How to register a risk factor

To register a risk factor, you have two options: create a new one or link it from an existing record. This page describes both methods, along with the available fields and the behaviour of the statuses.

How to create a risk factor

You can create it from two points:

• From the Risks module.
• From any module that contains the «Risk factors» tab (for example, ergonomic studies, accidents, etc.).

From the Risks module

1. Go to Risks > Risk factors and click New.
2. Fill in the mandatory fields and click Save.

From any module with the «Risk factors» tab

1. Within the corresponding module, open the Risk factors tab and click New.
2. Fill in the mandatory fields and click Accept.

Note

In both methods, you must at least fill in Risk type, Scope, Responsible, and Title to be able to save the record.

Caution

The programme will notify you if the risk factor is not assessed once created. The assessment must be completed afterwards.

How to link an existing risk factor

If the risk factor is already registered and you only need to associate it with another record:

1. Within the module containing the Risk factors tab, click Link.
2. Select the record(s) and click Save.

Tip

You can link multiple records at once by selecting several in the list before saving.

Fields on the detail screen

Field	Description
Risk type	Selectable field indicating the type of detected risk.
Responsible	Search field allowing selection of the person responsible for the risk factor. Automatically filled in according to the configuration in Settings > Risk factors > Method of assigning responsible persons for new risk factors.
Start date	Start date of the risk factor. Automatically filled in with the current date.
Catalogue	Search field allowing selection of a risk factor from the catalogue. Selecting this field automatically fills in Risk type and Title.
Status	Selectable field with the status of the risk factor. See status behaviour.
Expiry date	Date on which the risk factor expires.
Title	Free text identifying the risk factor.
Reviewed	Checkbox automatically filled in when the risk factor is reassessed.
End date	End date of the risk factor.
Description	Free text with a brief description of the risk factor.
Tags	Tags to add a specific filter to the risk factor.

Behaviour of the «Start date» field

Caution

The Start date can only be modified if the risk factor:

• Is not marked as «Reviewed», and
• Has an implementation status of «Not started», «In progress», or «Pending verification».

When changed:

• The start and expiry dates (if assessed) of open measures and tasks are updated.
• The planned end date of those open measures and tasks is cleared.

Behaviour of the «Status» field

The status can be changed manually or automatically according to certain conditions:

• Not started: default status when registering the risk factor. Means no action has been taken.
• In progress: applied automatically when any of its measures moves to «In progress».
• Pending verification: applied automatically when any of these conditions are met:
  • All its measures move to «Cancelled» or «Closed».
  • The effectiveness verification circuit is active and there is at least one measure with status «Verified: effective».
• Closed: applied automatically when the End date is filled in.
• Cancelled: indicated manually.

Tabs on the detail screen

Tab	Description
Scope	Allows inclusion of the scope of the risk factor.
Reports and attachments	Allows uploading and viewing attachments related to the risk factor (e.g., associated images).
Measures	Allows creating new measures or adding measures from the catalogue.
Revisions	Allows viewing the revisions made to the risk factor.
Origins	Allows viewing the origin of the risk factor.
Sensitivities	Allows viewing the impact of the risk factor according to the sensitivity of affected employees (minors, pregnant, breastfeeding, special sensitivity, and elderly).
Observers	Allows identifying or adding employees with observer permissions.
Others	View the Smart OSH alerts generated and the system permissions of the risk factor.

Tip

The scope is exclusive: it can be filled in by Company, Centre, Section and/or Position, or by Activity, or by Equipment / Installation (not multiple blocks at once).

Note

The System permissions sub-tab within Others is a very technical section used to view the specific permissions of the risk factor.

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Source: DM-SO-22-069 «How to register risk factors», version 1, 26/09/2022.