PPE GCcase User Guide Sep2

PPE GCcase: User Guide
version 1 updated: August 2020

Table of Contents
General Information 3
Section 1: General Navigation 5
Section 2: PPE Request for a Community 9
1. Request Process
2. Recommend Process
3. Approve Process
4. Order Process
5. Receive Process
Section 3: PPE Request for Organizations 29
1. Request Process
3. Approve Process
4. Order Process
5. Receive Process
Section 4: PPE Request for Regional, Provincial or Local Stockpiles 45
1. Request Process
2. Order Process
3. Receive Process
Section 5: Questionnaires for Non-Health Services Requests 54
1. PPE for Dental

2. PPE for EPHO’s
3. PPE for Police
4. NNACAP Treatment Center
PPE GCcase User Guide – Version 1 Updated August 2020 2

General Information
What is the Personal Protective Equipment (PPE) Request Tool?
The PPE Request Tool is a total management system for requesting and documenting all stages of the
PPE requests made by Indigenous communities, and Indigenous and non-Indigenous organizations across
Canada. This user guide provides information on how to navigate the PPE tool on the GCcase platform with step
by step instructions on the completion of a PPE request.
To access the PPE tool on GCcase:
 Navigate through the Tools column in the FNIHB National COVID-19 Response System (NCRS) homepage
and click on PPE. Then select, “To create a new PPE request click here” or
 Copy and paste the link below into your Google Chrome browser https://cms-isc-sac.gccas-
gccase.gc.ca/main.aspx?appid=fe582fab-3fa7-ea11-80fb-00505683035a#384825124
The PPE GCcase tool is only accessible for users with a FNIHB username and password. To request access,
contact SIA at sac.sea-sia.isc@canada.ca and nahame.obomsawin@canada.ca. New users must be trained
before they can use the PPE GCcase Tool.
To access the testing environment of the PPE tool on pre prod:
 Copy and paste this pre prod hyperlink into your Google Chrome browser to access our testing
environment where users can create test PPE requests for practice. Please note: these test requests will
not be reviewed by the national PPE team. The test requests will also not be transferred into the live
version of the PPE tool on GCcase.

PLEASE NOTE:
 The live version (prod) of the PPE Tool on GCcase has a navy blue banner at the top of the page.
 The testing version (pre prod) of the PPE Tool on GCcase has an orange banner at the top of the page.
PPE - Live version of the request tool
PPE – Testing version of the request tool

Section 1: General Navigation
Instruction details
1. From the FNIHB National

COVID-19 Response System
(NCRS) homepage, click “PPE”
from the Tools column on the
left side of the page.
You will see different

components, such as the
specific icon to access the PPE
request tool, reporting
products, etc.
2. Once on the PPE SharePoint

page, click on “To create a new
PPE request click here” at the
bottom of the Region lists. This
will bring to the live PPE tool on
Google Chrome.
Please note: PPE users still have

access (view only) to the requests
entered in the previous solution
(SharePoint).
3. On the log-in page, sign into

the GCcase PPE tool by
entering your email address
and computer (Windows)
password.

4. Once signed it, the PPE
Active Request Page will open.
Please note: The pre-prod version,

which is the testing environment
for the PPE tool will have an
orange banner instead of the navy
blue banner on the live version.
5. On the PPE Homepage,

narrow down requests view by
clicking the arrow beside
Active Request, and select the
stage of the request process
you would like to view.
This will allow users to view all

the requests by stage type.
6. Lookup a PPE request by

searching the PPE-REQ-#### in
the search bar on the top right
of the PPE Homepage.
Enter the last digits of the PPE-

REQ-ID number to search for a
specific request.
7. Users can export the request

lists to Excel by clicking on the
EXPORT TO EXCEL on the icon
bar at the top. This will export
all the information on the PPE
request homepage to an excel
spreadsheet.

8. PPE-REQ-# ID field within a
request: will generate once the
first stage of the request is
Saved.
Once saved, the # ID will

replace the “New PPE –
Request (Case)” heading of the
request as well.
9. Assigned To* field: is

automatically filled in once a
user creates a PPE request.
Users can modify this field but
please note that no email
notification is being forwarded
once a change is done to the
Assigned To field.
Click on the magnifying glass

icon to search and add the
assigned individual(s).
10. Status Reason field: can be

adjusted from “Pending
assignment” to “Assigned in
progress” once the request has
been picked up by a National
user.
Click on the field to make

adjustments.

11. Saving: The system
automatically saves actions
being done by the user, but
users can also manually save
the request or any changes
therein by clicking on the little
disk icon at the bottom right
corner of the screen.

