client user GUIDE 2011
STEP ACTION Accessing Risk Register 1. Type https://www.scm rms.ca/riskregister/login.aspx 2. Click in the Username field on the Risk Register home page. 3. Type your Username and Password on the Login screen and click Submit. Login screen Navigating Risk Register 1. Asset ID The Asset ID is a searching tool for components (within the context of the applicable facility) matching the specific Asset ID. This feature is used to retrieve details for a particular component (building, structure, etc) that can be identified by the asset ID. 2. Hazard ID The Hazard ID is a searching tool for hazards/recommendations (within the context of the applicable facility) matching a specific Hazard ID. This feature is used to retrieve details for a particular recommendation that can be identified by a system generated ID number. 3. Tree Control Is a hierarchical control that allows the drill down into lower level of data. To reveal subordinate members click on the + icon adjacent to the parent item. To conceal subordinate members click on the icon adjacent to the parent item (left screen). 4. Link Map A link map identifies the context of the page being displayed. Clicking any link allows the user to navigate to upper levels in the hierarchy (upper screen). PAGE 2
Risk Register authorization level The Risk Register application allows the management of data that is multi level in its dimensions of access. There are six roles possible in the application: 1. System administrator 2. Office Administrator 3. Inspector 4. Contract Manager 5. Agency Manager 6. Facility Manager Three of these roles belong to SCM members, and three of the roles belong to the client. SYSTEM ADMIN OFFICE ADMIN CONTRACT MANAGER INSPECTOR FACILITY MANAGER AGENCY MANAGER FACILITY MANAGER Enterprise Risk Management Risk Management is recognized as an integral part of good management practice. It is an iterative process consisting of steps, which, when undertaken in sequence, enable continual improvement in decision making. Risk Management is the term applied to a logical and systematic method of establishing the context, identifying, analyzing, evaluating, treating, monitoring and communicating risks associated with any activity, function or process in a way that will enable organizations to minimize losses and maximize opportunities. Risk Management is as much about identifying opportunities as avoiding or mitigating losses. PAGE 3
Design Hierarchy Risk Register is specifically designed with an Enterprise hierarchy in mind. The specific hierarchy referenced is: Level of hazards/actions: 1. CONTRACT 2. AGENCY 3. FACILITY 4. BUILDING 5. OCCUPANCY HAZARD/RECOMMENDATION/ACTION HAZARD/RECOMMENDATION/ACTION HAZARD/RECOMMENDATION/ACTION HAZARD/RECOMMENDATION/ACTION Recording hazards and risks in this manner enables risk differentiation along these lines. This is particularly useful when conducting risk analysis and evaluation. Using the Risk Register dashboard Working with a number of risks and treatments requires some kind of overview and summarization. Risk Register s risk dashboard provides a quick snapshot of risks and treatments from a single interface. It helps to communicate information by visualizing consolidated risk data in an easily followed format. The risk dashboard of Risk Register gives a numerical and graphical display of: Hazard profile Hazards identified and recorded in the last 12 months Hazards completed over the last 12 months Inspections completed in the last 12 months Action created over 12 months Each of these profiles can be run at most levels of the model with the ability to itemize all subordinate results. PAGE 4
Hazard Profile The dashboard illustrated above is a presentation of risks at the agency level with 203 hazards recorded. The main purpose of risk mapping is to enable a quick focus on the areas where improvements are needed the most. High severity / high frequency represent the highest priority for risk improvements; Low severity / low frequency suggest minor attention is required allowing risk mitigation efforts to be focused elsewhere. This graphical high level view of risk ranked by risk score is very intuitive and includes the ability to view hazards at different hierarchal levels such as agency, facility, building, and occupancy. Individual hazards can be accessed by clicking on the individual cells. Risk Register specific reports Risk Register allows for the presentation of a number of specific reports to be generated. Each of these reports can be run at most levels of the model with the ability to itemize all subordinate results. The specific reports are: 1. Completed Inspection By Type 2. Risk Summary Report 3. Outstanding Recommendations 4. High Hazard Recommendations 5. Recommendations Grouped By Hazard Type 6. Individual Action Plan 7. Recommendation Export Excel format 8. Open Action Plans 9. Action Costing 10. Overdue Action Plan 11. Risk Alert PAGE 5
