RISK MATRIX
Setting up your Risk Matrix is the first (and main) requirement of setting up Risks. Your Organisation may be using the Standard ISO Risk Matrix table or using a number of various types of Matrix tables.
Here we will set up a basic matrix just so that you get the idea of how it all works.
First off, Risk Matrix is all created in Definition Fields.
To be able to hook details to the correct Risk Table, you need to first set up a Risk Group, ie. Financial.
The main fields requiring configuration are Likelihood, Consequence, Calculation and Rating. If you have a number of Matrix to create, you will need to add in different ‘Risk Groups’. You may also need to review your Risk Category Tree (Assessment Category)
LIKELIHOOD
My Settings > Definition Fields > Risk Assessment > Likelihood
Remember, these are all set up as per your Matrix table
Select your Risk Group from the drop down list then populate your Likelihood types
CONSEQUENCE
My Settings > Definition Fields > Risk Assessment > Consequence
Again select your Risk Group from the drop down list then add in your Consequences
CALCULATION
My Settings > Definition Fields > Risk Assessment > Calculation
These are where you set your ‘Extreme to Low’ type settings as per your Matrix table
So select your Risk Group from the drop down then carefully enter in your Risk Levels
RATINGS
My Settings > Definition Fields > Risk Assessment > Ratings
To make life a little easier, the first thing we need to do here is Sort the Ratings and press ‘Save’.
The screen will now reset and have the Ratings in Sort Order.
You can now enter in details such as Rating, Value (more advanced monitoring/calculations processed), Description, Images and If an Alert is to be sent on a Risk being flagged as this rating.
Description is where you record your Risk Response Required. It shows on a Risk record if the rating is one of these levels. So if a Rating was set at High, there will be a note to ‘Advise Management” on the record.
There are default Graphics already in your Definition fields. If you organisation uses different images, you can upload them in My Settings > Definition Fields > Risk Assessments > Images Library.
And ‘Sent Alert’ - if this is ticked, an Alert will be sent if a Risk record is flagged at that Rating, ie. a High Risk will prompt the system to send an Alert. NOTE: These alerts are set up in Reminders > Setup on the Event of “On Risk Assessment Rating’.
HOOKING ASSESSMENTS TO RISK GROUPS
You will need to now update your Risk Assessment Category Tree so that appropriate categories are ‘hooked’ to the correct Risk Matrix, or Group. The Assessment Category Tree is also highly useful for reporting purposes and setting up Assignees (who is alerted) on various Assessment Types.
My Settings > Definition Fields > Risk Assessment > Assessment Category
Select the Assessment you wish to change, then from the drop down menu at Risk Group select the appropriate Group, and Save.
If you have extra Risk Groups that use a different Matrix, you will need to start again but first create your new Risk Group in My Settings > Definition Fields > Risk Assessment > Risk Groups
Simply type in the Group and Sort Order then press ‘Add’
You will then need to go through the process above to add in the matrix table details.
RECORDING RISKS
Risk Management > Risk Assessments - this brings you to the Assessment List, or Register.
Select ‘New’
Select the Assessment Category, Enter the Name of the Risk and choose which Org unit this Risk belongs to. Then enter in any other details you wish to record.
And ‘Save’ (NOTE: clicking on Draft does not send any Alerts. Saving a ‘Open’ kicks off the alert process)
The mandatory fields are marked with a red asterix. Our i.on my default for only has Risk Name and Org Unit as the mandatory fields. You can customise this screen to replicate your Risk Form through My Settings > System Settings > Custom Labels > Risk Assessment Details. Here you can turn fields off, make them mandatory or rename them to suit your needs.
Once this record is saved, you then click on the ‘Rating and Controls’ tab and enter in your Assessment Controls, which will look at your Matrix table for ratings, images etc.
Once Saved, you are taken back to the Ratings and Controls tab where you can enter in further information if required.
BUT YOU MUST select ‘Save’ again.
Now if you have a look at your Risk Details tab, you will see that the ‘Description’ or Risk Response Required has flowed through to the view
The other way to create Risk records is by linking them from other incidents within I,on my, so you can link them from ie. Accidents/Incidents, Hazards, Infections etc.
So for example, on a Hazard, if you go to the Controls tab, you have the option to tick the record to Promote to Risk. Here you will be asked to name the record plus attach it to an Org unit. Once this is saved, a new Risk record is created, and from this Hazard record you have this new blue link that will take you directly to the Risk to further process.
Or on an Accident/incident record you can go to the Investigations tab and hook it to a Risk by clicking on the Create Risk Assessment button. Once this is done, you are taken automatically into your risk record where you can update/add relevant details. Once saved, there is a blue link field that can take you directly back to the associated Accident record. And vice versa, when you go back to your Accident record, there is a direct link to this Risk.
In any of these instances, you must remember that if you want to record Risk Matrix details you will need to go to the Risk record to do so.
Click here to download a copy of the guide