Section 2: PPE Request for a Community
1. Request Process
Instruction details
1. Create a new PPE request

by clicking on + NEW at the
top left corner on the icon bar
2. The new PPE Request page

will appear
NOTE: The fields marked with

an "*" are mandatory fields.
You will not be able to save
the activity if these fields are
not completed and a system
error message will appear.
3. Is Request Complete* field

is to be adjusted to “Yes”
ONLY when all sections of the
request stage have been
completed. Users must return
to this field at the end of the
request stage.

4. NCR Approval Required
Additional
field allows users to select the
Stages of the
Yes/No option. Process will
appear if
For PPE requested submitted “Yes” is
to the National stockpile, selected
select Yes.
For PPE requests made to

provincial, regional or local
PPE stockpiles – that is, PPE
sources other than national
PPE stockpile will retain the
No option. Users have the
choice to use the system to
compile regional requests for
their own reporting purposes.
5.1. Client* field: Users can

type partial community
names into the Client field
and click the magnifying glass
to view the relevant
community names in the drop
down menu to select from.
If the client is not in the drop

down menu, scroll down the
drop down menu to “Look Up
More Records”, and a new
window will pop up.
Please note: If the client is not in

the results after clicking “Look Up
More Records”, please contact
SIA at sac.sea-sia.isc@canada.ca.

5.2. Client*: The client Look
Up Record window will
appear. Enter the community
in the search field and select
the appropriate community,
by clicking on the checkmark
to the left of the community
name. Then select “Add” to
the request.
6. After the Community has

been selected, fill in the
Community Reported
Population* field within the
Client Details section. If there
has been a situation that
caused a change in the
expected client base for the
community, users must enter
the exact reported number. If
no particular situation has
occurred in the community,
enter the same number
appearing in the “Total Pop
On Reserve” field.
Note: This field amount is

required for the calculator to
function properly.

7.1. Complete the additional
fields in the Client Details
section, including the
Contacts information and
complete Delivery Address.
Please include the City in the

delivery address.
Provide information for an

additional Contact, if
applicable.
7.2. Once the Client Details

fields are filled, the
mandatory Contact fields
(Contact Name 1*, Contact
Telephone 1*, and Contact
Email 1*) will auto-populate
at the top of the request
form.
No need to re-enter the

Contact information at the
top.
8. For PPE requests submitted

by a Community, please
complete the Questionnaire
(12 questions).
To answer “Yes” to 1. Are

there confirmed COVID-19
cases in this community, click
on the box. The same goes for
the next questions.
Some questions will provide

additional answer options to
be completed.

9. Once the Questionnaire is
completed, users must SAVE
the request in order for “Item
Totals” grid to appear in the
next (Item Details) section.
Once Saved, the new PPE-

REQ-# ID will be generated,
replacing the “New PPE –
Request (Case)” heading at
the top with PPE-REQ-
0000116 for this request.
10. Item Details section: Fill in

the Item Totals grid, under
the Requested Quantity
column. Please enter the
number of individual units for
each item category.
Note: Select different item

fields once your item entry is
entered for the automatic
save functionality to work.
11. TA & Standard Responses
This section is not applicable

for PPE requests (in the
request stage) submitted to
the National stockpile.
Requestors with PPE Requests

for regional/provincial/local
stockpiles, please refer to
Section 4 of the user guide.

12. Fill in the Notes section,
with any additional and
relevant details about the PPE
request. Users can also attach
documentation, if needed.
Then select done.
Users can drag and drop

outlook emails, upload Word,
Excel, PDF files into their note.
Notes will also have the time

stamp and the name of the
user who created the note.
13. Once all sections have

been completed in the
request stage, return back to
the top of the request and
select “Yes” in the Is Request
Complete* field.
If users select “No”, the

request won’t be assessed
and reviewed by the National
Office.
14. Users must then click on

“Next Stage” for the request
to be moved into the
Recommend stage of the
process.
Please make sure to move

request into the next stage so
users in the recommender
role can easily identify the
request in the “Active
Requests in Recommend
stage” system view of the
homepage.

15. Once the little flag moves
from Request to Recommend
in the Green arrow fields, the
request has been successfully
moved into the Recommend
Stage.

Instruction details:
16. Recommender can narrow

their PPE homepage system
view to show items only in
the Recommend stage, by
clicking on the arrow and
selecting the “Active Request
in Recommend Stage”.
The Active Requests in the

Recommend Stage are sorted
by their creation date.
17. Select the PPE-REQ-# from

the Active Request in
Recommend Stage list. Once
the request opens, select the
“ASSIGN” ribbon option in the
icon bar at the top of the
form.
18. The “Assign PPE – Request

(Case)” window will open. The
Assign to “Me” field refers to
the user (recommender) who
opened this window and will
assign the request to them
once they select Assign at the
bottom of the window.