For example the Agency level report would include agency and subordinate level hazards belonging to the current agency selected. Agency recommendations Facility recommendations Building recommendations Occupancy recommendations The Facility level report would include Facility and subordinate level hazards belonging to the current facility selected. Facility recommendations Building recommendations Occupancy recommendations 1. Completed Inspection By Type The Completed Inspection report by type is a listing of completed inspections associated with a contract or agency sorted by type of inspection. Types of inspection are: Loss Control survey Course of Construction survey Playground and athletic fields Infrared Survey Plan Review PAGE 6
2. Risk Summary Report Risk summary is a register of all hazards and associated recommendations, with risk levels associated with an inspection. All recommendations can be identified by a Hazard ID that is a unique system generated ID number. This number is listed on the report in front of each hazard. Any hazard ID could be searched in Risk Register application through the search engine describe under section Navigation in Risk Register. PAGE 7
3. Outstanding Recommendations Outstanding recommendation report is a report that identifies recommendations that have been put forward but don t have an associated action plan or have not been mitigated. This facilitates mitigation management and provides control of risks affecting the organization. It includes the ability to view hazards at different hierarchy levels such as agency, facility, buildings, and occupancies as presented in the above report. PAGE 8
4. High hazard Recommendations report The ability to view all the high hazard recommendations enables the user to reduce search time required to identify priority items. 5. Hazard grouped by peril type report Hazard grouped by peril type generates a report that categorizes and list recommendations by peril type: Business, Liability, Property, Crime, Electrical, Equipment, Fire, Mechanical, Special Hazard, and Structural. PAGE 9
6. Individual Action Plan The treatment plan should identify responsibilities, schedules, and expected outcome of treatments, budgeting, performance measures and the review process to be set in place. Each hazard identified during the inspection has an associated Individual Action Plan. These Action Plans can be filled in on line or printed for distribution to the stake holders involved in the mitigation effort. 7. Export of Risk Summary in an Excel format Risk Register has a utility that enables all the reports to be exported into an Excel and Word format. This enables further analysis and facilitates communication. PAGE 10
Adding responses with Action Data Each member of an Agency and/or Facility within Risk Register is able to take action and enter response details in the Action form for each of the recommendations identified by RMS. Each recommendation can be viewed and action details entered by accessing the Action tab. The action plan and the risk treatment documents the management controls that are to be adopted by the member and identifies who has responsibility, resources utilized, budget allocation, timetable for implementation, existing controls in place, and the risk management progress of the action. PAGE 11
Action Plan form TYPE the type of action required to mitigate the risk. STATUS the status of the action. Option includes closed, canceled, deferred and active COMPLETED DATE the date that the action item was completed by RESPONSE an action response detailing the steps taken for risk reduction RESPONSE DATE the date when an action plan was created. This will cover all the replies with the status deferred RESPONSIBILITY the entity responsible for completing of the action that is required TREATMENT PRIORITY the priority set by a person at Facility (assigned by) based on their own internal resources (budget, people, time) in conjunction with the risk score TREATMENT COST the estimated price paid to mitigate the hazard, an expense made to adjust, fix or replace an item needed to be repaired TREATMENT BENEFIT details information about the effectiveness of the treatment OWNERSHIP nominated person responsible for the action PAGE 12
OWNER TITLE the nominated person s title responsible for the action. Option includes: Risk & Insurance Manager, Assistant Risk Manager, Director Operations and Maintenance, Healthy and Safety Manager, Insurance Manager, Risk Manager, Risk Analyst Liability, Risk Analyst Property. DUE DATE the date that the action plan should be completed by Continuation of the Action Plan form RISK EXPOSURE this is an indication of how often the identified hazard can occur such as continuous, daily, frequent, occasional, rarely. CONTROL TYPES options include: Audit, Employee Training, Inspection, Insurance, Management, Monitoring, Supervision, Other. RESOURCES REQUIRED Resources needed to control the Risks identified. ATTACHMENTS An Upload utility for photos and documents that support the Action completed. When the Action Status field is changed to closed and a completed date is entered by the member, the Action Plan item is considered closed with no ability to further access details of that particular record. PAGE 13
