Working with Risk Assessment

Set Up Hazards

Hazards are used for hazard identification and analysis when you create a Risk Assessment. A hazard is any potential damage or harm that may be done to a person or an asset in a work situation.

How to Create a Hazard Category

1. On your role center, search for Hazard Categories.
2. Select Hazard Categories in the list.
3. Select New in the ribbon.
4. Enter data in the Code and Description fields.

How to Create a Hazard

1. On the Safe Work role center, select Risk Assessment > Risk Hazards (or search for Risk Hazards).
2. In the Risk Hazards list, select New in the ribbon.
3. Enter data in the Code and Description fields.
4. Select a Category Code.

Set Up Risk Calculation

Risk calculation is based on the formula:

Impact x Probability x Frequency = Initial Risk

You need to set up codes and values for each area: Impact, Probability, and Frequency.

How to Create Risk Impact Codes

1. On your role center, search for and select Risk Impacts.
2. In the Risk Impacts list, select New in the ribbon.
3. Enter data in the Code and Description fields.
4. Enter a number in the Value field.

How to Create Risk Probability Codes

1. On your role center, search for and select Risk Probabilities.
2. In the Risk Probabilities list, select New in the ribbon.
3. Enter data in the Code and Description fields.
4. Enter a number in the Value field.

How to Create Risk Frequency Codes

1. On your role center, search for and select Risk Frequencies.
2. In the Risk Frequencies list, select New in the ribbon.
3. Enter data in the Code and Description fields.
4. Enter a number in the Value field.

Set Up Precautions

Precautions are steps taken before starting work on a maintenance job, with the purpose of reducing or eliminating hazards in a work area.

How to Create a Precaution

1. On the Safe Work role center, select Risk Assessment > Precautions (or search for Risk Precautions).
2. In the Risk Precautions list, select New in the ribbon.
3. Enter data in the Code and Description fields.

Approval Setup for Risk Assessments

Approval Overview

If you use approvals for Risk Assessments, and a Risk Assessment is approved by all approvers, the status on the Risk Assessment is automatically updated to "Released". If approvers reject a request for approval, the Risk Assessment status automatically reverts to "Open". In that case, you must resubmit the Risk Assessment for approval when the conditions that caused the rejection have been met.

The approval process for a Risk Assessment may include one or more reviewers, but it must include at least one approver. Reviewers and approvers must be set up as Safe Work Users and have the permission set for DAMSW Manager in their user permission setup.

There are two ways you can work with Risk Assessment approval:

• Default Risk Assessment Approval Setup: If no approval setup is made on a Risk Assessment, and the standard approval workflow is enabled, the Risk Assessment automatically uses the default approval setup. This ensures a consistent approval process.
• Approval Setup on one Risk Assessment: On a selected Risk Assessment, you can add approvers, and also reviewers if required. An approval setup on a Risk Assessment takes precedence over the default Risk Assessment approval setup.

Set Up Approval Workflow for Risk Assessments

Workflow setup is optional on Risk Assessments. It is used to send a Risk Assessment for approval and get the Risk Assessment approved by one or more approvers.

Workflow is part of standard D365BC functionality, and a "Risk Assessment" workflow is available for working with approvals for Risk Assessments. Please check documentation: Workflows

How to Set Up Default Approvers for Risk Assessment

1. On your role center, search for and select Safe Work Setup.
2. Select Default Risk Assessment Approval Setup in the ribbon.
3. Select the user in the User Name field in the empty row.
4. Select the role (reviewer or approver) for the selected user in the Approval Role field. (At least one Approver must be set up.)
5. Repeat steps 3-4 for each new approver or reviewer you want to add.

This setup is automatically used on a Risk Assessment if approval workflow is enabled, and if there is no approval setup on the Risk Assessment.

How to Set Up Approval on One Risk Assessment

1. On your role center, search for and select the Risk Assessments list.
2. Open a Risk Assessment card.
3. Select Related > Approval Setup in the ribbon.
4. Add approvers and reviewers as needed (same as steps 3-5 above).

Working with Risk Assessment

In the Dynaway Safe Work module, Risk Assessments are used to identify and examine risks related to maintenance work in your company.

A Risk Assessment helps you identify hazards that could impact maintenance work, calculate a risk value for each hazard, and add the precautions required to mitigate or eliminate those hazards.

Risk Assessment Workflow Overview

Risk Assessment work includes:

• Create a Risk Assessment.
• Assign a Risk Assessment to one or more instances (e.g., Asset Category, Asset Location, Work Type).
• Assigned Risk Assessments are automatically transferred to new and existing, active Work Orders that use those instances.