19. PPE-REQ-0000116 is now
Assigned To a recommender,
and this will automatically
change the Status Reason
from “Pending Assignment”
to “Assigned – In progress”.
No need to make adjustments

to Status Reason. This is
automatic once re-assigned.
20.1. Review all sections of

the request. For the Client
Details section: ensure
contact details and delivery
address are complete.
Note: Follow-up with

requester if no specific
mailing address provided. For
some locations in remote and
isolated communities with no
specific mailing address,
insert “General Delivery”
before the location (e.g.
General Delivery, xyz Nursing
Station, abc community..”.
As temporary measure until

SIA includes date submitted,
please insert Request
Received Date as the date the
request moved into the
Recommend stage.
The Community Reported

Population field must not be
blank for community
submissions. If blank, please
copy the Total Pop On
Reserve Number into this
field.
For the Questionnaire section:

review and ensure section is
complete and look at
“Additional
comments/context”

field. Note that this field will
auto-populate into the TA –
intake person should cut and
paste this field into the Notes
section at the end.
Note: If you need to make

changes to the questionnaire
based on regional follow-up
and clarification, you must
move the request back into
the “Request” stage, make
the changes to the request,
save changes and proceed
back into the “Recommend”
stage again. This will ensure
the calculator adjusts and
avoid any glitches.
20.2. For the Item Details

section: review
Recommended Qty column. If
item amounts in the
Recommended Qty column
aren’t satisfactory, user can
enter new item amounts in
200
the Override Qty column (to
the right of the recommend
qty column).
Note: If entering items in the

Override Qty fields, items
must be rounded up to
appropriate units depending
on box size. If no override,
this rounding up will occur
automatically in the
Approved Qty fields.
Note: Select different item

fields once your item entry is
entered for the save
functionality to work.

21. If an Override qty to an
item(s) is required, please
create a note in the Notes
section at the bottom of the
request to explain the rational
for the override. And click
done.
The time stamp and user

name will appear for this
note.
22. Users can review the Item

Allocations list (to the right of
the Item Totals grid) in the
Items Details section.
To view specific item

allocations, select the check
mark to the left of the item in
the Item Totals grid. The Item
Allocation will reload and
provide allocation for the
item selected (example: Face
Shield).
23. Task Authorization:

Recommender must run
report: Approval V1.1 by
clicking PPE-REQ-0000116-
TA1 under the TA grid.
24. TA: The TA general

information will open and
then select RUN REPORT
ribbon option in the icon bar
at the top of the form, and
select PPE Approval v1.1.
PPE-REQ-0000116-TA1
PPE-REQ-0000116
PPE

25. TA: The PPE Approval
v1.1 report will open. Review
PPE Approval Email and copy
& paste into an email or Save
PPE Approval Email by
selecting the Disk on the top
right and selecting the format
of your choice (Word, Excel,
PowerPoint, PDF, etc.) and
attach to an email to
approver.
Recommenders must send

this PPE Approval Report by
email to an Approver.
26. If a Standard Response is

required to update the client:
Select the + at the top right
corner of the Standard
Responses section and click
the magnifying glass and
scroll down to Look Up More
Records.

27. Standard Responses: The
Look Up Records window will
appear. Select any of the 14
templates by clicking the
checkmark to the left of the
Standard Response Name.
Then click on “Select” and
then click “Add” to have the
standard response templates
added to your request.
Open the selected standard

responses and copy & paste
the information provided into
an email to update clients on
the progress and state of their
PPE request, if applicable.
28. Review and add additional

information to the Notes
section, if applicable.
Enter a brief Note title,

providing the bulk of the note
in the textbox below. Any
documentation can also be
attached to this note if
needed. (Users can drag and
drop outlook emails, upload
Word, Excel, PDF files into
their note). Then select done.
Notes will have the time


29. Return to the top of the
requests once
recommendation is
completed and select “Yes” in
the Is Recommendation
Complete field. And then
select “Next Stage” for the
request to be moved into the
Approve Stage.

from Recommend to Approve
in the Green arrow fields, the
moved into the Approve
Stage.
Note: Do not change the

“Assigned To” field, as the
Approver will do this for
themselves.

3. Approve Process
31. Approver can adjust their

system view to show requests
in the Approve stage only, by
in Approve Stage”. Then
select a Request in the
Approve stage list.

