Risk Assessment - Useful Tips
General tips for using the module
- When you click the link to myRisks tools, the front page should appear welcoming to you. If it doesn’t, and you are prompted to enter your username and password, please call the safety advice line, who will check your permissions
- All named Assessors in an assessment record have editing rights, however, only one person should be in the assessment at any one time. Accessing the assessment at the same time as another assessor can result in loss of data and you may not receive a warning that it is happening
- Do not try to copy and paste directly between assessment records as you’ll risk losing all your data (see copying assessment below) e.g. you must have only one window of the module open at a time
- When navigating between levels in the module, it is best to use the ‘crumb trail’ at the top, using the back button should be avoided.
- The module has a timeout function of 60mins, but you are advised to click on ‘Save’ every now and then to make sure data isn’t lost – clicking between tabs also performs a ‘save’.
Searching for assessments
- If you know the risk assessment unique reference number, you can go direct to it by putting this into the ‘Record reference’ field at the bottom of the ‘Search Assessments’ tool. If searching by reference number, enter the number preceded by the letters “RA” but leave off the version number at the end i.e. put in ‘RA123456’ and not ‘RA123456/1’
- If searching for an assessment in which you are named as an Assessor, it may be quicker to go into ‘My Assessments’ and find it there (either as ‘In Progress’ or ‘Awaiting Approval’ depending on its status)
- If you don’t have a reference number but you know the risk assessment exists, the easiest way to find it will be to put a key word from the assessment title into this search field, and narrow down the search further by putting in the relevant BBC Division. Always when searching, using fewer and more obscure words will really help in finding more relevant assessments.
Copying an assessment
- You can copy any assessment held in the database provided it has been ‘Approved’, whether or not you are named on it - this includes those that have been approved but have subsequently ‘Expired’. Assessments which are designated as ‘In Planning’ or ‘Awaiting Approval’ cannot be copied.
- To create a copy, enter the risk assessment record, go to ‘Menu Options’ and click on ‘Copy’ – this will populate a new risk assessment record (with new unique ref number) with all of the information except for dates, named persons, comments and attachments.
- If you only need to copy part of an assessment, you will need to copy the relevant sections to a Word, Notepad or similar file before then copying it back into another assessment record.
Setting assessment dates
- There is a known bug in some copied assessments where the start and end dates won't set correctly - the work around requires setting the correct 'End date', hit 'Save', use the crumb trail to go back one level and out of the assessment, re-enter and then set 'Start date' and hit 'Save' again; if you get an error message, hit your browswers 'back-space arrow' and it should be set correctly; or you could ask the Safety Advice Line to do it for you.
- Before you can submit an assessment for approval, you need to complete all mandatory fields (noted by *), have at least one activity which has also had a level of risk assigned to it (at bottom of hazard and control information), and have a named Authoriser
- If you have more than one Authoriser, each of them will need to approve the record before it will be registered as ‘Approved’
- The module does allow you to be both ‘Assessor’ and ‘Authoriser’ (meaning it is possible to approve your own assessment) – this is useful for simple shoots of low risk, or when your chosen Authoriser does not have access to myRisks but can review a pdf record of it and confirm via email their authorisation. In such cases a copy of this email should be attached to the assessment prior to authorisation by the assessor
- If you have submitted the assessment for approval but subsequently find the Authoriser is unavailable, you can simply ‘withdraw’ it via ‘Menu Options’ – this returns it to ‘In Planning’ and you can name another available Authoriser.
Making changes after Approval
- Small change – this is most easily achieved by adding notes to the ‘Assessment Update Log’ at the bottom of the first page. This section remains open at all times. Please note this comment must be saved by clicking the disc icon to the right hand side.
- If it is a significant change however, you’ll need to ‘Withdraw’ the assessment (via ‘Menu Options’), which returns the record to ‘In Planning’. You will of course now need to re-submit it for approval. Once re-approved, this creates a new version e.g. RA123456/2 (version 1 can still be accessed via searches).
Printing / Downloading
- The module automatically creates a pdf record of the assessment – this is sent to those on the Distribution List on Approval and is also readily available for all ‘Approved’ assessments in the ‘History’ link of the ‘Risk Assessment Search Results’ page
- You can also create your own pdf record via ‘Menu Options’ by using the ‘Print’ options – this creates a pdf which can either be downloaded or sent to the printer. These can be created at any time, including when the record is ‘In Planning’.
- If you have a favourite assessment record (possibly a regularly used template assessment), it is a good idea to ‘bookmark’ it so it can be found easily. Within the record, click on 'Bookmark’ within the ‘Menu Options’. This places a link to it within your ‘My Assessment Folders’.
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