Statuses
A risk assessment moves through these statuses in order. A status marked Optional is not used on every record.
| Status | Who acts | What happens | Signature | Article |
|---|---|---|---|---|
| 1Draft | Responsible Persons | The assessment is created here from its template, and risks can already be added. Sign to move it to Under Assessment. | Yes | Create a risk assessment |
| 2Awaiting Preliminary Reviewer Sign OffOptional | — | — | — | How a risk assessment moves from Draft to Done |
| 3Under Assessment | Responsible Persons | Add and score the risks; each move of a risk to another status is signed. When the last open risk is closed, the assessment moves to Under Signing by Approver on its own, without a signature. When it was sent back with every risk closed, a Responsible Person moves it on with a remark only. | No | How a risk assessment moves from Draft to Done |
| 4Under Signing by Approver | Approvers | Sign to send the assessment to QA, or send it back to Draft or Under Assessment with a reason. | Yes | How a risk assessment moves from Draft to Done |
| 5Under Signing by QA | QAs | Sign to move the assessment to Done. The QAs' panel also offers moves back to Draft, Under Assessment or Under Signing by Approver. | Yes | How a risk assessment moves from Draft to Done |
| 6Done | — | The assessment is finished; its status button is greyed and offers no further move. | — | How a risk assessment moves from Draft to Done |
Each risk on the Risk Assessment tab has its own status. A new risk is in Draft; once scored it is signed to Active, and when it is closed it is signed to Closed, each time with a reason. Adding, editing and scoring a risk are not signed. When the last open risk of an assessment in Under Assessment is closed, the assessment moves to Under Signing by Approver on its own; that move is not signed. When an assessment is sent back to Under Assessment with every risk already closed, a Responsible Person moves it on with a remark only, without a signature.
The assessment's template sets its Methodology. With FMEA, each risk is scored "RPN = Severity × Occurrence × Detection".
Roles
Two kinds of role decide what you can do with a risk assessment: your system role, and the roles you are named in on the assessment.
System roles — set for each user
- Administrator
- A system role. Creates and deletes risk assessments, edits them in Draft and adds risks in Draft.
- Supervisor
- A system role. Creates and deletes risk assessments, changes the people named, and moves risks of assessments in Under Assessment.
- Regular User
- A system role. Creates risk assessments; cannot delete them.
- Read Only User
- A system role. Opens risk assessments, their files and roles; cannot sign or change them.
Risk assessment roles — named on each risk assessment
- Responsible Persons
- Named on the assessment. Add and score the risks and send the assessment on.
- Approvers
- Named on the assessment. Sign in Under Signing by Approver.
- QAs
- Named on the assessment; their profile has Is QA? switched on. Sign in Under Signing by QA.
Who can do what
The Permissions page (Risk Assessments › Settings & Master › Permissions) lists the assessment actions by status; the risk actions are not on that page. A status name in a cell means the action is allowed while the assessment is in that status only. The assessment roles apply to you only when you are named in them on the assessment.
| Your system role | Named on the risk assessment | ||||||
|---|---|---|---|---|---|---|---|
| Action | Administrator | Supervisor | Regular User | Read Only User | Responsible Persons | Approvers | QAs |
| Create a risk assessment How to: Create a risk assessment | Yes | Yes | Yes | No | Not a role on the risk assessment for this action | Not a role on the risk assessment for this action | Not a role on the risk assessment for this action |
| Create a risk assessment template | Yes | Yes | No | No | Not a role on the risk assessment for this action | Not a role on the risk assessment for this action | Not a role on the risk assessment for this action |
| Edit the assessment details The edit button shows only in Draft. | Draft | No | No | No | Draft | No | No |
| Add a risk (Add New) How to: Add a risk to a risk assessment An Administrator named as Approver on the assessment does not get Add New. | Draft | No | No | No | Draft, Under Assessment | No | Under Assessment |
| Move a risk through its statuses How to: Close a risk by accepting it Each move is signed, with a reason. Adding, editing and scoring a risk are not signed. | No | Under Assessment | No | No | Under Assessment | No | Under Assessment |
| Sign to move the assessment on Read: How a risk assessment moves from Draft to Done From Under Assessment only when every risk is Closed: the move happens on its own, unsigned, when the last risk is closed, or with a remark only after a send back. | No | No | No | No | Draft, Under Assessment | No | No |
| Sign for approval How to: Sign a risk assessment as Approver or QA | No | No | No | No | No | Under Signing by Approver | Under Signing by QA |
| Send back How to: Sign a risk assessment as Approver or QA | No | No | No | No | No | Under Signing by Approver | Under Signing by QA |
| Change the people named (Update Roles) | DrafttoUnder Assessment | DrafttoUnder Assessment | No | No | No | No | No |
| Download the assessment report | Yes | No | No | No | Yes | Yes | Yes |
| Delete a risk assessment | Yes | Yes | No | No | Not a role on the risk assessment for this action | Not a role on the risk assessment for this action | Not a role on the risk assessment for this action |
If something is different
- The assessment stays in Under Assessment. At least one risk is not Closed.