and achieve quickly their first positive results. These strategies have been outlined by  our team and their experience with providing resource scheduling solutions to public sector regulators.

  1. Prioritise inspections based on risk: Regulators can prioritise inspections based on the level of risk that an industry or facility poses to public health, safety, or the environment. That can help ensure that limited resources are focused on the areas that pose the most significant risks and require the most attention.
  2. Use data analytics to identify patterns and trends: Regulators can use data analytics to identify patterns and trends in inspection data. That can help them target their inspections more effectively and identify areas needing additional attention.
  3. Collaborate with other agencies and the industry: Regulators can work with other agencies and the industry to develop and implement self-inspection services or joint inspection programs, or third-party certification programs, which can help reduce the need for regulatory inspections.

Implementing these strategies can help regulators optimise the use of their resources and achieve quick results in regulatory inspection management. Let’s explore in-depth how each of the three resource optimisation strategies help regulators improve their efficiency.

How the risk-based inspection process is helping regulators?

  • Risk-based inspections allow regulators to focus their limited resources on the areas that pose the most significant risks to public health, safety, or the environment. By prioritising inspections based on risk, regulators can ensure that they can address the most significant risks first.
  • Risk-based inspections can help regulators identify and address emerging risks more quickly, as they are more likely to target industries or facilities at higher risk of noncompliance.
  • Risk-based inspections can improve the efficiency of the inspection process, as they allow regulators to allocate their resources more effectively and avoid spending time and resources on inspections that are not likely to yield significant results.
  • Risk-based inspections can ensure that regulatory resources are used in the most cost-effective manner possible, allowing regulators to focus on the areas that pose the most significant risks rather than spreading their resources too thin.

How do data analytics enable regulators to perform inspections smarter?

There are several ways in which regulators can use data analytics to improve the efficiency and effectiveness of inspections:

  • Identify patterns and trends: Regulators can use data analytics to identify patterns and trends in inspection data. This can help them target their inspections more effectively and identify areas needing additional attention.
  • Improve resource allocation: Data analytics can help regulators optimise the allocation of their inspection resources by identifying high-risk areas or facilities that may require additional inspections.
  • Monitor compliance: Data analytics can be used to monitor compliance with regulations over time and identify trends or patterns of noncompliance that may require additional attention.
  • Identify best practices: Data analytics can help regulators identify best practices or effective strategies used by the industry to comply with regulations, which can inform future inspections and regulatory approaches.
  • Improve communication and transparency: Data analytics can be used to create reports or dashboards that can help regulators communicate their inspection activities and priorities to the industry and the public, improving transparency and accountability.

Why collaborating with other agencies and the industry can optimise the resource utilisation?

  1. Joint inspections: Regulators can work with other agencies to conduct collaborative inspections of facilities or industries that multiple agencies regulate. That can help optimise the use of resources and ensure that facilities are being inspected in a consistent and comprehensive manner.
  2. Information sharing: Regulators can share inspection data, reports, and other information with other agencies to improve coordination and reduce duplication of efforts.
  3. Collaborating with the industry: Regulators can provide self-inspection services to the industry. Self-inspection programs can help regulators to focus on high-risk cases while the industry is self-servicing the low-risk cases.

Overall, having a resource optimisation strategy can help regulators better manage their workload, optimise the use of their resources, and achieve improved outcomes in the coming years. Should you adopt a government case management system with resource scheduling module? Should you adopt a stand-alone workflow automation within existing inspection management system? Find the answer by asking our Canalix experts about resource optimization for public sector right now from the form below:

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What makes inspection scheduling difficult, and how to solve it?

To digitise and optimise the inspection scheduling process in regulatory operations is complex. Each inspection requires a unique inspector with specific skills, qualifications and specialism. On the other hand, that requires particular instructions, data capture and associated workflow. Using just a digital inspection checklist is not enough for regulators to have real-time visibility of where things are. 

Inspection scheduling is an integral part of every inspection digitalisation project.

Whether we talk about regulatory inspections at local or national government structures, efficient inspection scheduling is always important. The use of good inspection scheduling software enables regulators to understand their problems better, prevent their repeat occurrence and improve the process. 

What makes an inspection schedule good?

