Prism System Update. Prism-Safety Limited. To keep you up to date on the latest status of the new updated system software, the following applies:

Transcription

1 01 February 2013 Prism System Update Prism-Safety Limited Latest status on updated software on 31st January 2013 Future additions to the Prism-Safety SMS: Creation of a Complex Audit module to include Audit Planning, Checklist creation, Audit Management, Corrective Action Process including the ability to risk assess Corrective actions Creation of a Proactive standalone Risk Assessment module for risk assessing specific areas of an operation and future tasks Additional Trending and analysis tools Inside this issue: Latest Update 31 January 2013 Risk Assessment Module 2 Proactive/Reactive Risk Assessment The New Proactive Risk Assessment Module Risk Assessment Criteria and Risk Assessment Pages Final Risk Assessment & Action Plan Page Relationship between Risk and Investment Clients Comments & Suggestions To keep you up to date on the latest status of the new updated system software, the following applies: The new version is complete and has been under test apart from the Bowties Module. As previously indicated, we have decided to issue the new system to clients without the Bowties Module in order to get the system rolled out as soon as we can. The Bowties module will take approximately 3 weeks to re-write and another week to test so we anticipate clients getting it approximately one month after each clients new system becomes operational. Testing has taken a lot longer than we anticipated. The system is so complex that a fix on one element regularly creates Risk Assessment Module another problem in a distantly related element. We have been putting hours of testing and bug fixing into the system and hope that we should be finished within approximately one week as long as all remaining issues are not too complex to fix. For the sake of another week or so we feel that it is far better to ensure as many system bugs are rectified prior to roll out as possible as we want to ensure that the transition from clients existing system to the new one is as seamless as possible. As soon as we clear the bugs, we intend installing the system on our current Demonstration Server and transferring the existing Demonstration Server Data onto the new system. This will ensure that all data on existing system transfers properly into the new system and identifies any data transfer problems prior to transferring client data. As soon as that is done we will commence transferring client data. All hardware is in place and suitably set up to receive the new software so the only delay now is software issues. We intend to make clients existing systems Read Only as soon as the new system is deployed. This will allow clients the ability to compare their data on the new system against their data on the old system should it be necessary but not allow input of any new data to the old system. In this issue we are focusing on our plans to introduce the new Proactive Risk Assessment Module to the Prism-Safety Management System. The following pages give examples of what it could look like although final display has yet to be defined. As previously indicated, this will be a stand-alone module that offers Prism clients the possibility of Risk Assessing any part of their current operation or planned future operations / Tasks. It is based on a slightly modified Risk Matrix which will be explained later in this document. It is hoped that this module should be fairly quick to programme and we look forward to releasing it in the not too distant future.

2 Page 2 New module will give greater detail in Risk Level Proactive / Reactive Risk Assessment Those clients already operating the Prism Safety Management System are aware that the system Risk Assessment is based on risk assessing each report entered into the system. As soon as this is completed, the Risk Adjuster re-calculates the risk faced by an individual Location, Unit or indeed the Company as a whole and adjusts the risk ranking accordingly. This risk ranking obviously indicates the actual risk faced by an organization based on what has actually happened and been reported. Within Prism we refer to this as a Reactive Risk Assessment in that the risk assessment is always completed after something has happened. Up to now the system has only given the ability to risk assess individual reports and has not included the ability to carry out risk assessments on a given operational task or Change Management requirements etc. We have therefore decided to add a stand-alone Risk Assessment Module that clients can use to create and archive specific risk assessments on the many elements involved in their existing and future operational aspects. The base document defining the requirements The new Proactive Risk Assessment Module The planned module will consist of 4 major elements, A title page A page defining all the criteria involved in the Risk Assessment for this module is completed and elements of it are shown in this update. A page that allows the user to define the various elements of the Task, allocating initial risk ranking and where necessary residual risk ranking after identified controls are applied (Risk Assessment Page) A Risk Assessment overview that contains an Action Plan A descriptive page that defines the basics of using the Risk Assessment document. The matrix used is very similar to the matrix used in the current Prism-Safety Report Risk Assessment element apart from the fact that risks are categorised into more than just Low, Medium and High. There will be two additional categories of risk level as indicated in the colour /risk level diagram below. The colours of the Risk Acceptability in this diagram are reflected in the risk matrix on the left. This allows the user a greater definition of the risk and should make the prioritisation of additional controls a lot easier.

3 Page 3 Risk Assessment Criteria and Risk Assessment Pages An example of a Risk Assessment for the 5 yearly Bulk Fuel Tank Inspection and its associated Criteria page is copied below. This is self explanatory. Selection of Likelihood and Consequence automatically produces colour coded Risk Assessment Acceptability An example of part of the Risk Assessment page is shown below. This allows the user to define the overall task and its sub-tasks. The sub-tasks are broken down as indicated and allocated Risks or Hazards and are given an initial risk ranking based on the matrix. The concerns and additional controls are then discussed by the Risk Assessment team members. When this is completed and with the additional controls in place the item is given its final risk ranking as well as defining any Escalation Factors and Escalation Controls that may be necessary as well as indicating the person responsible for control implementation.

4 Page 4 Final Risk Assessment and Action Plan Page The Risk Assessment Action Plan Page is shown below. This is split into 3 main areas: 1. The Action Plan in the top section. 2. The final overall residual risk below that. 3. Space for the Lead Assessor to sign the Risk Assessment off. 4. An area for any additional comments such as a next Review Date Comprehensive Action Plan and final Risk Rating

5 Page 5 A thought on the relationship between Investment and Risk Accident Bankruptcy HIGH Risk ALARP Your gateway to a safer future. LOW Investment / Resources HIGH There is always a lot of discussion about what is a reasonably practical level of investment in the mitigation of risk. There are no defined limits as can be seen from the above graph. Initially low levels of investment (red line) produce significant falls in the level of risk (green line) on the left side of the graph. However, as investment increases it can be seen on the right hand side of the graph that it requires significant investment to produce a relatively small fall in the level of risk. Taking both to their extremes, No Investment High Risk Accident or High Investment Low Risk Bankruptcy. We therefore have to be somewhere between the two. The green circle on this graph indicates where an organization should be. There will remain some risks that are in the orange (Medium) area and it is these risks that have to be identified monitored and controlled. Anything in the red area is of course intolerable and something has to be done to bring the risk level back down as far as is Practically possible. As many of you know, this is the area commonly referred to as ALARP where risks are reduced to a point that is As Low As Reasonably Practical. 21 The Point Rockingham Road Market Harborough Leicestershire LE16 7NU United Kingdom Phone: Info@prism-safety.com Web Client Comments and Suggestions Prism-Safety staff always welcome comments and suggestions from our clients regarding system improvement and are more than ready to accept comments on any of the issues in this update. Should you have any specific comments we would be pleased to hear from you through an to our info e- mail address indicated on this page. It is our intention in the future to share our plans for system updates with Clients through the use of this Prism Update document as well as publish relevant client comments with our responses. It has been very difficult over the last two years to add to the system as we have been in the process of the total re-write. As we are nearing the end of that, we envisage significantly more available programming time for system enhancements and additions.