Risk Assessment

Hazard Categories

All Hazards are sorted by Hazard Categories. All Hazards are arbitrary. For adding and changing the Hazards use “New” and “Edit”. A description to each Hazards can be given. Used Hazards can be set inactive with mark the checkbox “Inactive”. Only Hazards which are not in use can be deleted. With “Merge Duplicates” Hazards can be merged to one. For that the hazard which will be in system has to selected and all other marked hazards will be merged into this hazard. Hit “Search” for looking after hazards.

Operation Types

All Operation Types are arbitrary. For adding and changing the Operation Types use “New” and “Edit”. For each Operation Type a Code can be given. Used Operation Types can be set inactive with mark the checkbox “Inactive”. Only Operation Types which are not in use can be deleted. The Operation Types can be exported to Excel with “Export to Excel”.

Operation Groups

All Operation Groups are arbitrary. For adding and changing the Operation Groups use “New” and “Edit”. For each Operation Group a Code can be given. Used Operation Groups can be set inactive with mark the checkbox “Inactive”. Only Operation Groups which are not in use can be deleted. The Operation Groups can be exported to Excel with “Export to Excel”.

Operations

All Operations are arbitrary. For adding an operation use “New”. For each operation, a type and a group has to be given. In addition, Operations code, can be added. The operations can be linked to components (Tab Assigned to Components) and to Job Codes (Tab Assigned to Job Codes). You can assign more than one job code and more than one component and both too. With “edit” changes can be made. Only operations which are not in use can be deleted. All other operations will be set as inactive with “Set as inactive” and can be activated with “Set as active”. Only one of these buttons will be visible in order of the status. The operations can be printed and saved with “Share”.

Risk Matrix

Hit “New” for adding a new Risk Matrix. The Risk Matrix can be added as new, can be copied from existing Matrix or can be created a new version of existing Risk Matrix. A name, severities, likelihoods, risk level and the matrix has to be given. The risk matrix can be approved with “approve” and one of the approved matrices can be set as default with marking the relevant checkbox. Old version can be closed. And in screen only active matrices will be shown, when checkbox “Show active only” is marked. Only matrices which are not in use can be deleted.

Severity

All Severities are arbitrary. For adding and changing the Severities use “New” and “Edit”. Only Severities which are not in use can be deleted. The Severities can be printed and saved with “Share”.

For all Severities, a name and sort order has to be given, and Description, Health/Safety, Environment, Operational Impact and Media Attentions can be given.

Likelihood

All Likelihoods are arbitrary. For adding and changing the Likelihoods use “New” and “Edit”. Only Likelihoods which are not in use can be deleted. The Likelihoods can be printed and saved with “Share”.

For all Likelihoods, a name and sort order has to be given, and Description can be given.

RiskLevel

All Risk Levels are arbitrary. For adding and changing the Risk Levels use “New” and “Edit”. Only Risk Levels which are not in use can be deleted. The Risk Levels can be printed and saved with “Share”.

For all Risk Levels, a name, a color and sort order has to be given, and Reassess in days and actions can be given. With “Set as High Risk Level” a risk level can be set as high level risk.

Two further settings per risk level control whether the office has to approve an assessment carrying that level. They only take effect when Close RAs depending from Risk Level is switched on in the Risk Assessment configuration:

• Closing on board allowed (no office approval required) — while this is ticked, the vessel may close such assessments itself. Unticked, the assessment goes to the office instead.
• Office E-Mail (for approval) — the address notified when an assessment with this risk level is finished on board. Each risk level can report to a different recipient, for example to the responsible department. The address is cleared automatically as soon as closing on board is allowed again, because it is then no longer relevant.

The resulting workflow is described under Office Approval.

Matrix

A matrix is created in one of three ways:

Button	Creates
New Matrix	An empty matrix, filled in from scratch.
Copy existing	A copy of a matrix that already exists, which can then be changed.
New Version	A new version of the default matrix, so that the previous one stays intact for the assessments already using it.

For changing the Risk Matrix use “Edit”. Approved Risk Matrices cannot be changed. Hit “Show complete matrix” to see all information to this matrix. The Risk Matrix can be printed and saved with “Share”.

Approve authorises the matrix. Only the matrix marked with Set as default is used in the system — approving alone does not put a matrix into service.

Set Severity on the left side turns the matrix round: either the severities run down the side and the likelihoods across the top, or the other way round. This is a matter of how your company is used to reading it; the ratings themselves are unaffected.

The severities carry their own descriptions for health and safety, environment, operational impact and media attention, so that the choice between two neighbouring levels can be made on something more than a name. Show complete matrix puts all of it together on one sheet — the severities with their criteria, the likelihoods with theirs, the resulting levels in their colours, and the action expected at each level.