A good inspection schedule is a mix of many components: each inspection has its program with unique instructions, data capture requirements, failure workflows and approval workflows. Last but not least, travel time between inspection jobs can be affected and disrupts the schedules. This mix of components is complex and challenging to manage. That’s why we designed Canalix as an inspection management software to help regulators make good inspection schedules with the help of AI and understand their complexity better with machine learning.

How to optimise the inspection schedule?

At Canalix, we help regulators of different shapes and sizes create and manage highly efficient inspection scheduling that enables safety, compliance, maintenance and continuous improvement. We achieve that by offering a robust inspection scheduling software within an inspection platform where scheduling is just one of many inspection management components that get improved. Here are five ways Canalix helps regulators simplify their inspection schedules:

self inspections

  1. Simplifying the unnecessary complex processes

A crucial step to simplifying the inspection management process is transforming the inspection forms. By adding instructions to inspection forms, inspectors can better understand each inspection’s goal. 

At Canalix, we deliver inspection form opportunities that respond to the best practices in the sector. Regulators that use Canalix can rely on inspection forms with:

  • Instructions.
  • Automated workflows simplify the process for inspectors and other staff members and strengthen compliance by flagging relevant follow-up action where needed.
  • Photo and video evidence submission can provide additional context for each inspection.
  • Conditional logic of the forms. For example, the form can require additional photos if the risk score of the inspection is above a certain level.

2. Don’t transform inspections all at once, do it modularly.

When we speak to our future clients about the opportunities to transform their operations with inspection software, we ensure they remember that digital transformation should be perceived as a process. Often that requires a modular approach to achieve sustainable digital transformation impact. The digitalisation of inspections changes not only the work of inspectors but also the work of other actors in the regulatory inspection processes. A digitalised inspection platform can create opportunities for cost-optimisation and productivity improvements if implemented correctly.

That sounds great, and it’s the dream goal of many regulators, but it is also a challenge. We help regulators achieve this goal with an excellent modular strategy and new technologies like AI-enhanced job scheduling, IoT technologies, machine learning, remote inspection technologies, and automated risk assessment.

Related: How a regulatory agency can cut costs in 2022?

A regulator starting a digital transformation journey may look like somebody standing in front of a wall with technologies and strategies. Canalix helps regulators bundle the right technologies and priorities into a digital inspection platform where they all tie together. The method may be designed to allow the integration of different modules one by one. That is made possible by the cloud-based inspection software model, a.k.a SaaS (software-as-a-service).

Because inspections in different regulatory areas are complex, lack of integration opportunities is a common issue in inspection software service providers. A digitalised inspection platform designed for regulators is what can deliver the right integration opportunity that would eliminate this issue and provide good data analytics opportunities for swift decision-making.

Case study: Reduce operational costs with inspection scheduling software

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.

Download now.

3. Strive for efficiency on more than one front

The use of inspection scheduling software doesn’t solve the scheduling problems on its own. It’s a digital transformation step, one of many, that should be carefully planned to bring success. We at Canalix help regulators to achieve efficient inspection scheduling by enabling them to manage the travel time between inspection jobs, the allocation of resources and the shifts of staff.

Managing resource allocation in inspections

Canalix is an inspection case management system that enables the regulator to embrace the self-inspection model. Our low-code and high configuration SaaS nature allow regulators to be flexible in times of uncertainties and manage resource allocation with an ever-evolving strive for optimisation.

Managing travel time between inspection jobs

Certain factors define how long an inspection will take – the complexity of the inspection job, the distance between a job and an inspector, the available technical equipment (if needed), the location of the warehouse (if there’s such), the inspector’s skill set, etc. Based on these factors, a route is created between inspection jobs and the assigned inspector.

The efficiency of the inspection schedule depends on the regular’s ability to send qualified inspectors to relevant jobs with minimised travelling time. The skillset is a crucial variable in the route optimisation formula. Based on our expertise with regulators, we refined this formula and offered it as a successful model to our customers from the regulatory sector. 

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.

 

4. Manage resources efficiently when a last-minute change occurs

What if an emergency disrupts the work schedules for days ahead? To reroute the inspection job assignments of expensive resources like inspectors and create new programs that keep operational costs under control is crucial for efficient inspection scheduling. And usually, good inspection software does that. We at Canalix do even more because schedule disruptions also present an opportunity to reduce travel time (compared to the previous work schedule). But to have an efficient rerouted schedule, one must have a fast and prompt reaction to the changes in real-time.