Dashboard of Action Plans An overview of the ACTIONS items is presented on the dashboard. The Date Range function enable users to select using the date selector: Start Date and End Date the dashboard will display Actions that are created in Risk Register over a 12 months period. PAGE 14
Risk Matrix Definition Risk Matrix Consequences AS4360 >> Insignificant Minor Moderate Major Catastrophic AS/NZS 4360 1 2 3 4 5 Description Likelihood Insignificant Minor Moderate Major Catastrophic Almost certain 5 5 10 15 20 25 Likely 4 4 8 12 16 20 Possible 3 3 6 9 12 15 Unlikely 2 2 4 6 8 10 Rare 1 1 2 3 4 5 Ratings Risk AS/NZS descriptions levels Extreme E 15 High H 10 Moderate M 5 Low L 3 Insignificant L 1 Levels start at Risk evaluation involves comparing the level of risk found during the analysis process with previously established risk criteria. Risk analysis and the criteria against which risks are compared in risk evaluation should be considered on the same basis. Qualitative evaluation involves comparison of a qualitative level of risk against qualitative criteria, and quantitative evaluation involves comparison of the numerical level of risk against criteria which may be expressed as a specific number, such as fatality, frequency, or monetary value. The output of a risk evaluation is a prioritized list of risks for further action. Risk register utilizes our flexible Risk Matrix to assign qualitative rankings for likelihood, severity, and risk score. PAGE 15
LEVEL DESCRIPTOR Qualitative measures of consequence or impact High Major / Catastrophic Extensive injuries Loss of production capability Off site release with no detrimental effects, major financial loss Death Medium Moderate Medical treatment required On site release contained with outside assistance, high financial loss Low Insignificant / Minor No injuries, low financial loss First aid treatment On site release immediately contained, medium financial loss Qualitative measures of likelihood High Almost Certain / Likely Is expected to occur in most circumstances / will probably occur in most circumstances Medium Possible Might occur at some time Low Unlikely / Rare Could occur at some time / May occur only in exceptional circumstances PAGE 16
QUESTION ANSWER What is Risk Register? Risk Register is a tool that: 1. Includes all data on your risks and actions taken 2. Assists you in reducing costs that result from risks occurring 3. Saves time and money so that you can focus on the most critical task in risk management identifying risks 4. Delivers cost effective treatments so that risk management contributes to cost reduction 5. Provides consistency across the organization 6. Is accessible to business units across organization 7. Is an economically sound investment The RMS Risk Register is the central record in risk management. It contains details of all risks identified during the risk management process. It includes all information to answer the following questions: What are the risks? 8. A risk register has to include all details on a risk including its description, categorization and specification. Who is Responsible? 9. This question is about roles and responsibilities. RMS Risk Register contains information and the risk contact. This can be one and the same person or multiple individuals. When? 10. RMS Risk Manager includes dates of when the risk was identified or last reviewed. How Much? 11. An essential part of RMS Risk Register is risk assessment. The risk assessment is about assessing the likelihood of a risk to occur and the consequences in case of a risk occurring. To provide detailed cost information, the risk manager will put treatment benefits against risk costs and treatment costs. What remains are retained risk costs. Why would any organization want RMS Risk Register? 12. RMS Risk Register is able to support risk management efforts as it provides: A tool for managing and reducing risk before and during projects, or for ongoing risks. PAGE 17
Documentation of the likelihood and consequences of identified risks and easy monitoring of any high risk to reduce likelihood and/or consequences. The Risk Management Process RMS Risk Register is a software product to manage operational risks. It is designed for any industrial sector, federal, provincial and local government, health services, emergency services, security agencies, police services, risk management consultants, engineering, aerospace, food processing, manufacturing, exploration & mining, building & construction, contracting, insurance & financial, industries, major sporting clubs & sporting events and educational institutions. RMS Risk Register helps you manage the level of risk to people, property, processes, business continuity, reputation and the environment. The risk management software tracks risks by department, division, location, project or asset and helps you manage your risk assessments. PAGE 18