Risk Suite 2 Workshops
From SymbiantWiki
Workshops are groups of risks accessible to groups of users. New workshops can be created by clicking the [New Workshop] link.
The workshop list displays the name of the workshop, the workshops current status (allowing the status to be quickly changed) and links to [Edit] the workshop details, show the [Risks] associated with the workshop and [Archive] the workshop. If there are lots of workshops they will be displayed across multiple pages with up-to 10 workshops per page.
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Add new / Edit workshops
To add a new workshop, click the [New Workshop] link in the sub-menu of the workshops page. To edit a workshop, click the [Edit] link next to the workshop to edit.
When adding or editing a workshop certain key fields must be identified
Name, the name used to identify the workshop (max. 50 characters)
Groups, a list of user groups that are assigned to the workshop. Select a group from the drop-down list and click the [Add] button to add it to the workshop groups list. To remove a group, select it in the list and click the [Remove] button. At least 1 group must be assigned to a workshop. (User groups are defined in set-up).
Status, the status of the workshop. This can be:
- Open
General risk discussion where risks can be added - Voting
Key risks identified above are voted on, identifying their impact and likelihood both before and after
controls
- Treatment
Treatments are suggested for the risks, certain treatments can be adopted and moved to Tracker for
monitoring
- Closed
The workshop is closed however users can still view and comment on risks.
Complete By, specifies when the workshop or section of the workshop must be completed by. Dates must be entered in dd/mm/yyyy format (day/month/year, i.e. 21/01/2006). A calendar can be displayed to select the date by clicking the [...] button.
All fields except Complete By must have data entered.
To save the data entered and create a new workshop or save changes to an existing workshop, click the [Save] button, to discard the new workshop or changes click the [Cancel] button.
Risks
The risks page is the main risk area of the workshop, it shows all active risks and provides links to perform the necessary actions on them.
The risk Reference is shown as well as the short risk summary along with links to [Edit] the risks, attach [Documents], [Comment] on the risk or [Remove] the risk. Then depending on the status of the workshop, links may also be available for [Vote]ing on the risk, specifying a [Treatment] or [Adopt]ing the risk.
New risks can be added by clicking the [New Risks] link in the sub menu bar. Risks can be assigned to a workshop from incidents that have been created into risks, or from other workshops through the [Assign Risks] link in the sub menu.
Full details on risks can be seen by clicking in the summary column for the risk of interest. Click [Back] in the sub menu bar to return to the list of workshops.
Add new / Edit risks
To add a new risk, click the [New Risk] link on the risks page. To edit an existing risk, click the [Edit] link next to the risk to be edited.
When adding or editing a risk certain key fields must be identified:
Reference, the unique reference used to identify the risk, this is automatically populated by the system however it can be modified to include any prefixes used to identify types of risk (max. 5 characters)
Summary of the risk, displayed when referring to the risk on other screens (max. 250 characters)
Risk details of the actual risk itself (max. 250 characters)
Objective, a selection from a predefined list of business objectives
Category, a selection from a predefined list of categories
Process, a selection from a predefined list of processes
Op Unit, a selection from a predefined list of operational units
Function, a selection from a predefined list of functions
Downside, the downside of the risk (max. 500 characters)
Opportunity, any opportunity that can be gained from controlling this risk (max. 500 characters)
Current Control, any controls currently in place to handle this risk (max. 1000 characters)
Additional #1, a custom field that may or may not be available (max. 500 characters)
Additional #2, a custom field that may or may not be available (max. 500 characters)
Related Risks, risks already defined in the system which are related to the current risk. Click the [Add] button to locate and add existing risks (it is possible to add multiple risks by dragging the mouse over the risks to be added or holding down CTRL and selecting all the risks to add). To remove a related risk, select it in the list and click the [Remove] button. To relate this risk to the existing risk, you must edit the existing risk and add this as a Related Risk.
Timescale, a selection from a predefined list of timescales
Owner, the owner of the current risk (max. 50 characters). Click the [...] browse button to select the owner from a list of users in the system.
All fields except Additional #1 and #2, Related Risks and Owner must be completed.
To save the data entered and create a new risk or save changes to an existing risk, click the [Save] button, to discard the new risk or changes click the [Cancel] button.
Assign risks
To assign risks to a workshop, click the [Assign Risks] link in the sub-menu of the risks page. Incidents that have been migrated to a risk must be assigned to a workshop before they can be seen and actioned by users. Risks can be shared between workshops, any changes or comments added to a risk in one workshop will be seen in all workshops the risk is assigned to.
Risks can be assigned to or removed from selected workshops by simply checking them in the risks grid. The grid shows the risk reference id given to the risk and the risk summary for all active (i.e. not archived) risks stored in the system.
Clicking the risk summary will display full details on the risk.
Click [Back] in the sub menu bar to return to the workshop risks.
Risk Universe
The risk universe allows risks to easily be managed within the system.
The information in the risk universe cannot be edited. There are four key actions that can be carried out on data in the universe, [Archive] will archive the selected risk, [Delete] will first export the permanently delete the selected risk, [Export] will export the selected risks as plain CSV files that can be imported into most DBMS's or spreadsheets.
