Risk Management

Overview

Risk Management is a feature of the Compass Events module when CompassPay/Merchant Facilities and the Events Online features are enabled.  It allows schools to manage risks for excursions, camps and incursions and streamlines the administration process for staff. 

Event Administrators can set up a bank of activities and associated risks ready for staff to access when creating and submitting an Event for approval.

Permissions

To set up the bank of activities and associated risks, staff need the EventsAdmin permission.  If you do not currently have this permission, please speak with your school’s Compass Sponsor or school technician. Please refer to the Permissions Knowledge Base article for further details.

Staff making Event applications will be able to access the bank of activities and/or add their own risk activities within the individual event.

Adding Risks to an Event

When you are creating an Event for Approval, you will see a 'Risks' tab.

     

On this tab you can click ‘Download Policy’ to view your school’s Risk Management policy (if a file has been uploaded for you to access).

If the template you selected when creating the Event had some risks already associated, you will see the risks already loaded on the Risk tab of your event.  You may still need to add more or these may be all that are required (for information on associating Risks with an Event Template, please refer to the 'Event Administration' article from our Knowledge Base).

To add risks, choose ‘Add from Risk Management Bank’.  

When you click this, you can expand the folders to locate any Activities from the bank that you need to add to this individual Event.

     

Tick the boxes of any Activities that you want to include from the bank and then click ‘Add’ to bring them into this individual Event.

     

You will also have the option of creating an Activity with Hazards and Control Measures directly within this Event. 

Please note it will only be retained in this specific event, it will not be part of the Risk bank for ongoing use.

     

We would recommend you contact your school’s Event administrator to request that your needed Activity be first added to the Risk Template bank for you to access rather than setting it up yourself within the specific Event if the Activity is likely to be needed in future events.

Once you have submitted the Event for Approval, staff in the Event’s approval chain can review the included Risks to ensure the appropriate Activities, Hazards and Control Measures have been included.

When the Event is Published, you can then tick off the applicable control measures as required.

     

Setting up Risk Templates

To set up a range of activities and associated risks to form a Risk Bank for staff, go to the Organisation menu (grid icon) and choose ‘Events’

Click on to the 'Administration' tab.  There will be a sub-tab called 'Risk Templates' that you need to click on.

From here you can add a new activity to the template bank either from scratch or by duplicating an existing activity and editing it accordingly.

To add an Activity to the bank from scratch, click the ‘Add Activity’ option.

     

Activities are essentially what students will be doing when on an Event.  Activities then have potential hazards, and hazards need control measures.

The bank will store Activities, their Hazards and their Control measure for staff to select from when managing the risks for a specific Event.

You can add as many Activities as you like in your Risk Template bank.

Please note we recommend that schools guide staff to have Risks set up firstly in the bank rather than individually within an Event.

This avoids a lot of repeated data entry and maintains a consistent approach to the information required.

Give the Activity a title and then click ‘Add Hazard’ to create a list of known hazards for this type of Activity.  For example the Activity could be Surfing and hazards could be storms, sharks, high winds etc.

     

Put the name of the hazard in the 'Title' field, add a description if needed, choose the 'Severity' and 'Likelihood' from the drop down options and the 'Rating' will then be calculated.

     

You can then proceed to add Control Measures for this hazard by clicking ‘Add Control Measure’.

     

Give the Control Measure a title, add in a description, key in who is responsible and choose an option from the drop-down for Schedule.

Continue to add as many Control Measures as you need for this Hazard.

Click the edit pencil icon if you need to edit a Control Measure.

     

If you need to delete a Control Measure tick the associated box to select it (you can tick multiple boxes to select multiple Control Measures at once), then click ‘Selected Control Measures’ and choose Delete.

     

Once you have added all the Control Measures for that Hazard, click Save.

Continue this process to add all the required Hazards for the Activity.

To add a new Activity to your Risk Template bank via duplicating an existing template, locate the existing template , click the associated cog icon and choose 'Duplicate'.

     

The Activity will duplicate and you will be taken to the new Activity's pop-up screen to edit the name and adjust any hazards and control measures as needed.

     

Duplicating an Activity is great to use in the instances where activities are similar and will use similar Hazards and/or Control Measures.  This allows you to take the already included information and adjust it to suit the new Activity being added to the Risk Template bank.

Within an Activity, there is also the option to duplicate a Hazard.  This may be used in a situation where there are differing Hazards for the Activity but some of the Control Measures are similar.  You can use the data already entered for one Hazard's Control Measures as a starting point for another Hazard.

To duplicate a Hazard, tick the box to select the Hazard you want to duplicate.  Click 'Selected Hazards' and choose 'Duplicate'.

     

Editing/Deleting Risk Templates

To edit an Activity, click the cog icon and choose Edit.

     

To delete an Activity, click the cog icon and choose Delete.

     

To edit a Hazard within the Activity, click the edit pencil icon for the Activity and choose 'Edit'.

     

Then click the edit pencil icon for the Hazard you need to edit.

     

To delete a Hazard, tick the box to select it and then click ‘Selected Hazards’ and choose ‘Delete’.

     

Please Note: Deleting or editing Activities/Hazards/Control Measures within the Risk Template bank will not affect past or existing Events that referenced these items.  Any changes in the Risk Template bank will only take affect on new Events created from that point on.

Risk Management Policy

Schools can upload a copy of their Risk Management Policy to have available to staff. 

Staff can access the option to download a copy of the policy with an Event screen when they are adding Risks to an Event.

     

To upload your school's Risk Management Policy, go to the Organisation menu (grid icon) and click on 'Events'.

Staff with the EventsAdmin permission will have access to the 'Administration' tab.  Click on this tab and then on the sub=tab 'Risks'.

Here you will see an option called 'Upload Policy and an option called 'Download Policy'. 

     

To upload your school's Risk Management Policy, click 'Upload Policy' and choose the file from your device you want to upload.

You can click 'Download Policy' to view what is currently on file for staff at your school.

To update the Policy currently available to staff, you can click ' Upload Policy', to upload the latest version and it will over-write the existing version on file.

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