Approve Stage are sorted by
their creation date.
32. Once the request opens,

select the “ASSIGN” ribbon
option in the icon bar at the
top of the form.
33. The “Assign PPE – Request

(Case)” window will open. The
Assign to “Me” field refers to
the user (approver) who
opened this window and will
assign the request to them
once they select Assign at the
The request will now be re-

assigned from a
recommender user to an
approver user.

34. Review and Approve the
Recommended quantities
and Override quantities in
the Item Details, along with
any notes in the Note Section.
Scroll to the right at the

bottom of the Items Totals
grid to view the Override qty
and Approval qty.
35. By scrolling to right of the

Items Totals grid, the
Override Qty and Approved
Qty will be shown.
36.1. If the recommended/

override/approved quantities
are satisfactory, approver
selects “Approved” in the
Approval Outcome field.
36.2. If the recommended/

override/approved quantities
are not satisfactory, approver
--
selects “--” in the Approval
Approved
Outcome field. The approver
won’t be able to change the
Recommend/Override Qty at
this stage and must send the
request back to the
Recommend stage in order to
update the Override Qty.

Approver re-assigns request
back to the recommender and
provides a note in the Notes
section further explaining the
required changes.
36.3. If approver requires

cancelling this request,
approver selects “Cancelled”
in the Approval Outcome
--
field.
Approved
37. To access the Task

Authorization report, click on
PPE-REQ-0000116-TA1 below
the TA grid.
--
Approved
38. Access the Standard

Response templates by
clicking on the +, then click on
scroll down to Look Up more
Records.

39. The Look Up Records
window will appear. Select
any of the 14 templates by
clicking the checkmark to the
left of the Standard Response
Name. Then click on “Select”
and then click “Add” to have
the standard response
templates added to your
request.
Open the standard response

template(s) and copy & paste
template to personal email to
update clients on the progress
and state of their PPE request.
As well as creates a note with
an attached email pertaining
to this task in the Notes
section.

request and select “Yes” for
the Is Approval Complete?
--
Approved
field. And then select “Next
Yes
Stage” for the request to be
Approved
moved into the Order Stage.

from Approve to Order in the
Green arrow fields, the
moved into the Order Stage.

4. Order Process
42. Select PPE request from

the Active Requests in Order
stage.
43. Review all stages and

notes of the request
44. Task Authorization &

Standard Response section
45. Return back to the top of

the request and select “Yes”
in the Is TA sent field to
complete the order stage.
Then select “Next Stage” so
the Order will be moved into
the Receive stage for users to
return back and confirm when
PPE order was received by the
Community.

5. Receive Process
46. Once confirmation by the

Community that the PPE
order has been received,
update the PPE order in the
Receive Stage.
47. Narrow the PPE

homepage system view to
show items in the Received
stage, by clicking on the arrow
and selecting the “Active
Request in Receive Stage”
48. Select the PPE request

that has confirmed the
delivery to the Community,
and select “Yes” in the Is
Order Received field and click
Save.
Finished

Section 3: PPE Request for an Organization
PPE requests to provincial, regional, or local stockpiles for an organization outside of dental services,
environmental public health officers (EPHOs), police services, friendship centres, and treatment centres may
follow the process below.
PPE requests to NCR for an organization currently includes requests for dental services, environmental public
health officers (EPHOs), police services, friendship centres, and treatment centres. These requests will continue
to come into the national PPE generic inbox, and the Request Process will be done by the person in the
Recommender role at NCR. All other PPE requests to NCR should be for a community (see section 2). Once a PPE
request for an organization is received in the PPE inbox, the Recommender will follow the steps below:
1. Request Process
Instruction details
1. Create a new PPE request

by clicking on + NEW at the
top left corner on the icon bar
2. The new PPE Request page

will appear
NOTE: The fields marked with

an "*" are mandatory fields.
You will not be able to save
the activity if these fields are
not completed, and a system
error message will appear.

3. Is Request Complete* field:
is to be adjusted to “Yes”
ONLY when all sections of the
request stage have been
completed. Users will return
to this field as the final step
for each stage of the request.

field allows users to select the Additional
Yes/No option. Stages of the
Process will
appear if
For PPE requested submitted
“Yes” is
to the National stockpile, selected
select Yes.

sources other than the
national PPE stockpile retain
the No option. Users have the
choice to use the system to
compile regional requests for
their own reporting purposes.
5.1. Client* field: Users can

type partial organizational
names into the Client field
and click the magnifying glass
to view the relevant
organizational names in the
drop down menu to select
from.
If the client is not in the drop

down menu, scroll down the
drop down menu to “Look Up
window will pop up.