To select a risk check the check box next to it. To quickly select all risks in the current view, check the check box in the header. To restore or delete an individual risk, click the icon next to it.
By checking the Show historical (archived) risks check box, the universe will display all archived risks and the archive links will become [Restore] links allowing previously archived risks to be restored.
Associated risk documents
To allow the inclusion of supporting material, documents can be uploaded to the Risk Suite system and associated with individual risks. Please see the risk suite configuration guide for details on setting up the required folder and file types to support this feature.
Attach documents to the current risk by clicking the [Attach Document] link.
Attached documents can be viewed by clicking the title link. Documents show the title, the user who uploaded the document, the date the document was uploaded and links to [Edit] the document and [Delete] it. Below the title a brief description of the document is displayed.
Attach / Edit document
To attach a supporting document, click the [Attach Document] link on the documents page. To edit a document's details, click the [Edit] link on the documents page next to the document to edit.
To upload a document a Name for the document must be entered (max. 50 characters) and a Summary of the document (max. 1000 characters). The file to be uploaded must be entered as the Path, click the [Browse] button to locate the file on a local or network drive.
Note if editing an existing file, the path will not be displayed for security reasons, this can be left blank unless a new document is being uploaded to replace the existing one.
To save the data entered and upload a new document or save changes to an existing document's details, click the [OK] button, to discard the new document or changes click the [Cancel] button.
Risk comments forum
To help understand and identify key risks each risk has an associated comments forum associated with it. Comments can be logged at any time by any user of the system. They are logged as post and replies, anyone can create a new post or reply to an existing one.
The details of the associated risk are always displayed at the top of the comments forum, the details initially display a brief synopsis of the risk, to display all the details associated with the risk, click the [More] link. If any risks have related risks, these can be clicked to display their risk details in a new risk viewer window.
To create a new post click the [New Comment] (or [Add New]) link. To view the contents of a post, click the posts subject. To respond to a post, click the [Respond] link (this is only visible after viewing the posts content).
A post will display the subject (when clicked it will expand to show the content), the user who submitted the comment and the date it was submitted. Comments can be removed if required by clicking the [Delete] link.
Post new / Respond to forum comment
To post a new comment, click the [New Comment] link on the risk comments page. To respond to an existing comment, click the [Respond] link on the comment to respond to.
To post or respond to a comment a subject for the comment and the comment itself must be entered. The subject should be a brief overview of the comment (max. 250 characters). The comment should clearly make the required point (max. 2000 characters).
Click the [Add] button to post the comment or the [Cancel] button to discard it.
When responding to a previous post a history of the comments will appear at the bottom of the screen, as a refresher of what has already been said.
Voting
Once the risks have been identified and agreed upon, they are moved into the voting stage, this is done by either quickly selecting the Voting option from the drop-down on the workshop page, or by clicking the [Edit] link next to the workshop in question and specifying voting there. This allows the added benefit of being able to set a day when the voting should be completed by.
When voting on risks, their gross (current) and net (with controls) impact and likelihoods (probability) must be identified from a predefined set of values.
The voting screen displays the full risk information, if a risk is related to other risks, these can be clicked to get their full details. When selecting the impact and likelihood values the system will automatically calculate the score but these can be changed if required. If the category of the risk does not have an appetite set (a value identifying the acceptable tolerance for the risk), one must be set along with the vote.
Click [Save] to register the vote or [Cancel] to discard it.
Treatments
Once the votes have been entered, the risks are moved into the treatment stage, this is done by either quickly selecting the Treatment option from the drop-down on the workshop page, or by clicking the [Edit] link next to the workshop in question and specifying Treatment there. This allows the added benefit of being able to set a day when the treatments should be identified by.
Treatments are registered by either agreeing with an existing treatment or entering a new one. To agree with an existing treatment simply mark it in the Agree column. To enter a new treatment select the Treatment from the predefined list (defined in set-up) and enter an action plan (max. 1000 characters).
The treatment screen displays the full risk information, if a risk is related to other risks, these can be clicked to get their full details.
Click [Save] to register the treatment or [Cancel] to discard it.
Adopting treatments
When all the treatments have been completed (or before if wished), treatments on risks can be adopted by clicking the [Adopt] link next to the risk.
To adopt a treatment and move it to Tracker for monitoring, simply select the desired treatment and click [Add]. Full risk details are displayed, related risks can be clicked to view their details. All the treatments defined for the risk are displayed with a graphical representation of the percentage of users who agreed with the risk and the actual number of users.
Click [Add] to add the selected treatment to Tracker, the Tracker page will be displayed to allow the additional Tracker information to be added. Click [Cancel] to return to the risks and not add an item to Tracker.
Note if you are also a registered Symbiant Tracker 3 user, you can configure Risk Suite to add risks to be monitored to Tracker 3. To do this configure the Tracker settings in the Configuration Utility. If Tracker 3 is configured as your tracking tool, clicking Add will add the risk to Tracker and transfer you to Symbiant Tracker 3 to configure any required additional settings.
