Risk Assessment toolkit
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- Cassandra Norris
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1 Risk Assessment toolkit Last updated: April 2014 Date for next review: April 2015 Page 1
2 Index Assessments Management : Covalent Overview Page 3 Portal Page 4 Assessments Page 5 Projects Page 6 Reviews Page 7 Assessment Library : IDOX Storing paperwork Page 14 Searching Pages 15 to 17 Viewing Pages 18 and 19 Version Control Pages 20 and 21 Process Map Page 22 Links Page 8 Audit Page 9 Reports Pages 10 to 13 Page 2
3 Overview Assessment Forms Risk Assessment forms are used to record the findings of the Council s Risk Assessments including a description of the risk, the location, the impact and probability scores, existing controls and additional controls required and the risk and control process owners. Templates for these forms are located at Management The Covalent database is used to record dates of completed assessments and dates when the next assessments are due as Actions. The database will also send reminders to designated risk owners when assessments are due or overdue and issue various reports. Covalent is detailed in pages 3 to 10 of this toolkit. Library IDOX is used to store and retrieve completed assessment forms. The administration of IDOX is detailed in pages 11 to 19 of this toolkit. Page 3
4 Portal Portal is the opening page of the Covalent database For assessments and projects, click here and select Actions Central For risks, click here and select Risk Central For reports, click here and select Report Central Page 4
5 Assessments Actions can be used as a diary for risk assessments and reviews (eg routine, ongoing annual reviews) and risk related projects ie specific, shorter, defined period control measures (eg installation of additional lighting). Projects have the same functionality as Assessments. The tick on the Active box should be removed once the project has been completed Page 5
6 Projects The Actions module can be used to hold details of Additional Risk Controls required as Projects Page 6
7 Reviews Save Update Due date to next review due in 6 / 12 months time etc There is an option to add text in the Notes and History section eg any information to be recorded for the current or next assessment To access Notes and History, click on Current Progress Page 7
8 Links The Actions module can be used to designate ownership of the assessment and reviews at various levels. Actions can be linked to associated risks. 8
9 Audit The Audit Trail facility records all updates to the records including users, dates and descriptions of the update 9
10 Select report Click Publish Click Generate Reports Select Open or Save 10
11 Assessment report Covalent can report on all assessments and projects by department 11
12 Overdue Covalent can identify any overdue assessments 12
13 Projects report Covalent can be used to track the status of projects. 13
14 Storing Paperwork Documentation that accompanies the risk assessment will be stored in the IDOX system These are the fields that users will fill in when filing H&S Risk Assessment paperwork When this project is agreed, drop down lists will be created for all name fields e.g. Site description 14
15 Searching Documents can be searched for by using the Covalent code or the Service area 15
16 Searching Searching by service area will show all the folders of documents in that service area 16
17 Searching Searching on the code will bring up folders about that Risk Assessment area only 17
18 Viewing Looking inside the folder will show all related documentation that has been added for that risk assessment area Clicking on the Word icon will open the document in MS Word 18
19 Viewing All documents pertaining to a search for Leisure and Commons and Recreation Area will show in the search results list 19
20 Version Control A new version of the Risk Assessment document is added on review. The Assessment Date will also be updated by whoever adds the new version into IDOX. All previous versions can be viewed at any time. The most recent version of the risk assessment is always the version that users will see first when they search for a document. 20
21 Version Control Updated Assessment Date 21
22 Process Map Receive notification from Covalent that Risk Assessment review is due Find template document, or use previous document from IDOX Carry out review Add review details to Covalent Complete review documentation Add review document as new version to original in IDOX, and update Assessment date 22
23 23
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