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How to record a risk assessment

The following describes the recording of a Risk Assessment from scratch. An assessment may be started by copying from a previous assessment, and then adding or editing details as applicable. Where that is the case, some of the data below will already exist.

From the Main Screen:

Step	Action	Result
1	Click Risk	Opens Risk Assessments List
2	Navigate to, and select the relevant record
Note: If the required record is not already in the schedule, it must be added first. See How to schedule a risk assessment.
3	Click Edit button	Opens selected Risk Assessment
Notes: If the record has previously been locked, it will be necessary to unlock it before editing. See Locking and Unlocking records If the assessment has been crating by copying another assessment, some fields may already be completed. Depending on circumstances and your business rules, you may accept the default data or alter it in the context of the current assessment If in any doubt about what to do, read your organisations' procedure by clicking on the Procedure button, and/or contact the person responsible for scheduling your risk assessments
4	Describe the hazard or threat - what could cause harm
5	Describe the risk - what harm could the hazard or threat cause
6	In the Initial Risk column, select the assessed value for Likelihood
7	Still in the Initial Risk column, select the assessed value for Consequence	The software will use the risk matrix to generate an Initial Risk Level
8	Describe the Controls required
9	Describe the Controls in Place
10	In the Final Risk column, select the assessed final or residual value for Likelihood (after controls are in place)
11	Still in the Final Risk column, select the assessed final or residual value for Consequence (after controls are in place)	The software will use the risk matrix to generate a Final Risk Level
12	If an item requires any action, you may choose to generate an Action Form. With the cursor placed anywhere in the selected item, click on the Action button. (Tip: Before doing this, you may wish to copy some text from the assessment - ready for pasting into the Action Form)	An alert box appears with the message "There is no action linked to this item. Do you want to create one?"
13	Click Yes button	Opens a new Action Form and complete it in the usual manner. Please note that some fields are automatically completed for you. This automation is provided as a time-saving convenience, and you can change the automated entries if you wish. The exception is the 'How Raised' field, which is locked in as 'Risk' to maintain the integrity of the data. When the Action Form has been saved and any email sent, you will be returned to the Risk Assessment. Note that the Action indicator for the relevant checklist item has changed from 'No' to the reference number of the Action Form. This method ensures that the Action Form and Risk Assessment are linked. If a user subsequently places the cursor anywhere in the assessment item and clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Risk Assessment.
14	Summary Tab: Enter text in the 'Comments' field
15	Once again, you may choose to link the overall Risk Assessment with an action. If so, click on the Action button	An alert box appears with the message "There is no summary action linked to this risk assessment. Do you want to create one?"
16	Click Yes button	Opens a new Action Form and complete it in the usual manner. When the Action Form has been saved and any email sent, you will be returned to the Audit Record. Note that the Action indicator on the summary tab has changed from 'No' to the reference number of the Action Form. This method ensures that the Action Form and Risk Assessment are linked. While the 'Summary' tab is active, if a user clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Risk Assessment.
17	Attachments tabbed section: If there are any external documents that provide useful information to the record, they may be added as attachments.	The attachments are associated with this record
18	When the assessment is complete, you may lock it. See Locking and Unlocking records.
19	Click Save button	Saves changes
20	Click Close button	Closes the record

Step

Action

Result

Click Risk

Opens Risk Assessments List

Navigate to, and select the relevant record

Note: If the required record is not already in the schedule, it must be added first.
See How to schedule a risk assessment.

Click Edit button

Opens selected Risk Assessment

Notes:

If the record has previously been locked, it will be necessary to unlock it before editing. See Locking and Unlocking records
If the assessment has been crating by copying another assessment, some fields may already be completed. Depending on circumstances and your business rules, you may accept the default data or alter it in the context of the current assessment
If in any doubt about what to do, read your organisations' procedure by clicking on the Procedure button, and/or contact the person responsible for scheduling your risk assessments

Describe the hazard or threat - what could cause harm

Describe the risk - what harm could the hazard or threat cause

In the Initial Risk column, select the assessed value for Likelihood

Still in the Initial Risk column, select the assessed value for Consequence

The software will use the risk matrix to generate an Initial Risk Level

Describe the Controls required

Describe the Controls in Place

In the Final Risk column, select the assessed final or residual value for Likelihood (after controls are in place)

Still in the Final Risk column, select the assessed final or residual value for Consequence (after controls are in place)

The software will use the risk matrix to generate a Final Risk Level

If an item requires any action, you may choose to generate an Action Form. With the cursor placed anywhere in the selected item, click on the Action button. (Tip: Before doing this, you may wish to copy some text from the assessment - ready for pasting into the Action Form)

An alert box appears with the message "There is no action linked to this item. Do you want to create one?"

Click Yes button

Opens a new Action Form and complete it in the usual manner. Please note that some fields are automatically completed for you. This automation is provided as a time-saving convenience, and you can change the automated entries if you wish. The exception is the 'How Raised' field, which is locked in as 'Risk' to maintain the integrity of the data.

When the Action Form has been saved and any email sent, you will be returned to the Risk Assessment. Note that the Action indicator for the relevant checklist item has changed from 'No' to the reference number of the Action Form.

This method ensures that the Action Form and Risk Assessment are linked. If a user subsequently places the cursor anywhere in the assessment item and clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Risk Assessment.

Summary Tab: Enter text in the 'Comments' field

Once again, you may choose to link the overall Risk Assessment with an action. If so, click on the Action button

An alert box appears with the message "There is no summary action linked to this risk assessment. Do you want to create one?"

Click Yes button

Opens a new Action Form and complete it in the usual manner. When the Action Form has been saved and any email sent, you will be returned to the Audit Record. Note that the Action indicator on the summary tab has changed from 'No' to the reference number of the Action Form.

This method ensures that the Action Form and Risk Assessment are linked. While the 'Summary' tab is active, if a user clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Risk Assessment.

Attachments tabbed section: If there are any external documents that provide useful information to the record, they may be added as attachments.

The attachments are associated with this record

When the assessment is complete, you may lock it. See Locking and Unlocking records.

Click Save button

Saves changes

Click Close button

Closes the record

NOTES ON THE MASTER FIELD:
The Master field is a simple checkbox but it can be very useful. One assessment in each user-defined category may be set as the Master. This acts as a flag to identify the default or template assessment in the Risk Assessments List when creating copies (although it is possible to copy from other assessments too).