“Just match a job to the right person who can finish it”. It sounds simple but is it? What exactly are we matching – the skillset, the geolocation of the resource (whether it is the one nearest to the job site) or the availability status? Inspection job matching becomes a very complex task if we juggle through different constraints. Canalix can take all these constraints and automatically make a balanced schedule. The result is that only employees with the required skills and certifications will be eligible for the job, and it will be allocated to the one nearest to the job site.

The benefit of using inspection software like Canalix for handling inspection schedules is very evident in emergencies because there are no missed checks, and the service is delivered without compromise in its quality.

5. Make the life of inspectors easier.

Regulatory inspections usually have standard requirements for efficient inspection scheduling:

  • Provide instructions
  • Capture inspections data
  • Evaluate results and initiate corrective or preventive actions
  • Understand what’s due, what’s happened and what hasn’t
  • Track inspection KPIs

Having one inspection platform that does all this for different actors in the inspection management process is excellent for inspectors because they can do everything in one place, and everyone can be on the same page in real-time.

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Digitalising inspection management services with SaaS – benefits

In 2022 regulators have plenty of opportunities to improve and grow by transforming their operations with digitalised inspection platform. One of the digital transformation strategies on the radar of the public sector is the use of SaaS. The benefits of digitalisation are promising, and it’s no surprise that Gartner forecasts worldwide government IT spending to total $565.7 billion in 2022. This is a 5% increase from 2021. That makes us have a closer look at the prospects of inspection software platforms delivered as a SaaS model.

Digital transformation, especially for regulators with on-site inspection management processes, can improve efficiency and help regulators meet times of uncertainty.

When we speak to our future clients about the opportunities to transform their operations with inspection software, we ensure they remember that digital transformation should be perceived as a process. Often that requires a modular approach to achieve sustainable digital transformation impact. The digitalisation of inspections changes not only the work of inspectors but also the work of other actors in the regulatory inspection processes. A digitalised inspection platform can create many opportunities for cost-optimisation and productivity improvements if implemented right.

That sounds great, and it’s the dream goal of many regulators, but it is also a challenge. We help regulators achieve this goal with a good modular strategy and new technologies like AI-enhanced job scheduling, IoT technologies, machine learning, remote inspection technologies, and automated risk assessment.

Related: How a regulatory agency can cut costs in 2022?

A regulator about to start a digital transformation journey may look like somebody standing in front of a wall with technologies and strategies. Canalix helps regulators bundle the right technologies and priorities into a digital inspection platform where they all tie together. The method may be designed to allow the integration of different modules one by one. That is made possible by the cloud-based inspection software model, a.k.a SaaS (software-as-a-service).

Because inspections in different regulatory areas are complex, lack of integration opportunities is a common issue in inspection software service providers. A digitalised inspection platform designed for regulators is what can deliver the right integration opportunity that would eliminate this issue and provide good data analytics opportunities for swift decision-making.

Case study: Reduce operational costs with inspection scheduling software

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.

Download now.

A snapshot from the practice:

Many inspection team leaders are oriented toward transforming their inspection management system into paperless. That makes them ask for a solution that would enable them to digitise their inspection forms and automate inspection report generation in a format that would be easy to understand and act on. These types of solutions are usually considered quick fixes. After some discussions with inspection team leaders, they realise that the quick fix can lead to new efficiency opportunities. That is where our SaaS inspection software shows them the competitive advantage they could achieve by transforming their inspection management system by using SaaS as an inspection platform.

Ask us more about Canalix, a SaaS digital inspection platform for regulators:

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5 Benefits Of Using Digital Inspection Software In 2023

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The global pandemic raised many questions about which sectors of the economy are essential and non-essential. It made people reevaluate the importance of some industries over others. As a result, governments finally started addressing the need for digital transformation in overlooked areas such as inspections.

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.

 

Inspection management operations are taking a significant percentage of the annual spending of government agencies. At the same time, it’s a process that is crucial to keeping the public health and safety. That’s why we’re witnessing rising demand for inspection management solutions. So here comes the burning question: what problems are being solved with such tools? What are the benefits that inspection management platforms bring to the regulatory agencies?

Related: How Route Optimisation Software Can Reduce the Costs of Inspections?

  1. Less manual work with automated AI inspection software

The daily inspection management process meets a lot of challenges. They usually impact efficiency in the regulators’ offices. Good digital transformation solutions can optimise the entire end-to-end inspection process by providing digital infrastructure for its execution. 