5.2. Client* field: The client
Look Up Record page will
appear. Enter the
organizational name in the
search field and select the
appropriate client by clicking
the checkmark to the left of
the organizational name.
Then click Add.
6. For PPE requests submitted

by an Indigenous or Non-
Indigenous Organization,
enter “0” in the Community
Reported Population* field
within the Client Details
section.
Note: Entering a zero for this

mandatory field will disrupt
the calculator, causing the
recommended qty to not
automatically populate. The
NCR team will have to
manually enter in override/
approved quantities.

7.1. Complete the additional
Contact(s) information and
Please include the City in the

delivery address. Include the City in the
Delivery Address field

additional Contact, if
applicable.
7.2. Once the Client Details

fields are filled, the
mandatory Contact fields
(Contact Name 1*, Contact
Telephone 1*, and Contact
Email 1*) will auto-populate
at the top of the request
form.
No need to re-enter the

Contact information at the
top.
8.1. For PPE requests

submitted by an Organization,
the Questions in the
Questionnaire section can be
left blank. Please refer to the
Additional comments/
context textbox at the bottom
of the Questionnaire. The
information in this textbox
will show up on the
Approval/Response Email/TA
reports for this request.
For Non-health services

requests (such as dental,
EPHO’s, Police and NNACAP),
please refer to the Section 5
of the User Guide for the
appropriate questionnaire to
copy & paste to this textbox.

For NCR users, copy the
completed questionnaire that
was received in the PPE inbox
into this field.
8.2. Then click Save at the top

of the request so the Item
Details section “Item Totals”
grid will appear.
Once Saved, the new PPE-

REQ-# ID will be generated,
replacing the “New PPE –
Request (Case)” heading at
the top with PPE-REQ-
0000165 for this request.
9. Item Details section: Fill in

the Item Totals grid, under
the Requested Quantity
column. Please enter the
number of individual units for
each item category.
The Recommended Qty

column won’t auto-populate
as the Community Reported
Population field has a zero.
These amounts will be
manually entered in the
Override Qty column by
recommenders.
For NCR users, input the
numbers that populate when
you apply the “non-health
calculator” based on the
questionnaire answers.
For PPE items that are not

listed in the Item Details list
(e.g. non-medical masks, level
2/3 procedure masks, etc.),
input the quantity of these
PPE items in the “Additional
comments/context” field in
the Questionnaire section.
This field auto-populates on
the TA, so it is important to
include here. For example “In
addition, please send 40

procedure masks level 2”.
10. For PPE requests made to

PPE stockpiles, users can use
the Task Authorization &
Standard Responses for their
own reporting purposes.
Please note this section is not

applicable for Regional users
for PPE requests submitted to
the National stockpile.

relevant details about the PPE
request, such as
communication info, progress,
info helpful to other users,
etc. Users can also attach
documentation, if needed.
Then select done to save your
note.
NCR users should attach the

email correspondence and
original request from the PPE
inbox. They should also
include a note on additional
PPE items included in the
“Additional
comments/context” field in
the Questionnaire section.
Drag and drop outlook emails,

upload Word, Excel, PDF files
into note.
Notes will also have the time


been completed in the
request stage, return back to
the top of the request and
select “Yes” in the Is Request
Complete* field.
If users select “No”, the

request won’t be assessed
and reviewed by the National
Office.
13.1. Users will then click on

“Next Stage” for the request
to be moved into the
Recommend stage of the
process.
13.2. Once the little flag

moves from Request to
Recommend in the Green
arrow fields, the request has
been successfully moved into
the Recommend Stage.

14. Recommender can

narrow their PPE homepage
system view to show items
only in the Recommend
stage, by clicking on the
arrow and selecting the
“Active Request in
Recommend Stage”.

Recommend Stage are sorted
by their creation date.
15.1. Select the PPE-REQ-#

from the Active Request in
Recommend Stage list. Once
the request opens, select the
“ASSIGN” ribbon option in
the icon bar at the top of the
form.
15.2. The “Assign PPE –

Request (Case)” window will
open. The Assign to “Me”
field refers to the user
(recommender) who opened
this window and will assign
the request to them once
they select Assign at the

15.3. PPE-REQ-0000165 is
now Assigned To a
recommender, and this will
automatically change the
Status Reason from “Pending
Assignment” to “Assigned – In
progress”.
No need to make adjustments

to Status Reason. This is
automatic once re-assigned.
16.1. Review all sections of

the request.
Item Details: For PPE

requests for an organization,
recommended qty column
won’t be auto-populated.
Users need to manually enter
in recommended quantities
into the Override qty column.
NCR recommenders that

created the request can
simply copy the Requested
Qty numbers over to the
Recommended Qty fields.
These numbers come from
the non-health calculators
that the recommender has
manually applied (these
calculators are not linked to
GCcase).
16.2. Review Requested Qty

column. Re-enter item
amounts in the Override Qty
column (to the right of the
recommend qty column).
Use the scroll bar to view and

enter Override qty.

