Manage risk assessments

About Assessments

Assessment management is carried out on the Assessments screen within the Risks module.

Caution

Assessments created from the Assessments screen can only be managed at the Smartosh level: it is not possible to generate reports from them.

How to Create a Risk Assessment

1. Go to the Risks module > Assessments and click New.
2. Fill in the general data on the detail screen:
   • Assessment type: for example, “initial” or “review”.
   • Title: identifying name (will not appear in the report).
   • Assessment methodology (optional): general method used.
   • Start date and End date.
3. Indicate the Assessment status. By default, it will be Draft.
4. (Optional) In Time spent (hours), indicate the time dedicated to the assessment.
5. Provide details through the associated tabs:
   • Scope: indicate the scope to which the assessment belongs.
   • Risk factors: create (New) or link (Link) factors to the assessment.
   • Origin: indicate the starting point that gives rise to the assessment.
   • Specialties: detail the preventive specialties addressed.
   • Attachments: link external documents or pre-generated reports.
6. Click Save or Save and close.

Note

• Fields marked with an asterisk are mandatory.
• Assessment statuses must be changed manually. Even if you enter an end date, the status will not automatically change to Closed.
• For specific assessments, you must indicate the corresponding level (Centre, Section, Position). You can also indicate a main scope as an Activity or Equipment/Installation without needing to specify a Company.

How to Add Risk Factors to an Assessment

1. Go to the Risks module > Assessments.
2. Create (New) or open the desired record.
3. Access the Risk factors tab.
4. Link factors with two options:
   • New: create a factor from the screen itself.
   • Link: link factors already created in Smartosh.
5. If linking, search by Scope, Activity or Equipment/Installation, select the records and click Accept.
6. Click Accept and then Save or Save and close on the detail screen.

Caution

Risk factors created from Risk factors or from the Organisation module will not automatically appear in an assessment, even if they share the same scope. To include them, you must explicitly link them from the tab.

Tip

From the linking screen, you can perform several useful operations (reassign responsible person, copy factors, change start dates, etc.) and evaluate the factors. The evaluation is always done individually for each record: there is no bulk evaluation.

How to Manage Risk Factors of a Specific Assessment

To easily locate factors associated with a specific assessment, it is advisable to use tags:

1. Go to the Risks module > Assessments and open the desired record.
2. Create or associate the risk factors to the assessment.
3. In the Scope tab of the risk factor, add an identifying tag (it is recommended to use the name of the assessment).
4. To locate them later, go to the Risks module > Risk factors and filter by the assigned tag.

How to View or Modify an Assessment

1. Go to Risks > Assessments.
2. Search for the record using the list screen search, filtering by Scope, Activity or Equipment/Installation.

Tip

From the Scope dropdown, you can choose the organisational level whose records you want to see (for example, only assessments with a specific position).

How to Duplicate an Assessment

1. Go to Risks > Assessments and click Duplicate.
2. The program will open the new duplicated assessment. Modify the records as needed and click Save.

Data Filled in by Default

• Assessment type: Review or update.
• Assessment status: Draft.
• Start date: the date of the action.

Data Copied from the Previous Record

• Assessment methodology, Description, Scope, Specialties, Attachments.
• Risk factors, except those with status Closed or Cancelled.

Data to be Filled in Manually

• Title (mandatory, appears blank).

Note

Any of the fields filled by the copy can be modified.

Configurable Options in “Assessments”

From Risks > Configuration you can manage:

• Assessment origins (applies to the Origin tab).
• Assessment types (applies to the detail screen).
• Assessment specialties (applies to the Specialties tab).
• Assessment methodologies (applies to the detail screen).

Steps to Configure

1. Go to Risks > Configuration.
2. Enter the desired tab (for example, Assessment types).
3. Click New to create or Edit to modify.
4. Click Save.

Note

• The program includes a broad catalogue that you can use or modify.
• If you change the name of a record, it updates for all displayed records. If you delete a record, the name or type of previous records is not modified.