Canalix is a digital inspection platform that transforms inspection management with automation and AI optimisation. These technologies ensure optimised delivery of service that helps regulators cut costs and boost productivity.

2. Fast inspection performance

The data-driven automation in inspections brings a whole pie of benefits. One of these benefits is the speeding up of operations. Everything happens faster by using digital infrastructure for inspection planning, scheduling, execution, and reporting. The real-time electronic interaction between different cases and involved parties drives action for seconds. Without using inspection software, these interactions could take from days to weeks because of the complexity of regulatory case management. But with proper inspection software, this period can be reduced to just a few clicks of the mouse.

3. Improved inspection compliance

Regulations are constantly being updated. Sometimes changes in rules may cause time-consuming restructuring of the inspection management process. A good digital inspection platform can adopt new compliance rules for seconds and then apply them in the whole work process. Automation saves hundreds of hours of manual implementation that is always accompanied by human errors. The use of inspection software can optimise the transition between new regulations and their enforcement and eliminate possible mistakes.

Related: How AI Is Changing The Game For Inspection Software?

4. Transparency and Public Trust

The cloud-based digital inspection platform can ensure real-time access to inspection reports. That allows faster delivery of the inspection results to the interested parties. On the one hand, it improves transparency, and on the other hand, this helps maintain public trust, especially when we talk about government case management.

5. Remote Access To Inspection Services

In challenging times of social distance, digital platforms for inspection management services have a significant role in maintaining this process alive. It means that regulatory enforcement activity in risky places like social care institutions should be transformed with compliance with the social distance rules. That is where remote inspection software and self-inspection solutions can help regulators do their work and comply with the new normal’s social distance rules.

Related: Why self-service inspections are important?

There are many levels in the structure of the inspection management process. Good software will support every level of it. Canalix is designed to meet the needs of companies focused on inspection driven regulatory enforcement. If you’re looking for a specific business optimisation solution that addresses the needs of the inspection process, contact us now.

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Make inspections risk-informed with risk based inspection software

The effective management of the ever-evolving risks during inspecting is vital for the safety and efficiency of regulatory inspections. Having a risk-based inspection program is one of the keys for regulators to achieve and maintain optimal inspection performance. 

Risk-based inspections are inspection management procedures with risk assessment focused on risk factors that determine what kind of inspection plan should be approached. Regulators that use Canalix’s inspection management software successfully use the platform’s capabilities for risk assessment to prioritise critical inspections that need an inspector’s visit over low-risk cases that can be performed with self-inspection procedure or remote inspection.

Case study: Reduce operational costs with inspection scheduling software

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.

Download now.

The advantages of risk based inspection software

Technically the risk-based inspection methodology transforms various inspection management processes – inspecting, inspection scheduling, evidence submission, data analysis. The goal is to prioritise inspections with the highest risk. The AI engine of Canalix makes all of the required calculations and automatically make the most optimal schedules. Risk-based inspections can be applied to all types of on-site/field checks regulators need to perform. Transforming standard inspection procedures into risk-based inspection programs is worth considering because the latter effectively reduces risks and guarantees public safety.

risk based inspection software

Why using a risk-based inspection software is essential for regulators?

Some of the big reasons why regulators should orient towards the implementation of risk-based inspection programs are:

1. Focus on risk factors

Regulators are constantly trying to cover new and high regulatory standards for inspection operations. That requires a particular focus on the risk factors that impact safety. That, on the other hand, affects costs and efficiency. So focusing on risk factors with a risk-based inspection software is considered a tool for overcoming a cluster of challenges that public sector regulators face today.

2. An excellent preventative inspection strategy

When a critical inspection is risk-informed, it can be conducted with greater attention to detail and with a specific protocol that ensures continuous improvement of the safety status of the inspected. Implementing a risk-based inspection procedure integrates well with the inspection software Canalix. The data analysis from completed inspections can provide feedback to the inspection program and improve the preventative strategy.

3. Improving both – public safety and operational efficiency in inspection management

Approaching risk-based inspections contributes to better regulatory practices to ensure public safety. But it also optimises the inspection process of regulators and enables them to realise efficiency in the inspection planning and scheduling, reporting and other activities. Such efficiency impacts the processes’ speed and costs, making operating expenses more focused and the inspector’s time spent only on work that matters.

