Manage risk factors

How to view registered risk factors

From the Risk Factors list screen in the Risks module, you can view and manage all registered factors.

Filtered search

Combine the available filters to narrow down results:

• Scope, Activity, Equipment/installation: shows factors associated with those scopes.
• Position: shows factors with a responsible person whose position matches.
• Observer: if you have assigned observers, click search to access the Observer details field.
• Filter (status): In progress, Closed, Cancelled, Pending closure, Not started.
• Tag: shows factors with the indicated tag.

Display modes

In the View field you have:

• List: details by severity, type, title, progress level, status, affected personnel, start and due dates.
• List with scope: details by scope.
• SmartIndex by risk type: details by risk type and order of severity.

How to assign the person responsible for a risk factor

You have two ways: manual or parameterised.

Manual assignment

Done when creating the factor:

1. On the detail screen, access the Responsible field.
2. On the Employee list screen, search by Name, ID number or filters (Scope, Activity, Equipment/installation, External Company, Position, Assignments, Type, External Company Responsible, Last review date).
3. Select the employee and click Accept.

Tip

If you want to assign yourself as responsible, use the Assign to me (responsible) operation.

Parameterised assignment

1. Access the Settings menu in Smartosh.
2. On the Risk Factors tab, choose the method:
   • No selection: will be filled in manually.
   • Prevention responsible: automatically assigned to the employee holding that position.
   • User who creates the risk factor: assigned to the person creating the record.

Note

This action applies only to new records created from that moment onwards.

Reassign the responsible person

1. Go to Risks > Risk Factors and select the factors.
2. Open Operations > Reassign responsible.
3. Check Reassign to me or Change employee and choose the new responsible person.
4. Click Accept and then Save.

How to assign and manage observers

Assign an observer

1. Go to Risks > Risk Factors and select the record.
2. Open the Observers tab and click Link.
3. Select the workers and click Accept.
4. Save the changes.

Change observers in bulk

1. Select the records with assigned observers.
2. Open Operations > Reassign observer.
3. Select the observers to change, search for the new observer and click Accept.

Caution

If the factor had no previous observer, the reassignment operation will have no effect.

Remove observers in bulk

1. Select the records.
2. Open Operations > Remove observers in bulk.
3. Select the observers and click Accept.

How to copy a risk factor

1. Go to Risks > Risk Factors and select the factors to copy.
2. Open Operations > Copy risk factors.
3. Fill in the basic information of the new factor and click Next.
4. On the associated measures screen: by default all are copied. Select and delete those you do not want to copy and click Next.
5. On the associated tasks screen: by default all are copied. Select and delete those you do not want to copy and click Next.
6. On the attachments screen: select and delete those you do not want to copy and click Accept.

Tip

At each step you can change the responsible person for measures or tasks using the Reassign responsible option.

Note

If the measures have Measure that DOES NOT generate tasks checked, the tasks screen will be empty.

How to change the start date in bulk

1. Go to Risks > Risk Factors and select the factors.
2. Open Operations > Change start date in bulk.
3. Confirm the impact warning.
4. Enter the new date and click Accept.

Caution

When changing the start date, the following happens automatically:

• The start date of associated measures and tasks is updated.
• The due date is recalculated (if the factor is assessed).
• The planned end date and completion date of measures and tasks are deleted (if they were filled in).
• The status of factors and the implementation status of measures and tasks changes to Not started.
• If the approval workflow is active and the measures are Approved, the change is notified.
• If the effectiveness verification workflow is active, verification data is deleted and the responsible persons can no longer manage them.

How to change the status of a risk factor

Individually

1. Go to Risks > Risk Factors and enter the detail screen.
2. Select the desired Status: Not started, In progress, Pending closure, Closed, Cancelled.
3. Click Save.

In bulk

1. Select the factors and open Operations > Change status in bulk.
2. Indicate the desired status.

Consequences of status change

• When indicating a Completion date, the status automatically changes to Closed.
• When changing to Closed, associated measures and tasks also change to Closed, unless the approval workflow is active and they are not Approved.
• When changing to Closed with the effectiveness verification workflow active, measures change to Pending effectiveness verification.
• When changing an associated measure to In progress, the factor changes to In progress.
• When changing to Cancelled, the completion date is deleted and measures and tasks change to Cancelled. If approval or verification workflows are active, they are deactivated and responsible persons can no longer manage them.

Note

Changes are notified to the responsible persons of the risk factor.

How to update the impacts

If you have changed the number of workers or performed a new assessment and the impact has not updated:

1. Go to Risks > Risk Factors and select the factor.
2. Open Operations > Recalculate SmartIndex and impacts.

Tip

You can also do this from any screen with a Risk Factors tab.

How to manage alerts (SmartStatus)

When a record is modified, information is missing or an incident appears, the program sends an email alert to the responsible persons and shows a SmartStatus alert.

Colour indicator on list screen

• 🟢 Green: correct record.
• 🟡 Yellow: record with minor issue.
• 🔴 Red: record with serious issue.

Steps to manage an alert

1. Go to Risks > Risk Factors and select the factor.
2. Enter the detail screen and open the SmartStatus tab.
3. Select the alert and open Operations:
   • Open: access the record to correct the issue.
   • Ignore: configure so that alert is no longer notified.
   • Delete: delete the alert (delete icon).

Note

The configuration of who receives the emails is set in Smart > Settings > SmartStatus problem definitions.