16.3. If necessary, please
create a note in the Notes
section at the bottom of the
request to explain the
rational for the override. And
click done.
17. Item Details: Override the

recommended quantity by
double clicking on the item in
the Item Totals grid. An
additional window will open.
Review information and enter
in the amount in the
Overrides section. Then Save
by clicking on the disk in the
bottom right corner, then
click on the “X” at the top
right corner to return back to
the recommend stage.
18. TA & Standard Responses:

Select the + at the top right
corner of the Standard
Responses section and click
scroll down to Look Up More
Records.

request.

and copy & paste the
information provided into an
email to update clients on the
progress and state of their
PPE request.
20. Review and add additional

information to the Notes
section, if applicable

requests once
recommendation is complete
and select “Yes” in the Is
Recommendation Complete
field. Then select “Next
Stage” to move the request
into the Approve Stage.
Yes

3. Approve Process
22. Approver can adjust their

system view to show items in
the Approve stage only, by
in Approve Stage”.
Then select a Request in the

Approve stage.
23. Review Item Details,

Override details and any
notes in the PPE request
24. To access the Task

Authorization report, click on
TA: PPE-REQ-0000116-TA1
and select Run Report at the
top of the icon bar and select
the Task Authorization report.
Export the TA report to Word,
PDF, etc. Make edits
modifications as needed.
25. Access the Standard

Response templates by
clicking on the +, then click on
scroll down to Look Up more
Records.

request.

and copy & paste the
information provided into an
email to update clients on the
progress and state of their
PPE request.

request and adjust “Approval
Outcome” field to Approved.
Approved
28. Then select “Yes” in the Is

Approval Complete field.
Then click on “Next Stage” to
move request into the Order Yes
stage. Approved

4. Order Process

stage.
30. Review all stages and

information


And then select “Next Stage”
so the Order will be moved
into the Received staged for
users to return back and
confirm when PPE order was
received by the organization.

5. Receive Process

organization that the PPE
order has been received,
update the PPE order in the
Receive Stage.
34. Narrow the PPE

35. Select a PPE request that

has confirmed the delivery to
the Organization by selecting
“Yes” in the Is Order Received
field and click Save at the
bottom right corner
Finished

Section 4: PPE Request for Provincial/Regional or Local PPE stockpile
1. Request Process
1. Create a new PPE

request by clicking on +
NEW at the top left corner
on the icon bar
2. The new PPE Request

page will appear
NOTE: The fields marked

with an "*" are mandatory
fields. You will not be able
to save the activity if these
fields are not completed,
and a system error
message will appear.
3. Is Request Complete*
field is to be adjusted to
“Yes” ONLY when all
sections of the request
stage has been completed.
Users will return as final
step.

field allows users to select
the Yes/No option.

sources other than national
PPE stockpile retain the
“No” option. Users have
the choice to use the
system to compile regional
requests for their own
reporting purposes.
5.1. For the Client* field,

select the magnified-glass
and scroll down the drop
down menu to “Look Up
window will pop up.

5.2. Client* field: The client
Look Up Record page will
appear. Enter the
Community or
Organizational name in the
search field and select.
Then select Add.

submitted by an Indigenous
or Non-Indigenous
Organization, enter “0” in
the Community Reported
Population* field within
the Client Detail section.

submitted by a Community,
if there has been a
situation that caused a
change in the expected
client base for the
community, users must
enter the exact reported
number. If no particular
situation has occurred in
the community, enter the
same number appearing in
the “Total Pop On Reserve”
field to the Community
Reported Population* field
within the Client Detail
section.
7. Complete the additional

Contact(s) information and

additional Contact if
applicable.
8. For PPE requests

submitted by a Community,
complete the
Questionnaire (12
questions + Additional
comments textbox) and
click Save at the top.

9. For PPE requests
submitted by an
Organization, skip the
Questionnaire section and
click Save at the top of the
request. This will allow the
“Item Totals” grid to
appear in the next Item
Details section.
10. Item Details section: Fill

in the Item Totals grid,
under the Requested
Quantity column. Please
enter the number of
individual units for each
item category.

made to provincial,
regional or local PPE
stockpiles, Regional users
can use the Standard
Responses by clicking on
the + sign, then click the
magnifying glass and scroll
down to Look Up More
Records to select from any
of the 14 Standard
Response templates.
This section is not

applicable for requestors in
the request stage.
11.2. Select the Standard

Responses from the Look
Up Records Window and
Add them to the request.
Once added to Standard
Response column in the
request page, open the
templates and copy &
paste the information into
an email to update clients
on the request.
Please note to edit and

revise the standard
responses as many have
the National Team
signature at the end.

relevant details about the
PPE request. Users can also
attach documentation, if
needed.

been completed, return
back to the top of the
request and select “Yes” in
the Is Request Complete
field and then click on
“Next Stage” to move
request into the Order
stage.