Notifications in D365BC will alert you to active risks on Work Orders. Select Show on the notification line to open the Active Risks overview.

Create a Risk Assessment

A Risk Assessment is a record that describes the hazards and required precautions related to maintenance work.

Examples of hazards:

• Acid leak
• Power outage
• Slippery surface
• Use of pneumatic tools

When you create a Risk Assessment, you add Hazards and Precautions. Each Hazard line includes a description, a calculation of the initial risk, and a short description of the hazard outcome. Each Precaution line describes what to do to eliminate or mitigate a hazard, as well as when action was taken and by whom.

Statuses for Risk Assessment

You can change the status at any time during the Risk Assessment lifecycle and revert to a previous state if needed.

How to change status:

• Select Release > Release when the Risk Assessment is ready to be used. If approval is required, status changes to "Pending Approval" and then to "Released" after approval.
• Select Release > Reopen to revert to an editable state (status changes to "Open").
• Select Release > Set Inactive to close the Risk Assessment (status changes to "Inactive").

You can also add pictures and documents to a Risk Assessment.

Assign a Risk Assessment

After creating a Risk Assessment, assign it to one or more instances:

• Asset Location
• Asset Category
• Asset
• Work Type
• Maintenance Item
• Work Order Plan

When a Work Order is created and contains any of the related instances above, assigned Risk Assessments are automatically transferred to the Work Order. A Work Order may include one or more Risk Assessments.

How to assign a Risk Assessment:

1. Open the relevant card or list (Asset, Asset Location, Asset Category, Maintenance Item, Work Type, or Work Order Plan).
2. Select a Risk Assessment number in the Risk Assessment No. field.

Copy a Risk Assessment

You can copy a Risk Assessment to reuse an existing record. The new record always has status "Open". Some fields (e.g., Next Revision Date, Action Done By, Action Done Date, and assignments) are not copied.

How to copy a Risk Assessment:

1. On the Safe Work role center, select Risk Assessments (or search for and select Risk Assessments).
2. In the list, select a link in the Nos. field to open the card.
3. Select Process > Copy in the ribbon.
4. Select Yes to confirm.
5. A new Risk Assessment card with a new number opens.

Risk Assessments on Work Orders

Work Orders, Assets, and other maintenance objects use Hazards and Precautions from Risk Assessments. On a Work Order, you can see relevant Hazards and Precautions, and use the Active Risks button to view all active Hazards and Precautions linked to the Work Order.

When a Work Order is posted, active risks are copied to the Posted Work Order, allowing you to see historical risk hazards and precautions that were active during execution.

Checking Risk Assessment Usage

You can get an overview of which instances use a Risk Assessment. This is useful for updating Risk Assessments and understanding their impact.

How to check usage:

1. On the Safe Work role center, select Risk Assessments (or search for and select Risk Assessments).
2. In the list, select a link in the Nos. field to open the Risk Assessment.
3. Select Process > Assignments in the ribbon.
4. In the View - Risk Assignments list, see all related instances. Select an instance to see details.
5. Select Open Card in the ribbon to view details for an instance.

Closing a Risk Assessment

When a Risk Assessment is no longer applicable, update the status to Inactive to close it. All relations to assigned instances are automatically deleted. You can revert the status to Open if you want to update and reuse the Risk Assessment.

How to close a Risk Assessment:

1. On the Safe Work role center, select Risk Assessments (or search for and select Risk Assessments).
2. In the list, select a link in the Nos. field to open the card.
3. In the ribbon, select Release > Set Inactive.

Archive a Risk Assessment Version

You can archive versions of a Risk Assessment to save specific versions. Archiving can be automatic (when status is updated to "Released") or manual (at any time).

How to archive a Risk Assessment:

1. On your role center, select Risk Assessments (or search for and select Risk Assessments).
2. Open a Risk Assessment card.
3. Select Actions > Archive Document in the ribbon.
4. Confirm by selecting Yes.
5. Select OK.

How to inspect archived versions:

1. Open a Risk Assessment card.
2. Select the number link in the No. of Archived Versions field on the General FastTab.
3. Select a link in the No. field of the archived version you want to open.

How to restore an archived version:

1. Ensure the Risk Assessment has status "Open".
2. Select the number link in the No. of Archived Versions field.
3. In the Risk Assessment Archives list, select the link in the No. field of the version you want to restore.
4. Select the Restore... button in the ribbon.
5. Confirm by selecting OK.

This manual provides a clear overview of working with Risk Assessments in Dynaway Safe Work. For more details, refer to your system administrator or internal safety procedures.