A risk will move into the 'manage' stage of the workflow for one of three reasons: when a new risk has been added, when an risk is due for review, and when a risk has been reviewed.
Quick steps to manage a risk:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Workflow
There are three reasons why you will receive a task to manage a risk:
Scenario 1: A new risk has been sent to you to manage
Scenario 2: The risk is due for review (or a review has been triggered by related adverse events)
Scenario 3: The risk has been reviewed and returned to you to manage
Form components
| Action history | A chronological list of the instructions and actions recorded to date within each stage of the workflow. |
| Task management | Your options for managing the risk. |
| Risk summary | Where you can view key information about the risk. |
| System event history | A chronological list maintained by the system of all entries and linkages in the system relating to this risk. |
Action history
This component displays the commentary by the assigned officers at each stage of the workflow.
Hover over the date to display who recorded the note.
Task management
Scenario 1: A new risk has been sent to you to manage
When a new risk has been sent to you to manage it will be in the 'Manage stage' of the workflow.
Task options
Assign a task (or review)
Choose this option to define and delegate the tasks required to review the risk.
- Task instructions - provide instructions to undertake the review. As this relates to a new risk being added to the Risk register, you may want the Risk details form to be checked to ensure the risk has been fully described. In this scenario, the Task instruction might be: 'Review the Risk details form to ensure the description of the risk in terms of the potential consequences and the contributing factors comprehensively described the risk to the organisation.'
- Assign - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval
Choose this option to escalate the process to the Risk owner for approval. Note: when you are the Risk owner, this option will change to Approve.
- Comment - use this field to communicate to the Risk owner your recommendation to approve the risk on the Risk register e.g. 'Risk details form fully describes the risk to the organisation. Recommend it is approved for 12 months.'
Task management
Scenario 2: This risk is due for review
When a risk has previously been approved and is due for review it will be sent to the 'Manage stage' of the workflow. Note: if a threshold has been set for maximum allowable related adverse events, the risk will automatically be put into review if the threshold is breached.
Task options
Assign a task (or review)
Choose this option to define and delegate the tasks required to review the risk.
- Task instructions - provide instructions for the review of the risk e.g. 'Review the extent to which the controls in place to manage the risk are effective; review the number and type of adverse events that have occurred that are associated with the risk, identify if further mitigation strategies are required, reassess the risk rating and advise if the organisation's exposure to the risk has changed'.
- Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Re-schedule review
Choose this option to re-schedule the review to a later date.
- Reasons for rescheduling the review - state your reasoning for rescheduling the review. Typical examples include:
- - reviewed the risk and the controls in place are adequate to mitigate the risk
- the review of this risk is not a priority for the organisation at this time - Next review date - select the date the risk is to be next reviewed.
Task management
Scenario 3: This risk has been reviewed
When an risk has been reviewed it will be sent back to the 'Manage stage'. The workflow will reflect a review has been completed, as the 'Review stage' in the workflow will be ticked.
Task options
Assign a task (or review)
Choose this option if there is further action to be taken in relation to reviewing the risk.
- Task instructions - provide instructions for further review of the risk e.g. 'Advised that there are adequate controls in place to mitigate the risk but need further assessment of the related adverse events that have occurred over the past 12 months.'
- Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval
Choose this option to escalate the process to the Risk owner for approval. Note: when you are the Risk owner, this option will change to Approve.
- Comment - use this field to communicate to the Risk owner your reasoning for recommending the risk is approved for a further time e.g. 'Existing controls in place are adequate to manage the risk. Recommend it is reviewed again in 12 months.'
Risk summary
This component summarises the risk including if the threshold for related adverse events has been breached.
Submit/save the form
The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, if you assign the item to yourself to close, the button label will change to 'Close' allowing you to close the item without having to click through to another stage in the workflow.
Select the purple Archive button when the risk is to be disposed and the Risk details form will be moved to the 'Archived risk' tab on the register.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history.