Creating, Managing, and Processing Risk Assessments

Purpose of a Risk Assessment

A Risk Assessment formally documents the risk evaluation for a specific project, operation, or task. It involves linking hazards (ideally from Hazard Templates), assessing risks, defining controls, and progressing through an approval workflow.

Creating a New Risk Assessment

1. In the "Risk Assessments" module, ensure the "Risk Assessment" form is selected.
2. Click "New Record".

Completing the Risk Assessment Form

Focus on providing clear and accurate information. Key sections and their purpose:

• Details Section:
  • Hierarchy: Auto-populates based on your profile; adjust if needed for the assessment's context.
  • Project / Operation, Assessment Description, Prepared By, Project Manager: These fields define the scope, preparer, and the individual responsible for approval. Ensure the "Project Manager" is correctly assigned, as they are crucial for the approval workflow. These fields are typically required.
• Associated Hazards Section:
  • Link hazards using "Select" for existing Hazard Templates or "Log New" to create a template if one doesn't exist. This section is critical for detailing the specific risks being assessed.
• Associated Actions Section:
  • If actions are needed, link them using "Select" or create them via "Log New". For full details on action management, refer to the "Actions Management" module documentation.
• Review Section:
  • Specify if and when a "Next Review" is needed. This helps ensure the assessment remains current; automated notifications may be sent.
• Activities Section: May offer tools like "Duplicate this assessment" or "EXPORT TO WORD".
• Attachments: Use for any supporting documents.

Risk Assessment Workflow: From Creation to Archival

Risk Assessments move through several states, managed by specific actions:

1. Draft (Preparer):

   • Initial state. Fill in all required details.
   • Click "Submit for Approval" to send it to the designated Project Manager for review.

2. Pending Approval (Approver - typically Project Manager):

   • The assessment is now locked for the preparer and awaits review.
   • Approver's Actions:
     • Open and carefully review all submitted information (details, hazards, actions, controls, review dates) for accuracy, completeness, and adequacy.
     • If satisfactory, click "Approve".
     • If changes are required, add notes in "Reviewer Comments" and communicate with the preparer. The preparer will need to make edits (once the system allows, potentially after an explicit "reject" or "return" action if available, or by the approver changing status back to draft) and resubmit.

3. Approved:

   • The Risk Assessment is now official. Implement and monitor controls.
   • To retire the assessment when it's no longer current, an authorized user can click "Archive".

4. Archived:

   • The assessment is stored for historical purposes.
   • If it needs to become active again, an authorized user can click "Re-Open". This returns the assessment to the "Pending Approval" state for re-validation.

Always use the designated workflow buttons to progress the Risk Assessment.