Risk Assessment Configuration

Function	Description
Reopening Days	Belongs to “Check for Re-Opening”. It is a lead time, not a validity period: a Risk Assessment is re-opened this many days before its next reassessment falls due, so there is time to carry it out. How long an assessment stays valid is stored with the risk level or with the operation. Two further options refine the behaviour — “use operation reassess days (requested in office only)” and “reopen for same site”. See Reassessment.
Send Additional Measure Tasks to Audit & Inspection	If checkbox is marked, approved additional measure will be sent to Audit & Inspection. Info Text at approving will be displayed with corresponding to this rule.
Rate Hazards	If checkbox is marked, the hazards has to be rated too.
Show Details (Description /Alternate Method mandatory)	First page of preparation of, RA will be displayed with description and alternate method, when checkbox is marked.
Show Further Action Types	If checkbox is marked, further action types will be displayed. Checkbox will be visible, when checkbox “Show Further Actions” is marked.
Show Further Actions	If checkbox is marked, Tab “Further Actions” will be displayed.
Show Authorization	If checkbox is marked, Tab “Authorization” will be displayed.
Show Assessment Conditions	If checkbox is marked, Tab “Risk Conditions” will be displayed.
Use Templates	If checkbox is marked, templates can be used.
Clean Hazard Assignments (in case of copying from template/version controlled RA)	If checkbox is marked, all data from templates will be deleted.
SMS Form mandatory	If checkbox is marked, SMS Form has to be attached.
SMS Sections mandatory	If checkbox is marked, SMS Section has to be attached.
Show Operation Code (in Tree and Operation Selection form)	When checkbox is marked, the operation code will be displayed in tree of operations.
Approval Remark mandatory	If checkbox is marked, a remark must be given during approval.
Approve and close in one step	If checkbox is marked, a RA will be closed in same step when RA will be approved.
Use extra ordinary risk assessments	If checkbox is marked, the area extra ordinary risk assessments will be displayed.
Warn if RA for selected Operation already exists	When checkbox is marked, a warning will be given, when an actual RA for the operation already exists.
Reviewed by mandatory	Checkbox can only be chosen, when checkbox “Show Authorization” is marked. When checkbox is marked, fill in of “Review By “ is mandatory.
Reported by mandatory	Checkbox can only be chosen, when checkbox “Show Authorization” is marked. When checkbox is marked, fill in of “Reported By “ is mandatory.
include inactive operations in RA selection	In the section Risk Assessments in other modules. When marked, Risk Assessments whose Operation, Operation Group or Operation Type is inactive can also be picked from other modules. See below.
Close RAs depending from Risk Level	Master switch for the risk-level-based closing and approval workflow. Off by default. While it is off, a Risk Assessment can be closed on board regardless of its risk level, and none of the settings below have any effect.
Send office approval mail (to the office)	Only takes effect together with the switch above; on by default. Sends a notification to the office when a vessel finishes an assessment that needs office approval. Switched off, such assessments still move into Approval in Office required, but silently. See Office Approval.
Enable participant signature capture for Risk Assessments	Makes the Participants & Signatures button available. In the Participant Signatures section at the bottom of the page. See Participants and Signatures.
Require at least one signed participant when approving	Only in combination with the switch above. A Risk Assessment can then only be approved once at least one participant has signed.
Auto-use stored user signature … when adding a system user	Only in combination with the switch above. When a ZeeBORN user is added as participant and has a signature stored in their user profile, that signature is taken over automatically.

Picking a Risk Assessment from another module

When a Risk Assessment is assigned to a maintenance job, an incident report, a ship defect report or a task, it is picked from the Operation tree. By default that picker shows only Operations that are active - Risk Assessments belonging to a retired Operation are filtered out silently. On vessels with a long history this can hide most of the existing Risk Assessments, and the picker then shows an unexpectedly short list.

The switch include inactive operations in RA selection changes that. With it active, the picker also shows inactive Operation Types, Operation Groups and Operations:

• inactive Operations carry the suffix (inactive) in the tree,

• inactive entries are shown in grey italics on every level, so a retired branch is recognisable at a glance,

• everything else - selection, Show assigned only, search - behaves as before.

The switch is per installation (one setting for all modules and all ships) and is off by default, so nothing changes for existing customers until it is actively switched on.

It affects every module that picks an existing Risk Assessment - Maintenance, Incident Reports, Ship Defect Reports and Task Tracking. It does not affect the Risk Assessment module itself; creating, editing and distributing Risk Assessments follow their own rules.

Which statuses are offered. Besides Approved, Distributed/Review Required and Currently Valid, Risk Assessments with the status Closed can be selected - independently of this switch. Assessments with the status Closed (operation inactive), which were closed automatically when their Operation was retired, are only offered when this switch is active and the setting RA Status For other modules must be currently valid in the same section is switched off. While that setting is on - which is the default - those assessments stay hidden even with the switch active, although the tree still shows the inactive Operations themselves.

Switch it on if the vessel has a long operational history whose assessments you still want to reference for recurring jobs, or if Operations get retired while their assessments remain relevant. Leave it off for a picker that only offers assessments under currently active Operations.

Critical Equipment Types

All Critical Equipment Types are arbitrary. For adding and changing the Critical Equipment Types use “New” and “Rename”. Only Critical Equipment Types which are not in use can be deleted. The Critical Equipment Types can be printed and saved with “Share”.

Further Action Types

All Further Action Types are arbitrary. For adding and changing the Further Action Types use “New” and “Rename”. Only Further Action Types which are not in use can be deleted. The Further Action Types can be printed and saved with “Share”.