2. Order Process

stage, and adjust Status
Reason field from “Pending
assignment” to “Assigned – In
Progress” to identify that the
request has been picked up.
15. Review all sections of the

request.


And then select “Next Stage”
so the Order will be moved
into the Received staged for
users to return back and
confirm when PPE order was
received by the community or
organization.

3. Receive Process

Community or Organization
that the PPE order has been
received update the PPE
order in the Receive Stage.
19. Narrow the PPE

20. Select a PPE request that

has confirmed the delivery to
the Community or
Organization by selecting
“Yes” in the Is Order Received
field and click Save at the
bottom right corner.

Section 5: Questionnaires Non-Health Services
1. PPE for Dental
Instruction details: PPE Request Form for Oral Health Services
1. Please copy and paste this Region:

information into the Community Name:
Additional comments textbox Community Contact:
provided at the bottom of the -Name:
Questionnaire section of the -Phone number:
PPE request. -Email:
Delivery Address (include City name):
Review and complete all
sections of this form once Are preventative oral health services (i.e. COHI) offered this month in your community? (Keep the
copied and pasted into the yes or the no section for your answer. If yes, please indicate details):
Additional Comments textbox -Yes
of the request form. - Approximately how many children are eligible in the community:
- Approximately how many days are allocated for preventative services in the
Be sure to copy all form community this round:
content. Information may - Is re-processing required for the COHI clinic: (yes or no)
extend to the next page. -No
For oral health treatment services, please indicate the average number of clients per day:
For oral health treatment services, please estimate the percentage (%) of clients who require
aerosol generating procedures:
Please indicate which PPE items you are requesting (Note the ISC stockpile currently only includes these
items):
-Gowns
-Medical-grade gloves
-Small
-Medium
-Large
-Extra large
-Level 1 surgical masks
-Level 2 or 3 surgical masks
-N95 respirators
-1860
-1860S
-1870+ Aura
-Face shields
-Balaclava/hood (to serve as a substitute for caps/bouffants)
-Hand Sanitizer

2.

2. PPE for EPHO’s
Instruction details: PPE Request Form for Environmental Public Health
1. Please copy and paste this Region:

information into the Regional Contact:
Additional comments textbox -Name:
provided at the bottom of the -Phone number:
Questionnaire section of the -Email:
PPE request.
sections of this form once Is this request for transferred communities, non-transferred communities, or both?
copied and pasted into the -Transferred communities
Additional Comments textbox -Non-transferred communities
of the request form.
Please specify which types of facilities may require inspections by EPHOs over the next one-month
Be sure to copy all form period (Note: it is assumed that foodborne/waterborne outbreaks and facility outbreaks will also
content. Information may require EPHO response and investigations)
extend to the next page. -Housing
-Long-term care facilities
-Daycare Centres
-Schools
-Recreation facilities
-Health facilities
-Food facilities
-Wastewater facilities
-Solid waste systems
-Private drinking water facilities
Total number of EPHO’s in your region that this request will provide for:
Number of EPHO’s who are fit-tested to the following N95 models (Note: the stockpile only
contains these 3 models of N95 masks, and no N100 masks):
1860:
1860S:
1870+ Aura:
Please indicate which PPE items you are requesting (Note the ISC stockpile currently only includes
these items):
-Gowns
-Small
-Medium
-Large
-Extra large
-Surgical masks
-Face shields
-N95 respirators
-1860

-1860S
-1870+ Aura
-Boot covers
-Hand Sanitizer
2.

3. PPE for Police
Instruction details: PPE Request Form for Police Services
1. Please copy and paste this Community Name:

information into the Community Police Contact #1
Additional comments textbox Name:
provided at the bottom of the Phone number:
Questionnaire section of the Email:
PPE request. Community Police Contact #2
Name:
Review and complete all Phone number:
sections of this form once Email:
copied and pasted into the Delivery Address (must be a physical address, not a PO Box):
Additional Comments textbox On-reserve population:
of the request form.
Items: Quantity Requested:
Be sure to copy all form
content. Information may Pairs of Gloves (small) # of pairs of gloves requested:
extend to the next page. Pairs of Gloves (medium) # of pairs of gloves requested:
Pairs of Gloves (large) # of pairs of gloves requested:
Pairs of Gloves (extra large) # of pairs of gloves requested:
Face Shields # of pairs of face shields requested:
Procedure Mask # of masks requested:
Alcohol Based Hand Rub # of 500 ml bottles requested:
Additional info:
2.

