Create and assess risk factors

Where risk factors can be created

You can register a risk factor from any Risk factor tab associated with the screens of:

Module	Screen
Questionnaires	Questionnaires
Risks	Risk factors, Assessments, Safety visits
Leadership and employee participation	Participations, Meetings and talks
Accidents	Accident/incident investigations
Clients and suppliers	Claims

Note

The origin of the risk factor will depend on the place from which it is created. For example, if it is created from an assessment, the origin will be that assessment.

How to create a risk factor

1. Go to the screen of the corresponding module. For example: Risks > Assessments.
2. Click New or access the desired record.
3. In the detail screen, select the Risk factors tab and click New.
4. Fill in the general data:
   • Risk type: for example, 010 - Fall of persons from different levels.
   • Catalogue: optionally, choose a factor from the Smartosh catalogue.
   • Title: identifies the factor (will appear in the report).
   • Description: additional detail (will appear in the extended report).
   • Responsible: person responsible for managing the factor.
   • Status: by default, Not started, In progress, Pending closure, Closed, Cancelled.
   • Start date: by default, the creation date.
   • Due date: automatically calculated when assessing the factor.
   • Completion date: date of closure of the factor.
5. Complete the associated tabs (see next section).
6. Click Save or Save and close.

Tip

• When choosing a factor from the catalogue, Title and Description will be automatically filled with the configured content.
• When entering a Completion date, the status automatically changes to Closed.
• If an associated measure changes to In progress, the factor will also change to In progress.
• The SmartIndex is automatically filled with the assessment, affected persons, and progress level of the measures.

Tabs of the risk factor detail screen

Scope

Indicates the organisational level (Company, Site, Section, Position), Activity or Equipment/installation where the factor applies.

Caution

You must link the factor obligatorily to one of the main scopes: Company, Activity or Equipment/Installation. Once indicated, you can associate it with lower scopes (Site, Section, Position).

You can add as many tags as you wish to facilitate later location.

Measures

Links preventive or corrective measures:

• New: creates a new measure from scratch.
• Catalogue: links measures preloaded in the catalogue.

Impact

Check the number of affected workers and the sensitive groups (minors, pregnant women, etc.). Values are automatically calculated according to the scope.

Observers

Add workers with access to the risk factor information. They will receive notifications as the factor evolves.

Attachments

Link external documentation (for example, a photo of the detected hazard). Images will be included in the corresponding report.

Events

Add events associated with the factor that you want to monitor.

Note

This calendar is not linked to the tasks of the measures; it only shows events added manually.

Origins

Indicates the origin that gives rise to the creation of the factor (for traceability and filtering).

Note

By default, factors created from Risks > Risk factors have an empty origin. If created from other screens, the origin is filled automatically.

SmartStatus

Displays automatic alerts detected about the record. You can open, ignore or delete each alert.

Permissions

Indicates which employees have direct read or write permissions on the record.

Tip

By default, the program adds permissions to the applicable users. It is usually not necessary to manipulate this option.

Create a risk factor from the catalogue

1. In the detail screen, select the Risk type and click the Catalogue field.
2. In the Risk factor catalogue window, select the desired factor and press Accept.
3. Title and Description will be automatically filled (if provided) and the Impact tab will indicate which sensitive groups are affected.

Note

Only factors associated with the selected Risk type will appear in the window.

Add risk factors to the catalogue

From the list screen

1. Go to Risks > Risk factors and select the desired factors.
2. Open Operations > Add to catalogue.

Note

Measures and tasks associated with the factor will be linked to it. Generic data such as category, type, periodicity or economic costs are also copied.

From risk configuration

1. Go to Risks > Configuration > Risk factor catalogue.
2. Click New.
3. Add the data: Risk type, Title, Description and the affected sensitive groups (Elderly, Minors, Pregnant, Breastfeeding, Special sensitivity).
4. In the Measures section, click New to associate measures. It is mandatory to indicate the Name of the measure.

Tip

When adding a new measure to the risk factor from the catalogue, it is also automatically created in the measures catalogue.

How to assess a risk factor

1. In the factor detail screen, click Assess.
2. Choose the assessment method: FINE, Binary or NTP 330.
3. Enter the parameters of the selected method:
   • FINE: exposure, consequences and probability.
   • Binary: consequences and probability.
   • NTP 330: deficiency, exposure, probability and consequences.
4. The program will automatically calculate the SmartIndex, the assessment, priority and due date of the measures.

Tip

You can also assess a factor from any module and screen containing the Risk factor tab: select the record and click Assess.

Note

• Assessment methods are configured in Risks > Configuration.
• If you check Does not apply to protocol proposal, the factor will not generate a protocol proposal in the worker’s medical examination.
• The due date can be manually changed afterwards.

Configuration of fields in risk factors

From Risks > Configuration you can modify:

• Risk type categories.
• Risk types.
• Risk factor statuses.
• Risk factor catalogue.
• Assessment methods.