Try one of the Canalix’ inspection modules now:

Government Case Management Software

Self-Service Portal and Self-submission Solutions.

Resource Scheduling Software.

Read also:

5 inspection scheduling software features that help regulators cut costs

How to approach a KPI-based inspection optimisation program?

Where do remote inspections and resource allocation optimisation intersect?

The essential KPIs for inspection management software

Contact us here:

 

 

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How to reduce rework and downtime for costly resources in inspection management?

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For regulatory agencies, the investment in highly qualified inspectors is perhaps the most valuable. However, this investment may lose some of its value if there are scheduling issues. That’s why many regulators choose to invest also in good inspection software as a solution to optimise operational costs and cut spending caused by frequent rework or downtime in qualified inspectors’ schedules. So there come the question: how to reduce rework for inspectors? And also:

How do downtime impacts operational costs?

How reducing downtime can help regulatory agencies optimise their spending? If your regulatory agency has only one highly qualified inspector with certification in Explosives, it will be more expensive for you to have his schedule filled with time gaps. If, because of the time gaps, the inspector doesn’t spend the entirety of his time on work that matters, catching up at the end of the month will be more expensive and may hurt his productivity. If the efficiency of processes starts suffering because of lousy scheduling, a new inspection check may be required much sooner than planned. So the price of a single inspection check may become more pricey than initially planned.

On the other hand, with a well-built inspection scheduling software ( one that makes optimal schedules with minimum travel time between jobs), the efficiency of the process can be improved, and the necessity for rework and overtime work minimised. That will ultimately lead to lowering operational costs. And last but not least,  by not having to conduct emergency rework and overtime, the regulator can use more opportunities.

resource scheduling software

Simplify the resource scheduling procedures

If the inspection scheduling process has issues, it’s normal not to have expected results. Desk workers can give feedback on the problems they have with inspection scheduling. One of our clients is a national regulator in the UK. They asked for feedback from their workers, and that’s how they realised that the inspection scheduling process requires the automation of repetitive tasks.

After adopting our resource scheduling software Jobtimizer, their scheduling managers sped up their work and reduced the errors in their tasks. Download our case to see how our resource scheduling software Jobtimzier helped a regulator reduce time spend on manual scheduling with up to 75%:

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.

Follow the compliance standards.

When conducting an inspection check, inspectors must follow compliance standards and measure the risk for future hazards to get an accurate risk score. That is valuable data that may play a significant role in scheduling future inspection checks. If the risk score is low, the follow-up inspection may be scheduled further in time or appointed as a remote inspection. But if the risk score is high, the following inspection check may have to be scheduled sooner.

If the inspector is handling the inspection checks with tons of paper, it’s easy to miss an essential procedure and forget to check a box in the inspection checklists. Our client avoided these issues by using our inspection management platform Canalix and conducting inspection checks with a tablet. By giving inspectors the required tools and system, they can easily follow and maintain high compliance standards.

Faster response on emergency requests

Sometimes an emergency event may require an inspection check earlier than scheduled. In these instances, our tool Jobtimizer triggers automatic scheduling that prioritises the emergency request over other appointed events, and automatically reshuffles the rest of the schedules to avoid conflicts.

Use the right inspection management system

Not every resource management software is a good fit for a regulator. Government agencies have specific needs, and using a particular purpose-built inspection management software is always better than using some generic, customisable solution. The right inspection software can help regulators automate repetitive tasks and record and store data in the right way that can further be used for visualising patterns and other data.

The data collected by inspection management software like Canalix can help you keep track of how many inspection checks were completed for a period of time and observe how your government agency managed to cut costs with time.regulatory case management software

Why Jobtimizer is the right resource scheduling tool for your government agency?

Jobtimizer is a stand-alone module to the Canalix Inspection Management platform. Jobtimizer provides a configurable and extendable AI-based scheduling engine that allows scheduling constraints and business priorities to be defined.

Constraints can be classified as ‘Hard’ where they need to be fulfilled and ‘Soft’ where it’s desirable that these are met, but not a must for a schedule to be viable. The emphasis or importance placed on a soft constraint is defined by providing each constraint with a score. A typical example of a hard constraint is ‘resource availability”, “availability of required equipment”, and “qualifications or skills” required to perform the job. A typical example of a soft constraint would be job priority, FIFO, and total distance across a scheduled work program.

Book a demo here.

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