4. NNACAP Treatment Center
Instruction details: PPE Request Form for Residential Treatment Centres
1. Please copy and paste this Community:

information into the Name of Treatment Centre:
Additional comments textbox Treatment Centre Contact
provided at the bottom of the -Name:
Questionnaire section of the -Phone number:
PPE request. -Email:
sections of this form once Number of inpatient beds at current capacity:
copied and pasted into the
Additional Comments textbox Number of community-based staff on-site daily at current capacity (Note: this includes treatment
of the request form. centre staff only, does not include visiting staff from other program areas or the province; does not include
staff working from home):
Be sure to copy all form -Administrative/support staff:
content. Information may -Nurses and medical staff:
extend to the next page. -Councillors:
-Cleaning/maintenance staff:
-Kitchen staff:
-Others (please indicate):
What is the minimum length of in-patient residential stay at your treatment centre (days)?
- ___days
Does your treatment centre do COVID-19 testing/swabbing on-site in which you require PPE?
-Yes
-No
Does your treatment centre provide primary care services on-site (e.g. IV hydration, medication
administration, medical management) in which you require PPE?
-Yes
-No
Does your treatment centre do in-patient detox in which you require PPE?
-Yes (number of beds ___)
-No
Does your treatment centre require a no-touch thermometer? (The ISC stockpile will provide one, if
needed, to reduce the need for PPE):
-Yes
-No
Is this the first PPE request to the ISC stockpile from this treatment centre? (If yes, will provide one-
time emergency supply for potential outbreak):
-Yes
-No

Please indicate which PPE items you are requesting (Note the ISC stockpile currently only includes these
items):
-Gowns
-Small
-Medium
-Large
-Extra large
-Surgical masks
-Non-medical masks
-Face shields
-Hand Sanitizer
2.

PPE GCcase User Guide Sep2

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

PPE GCcase User Guide Sep2

Uploaded by

Copyright:

Available Formats

PPE GCcase: User Guide

version 1 updated: August 2020

Section 1: General Navigation 5

Section 2: PPE Request for a Community 9

Section 3: PPE Request for Organizations 29

Section 4: PPE Request for Regional, Provincial or Local Stockpiles 45

Section 5: Questionnaires for Non-Health Services Requests 54

1. PPE for Dental

PPE GCcase User Guide – Version 1 Updated August 2020 2

To access the PPE tool on GCcase:

To access the testing environment of the PPE tool on pre prod:

PPE GCcase User Guide – Version 1 Updated August 2020 3

PPE - Live version of the request tool

PPE – Testing version of the request tool

PPE GCcase User Guide – Version 1 Updated August 2020 4

1. From the FNIHB National

You will see different

2. Once on the PPE SharePoint

Please note: PPE users still have

3. On the log-in page, sign into

PPE GCcase User Guide – Version 1 Updated August 2020 5

Please note: The pre-prod version,

5. On the PPE Homepage,

This will allow users to view all

6. Lookup a PPE request by

Enter the last digits of the PPE-

7. Users can export the request

PPE GCcase User Guide – Version 1 Updated August 2020 6

Once saved, the # ID will

9. Assigned To* field: is

Click on the magnifying glass

10. Status Reason field: can be

Click on the field to make

PPE GCcase User Guide – Version 1 Updated August 2020 7

PPE GCcase User Guide – Version 1 Updated August 2020 8

1. Create a new PPE request

2. The new PPE Request page

NOTE: The fields marked with

3. Is Request Complete* field

PPE GCcase User Guide – Version 1 Updated August 2020 9

For PPE requests made to

5.1. Client* field: Users can

If the client is not in the drop

Please note: If the client is not in

PPE GCcase User Guide – Version 1 Updated August 2020 10

6. After the Community has

Note: This field amount is

PPE GCcase User Guide – Version 1 Updated August 2020 11

Please include the City in the

Provide information for an

7.2. Once the Client Details

No need to re-enter the

8. For PPE requests submitted

To answer “Yes” to 1. Are

Some questions will provide

PPE GCcase User Guide – Version 1 Updated August 2020 12

Once Saved, the new PPE-

10. Item Details section: Fill in

Note: Select different item

11. TA & Standard Responses

This section is not applicable

Requestors with PPE Requests

PPE GCcase User Guide – Version 1 Updated August 2020 13

Users can drag and drop