Create and Complete Risk Assessments

Risk assessments for events, departments, or venues are created and tailored to your specific requirements.  When creating a risk assessment for an event (or department or venue), you will select template risks and add associated jobs to mitigate those risks. This gives you a holistic view of the event's associated risks and actionable controls and measures. 

In this article:

• Before You Create a Risk Assessment
• Create the Risk Assessment
  • Add the Risk Assessment
  • Add Risks to the Risk Assessment
  • Add Jobs to the Risks
  • Attach Documents and Links
• Complete the Risk Assessment
  • Update the Status
  • Risk Assessment Approval

Before You Create a Risk Assessment

Before you create a risk assessment, be sure to configure Template Risks, adding any necessary details to them including job categories, incident categories, and event types. When a template risk is added to the risk assessment, a copy of the template is made. Any changes you make to the template risk will not be reflected on the copied risk on the risk assessment. See Add and Manage Template Risks for details.

Create the Risk Assessment

Add the Risk Assessment

To add a risk assessment:

1. In the Risk Module, navigate to the Risk Assessment page.
2. In the upper-right, click Add > Add Risk Assessment.
3. Select whether the risk assessment is for an event, a venue, or a department.
4. Search for and select the appropriate event, venue, or department.
5. Click Continue.
6. Add the context of the risk assessment:
   1. Add a title.
   2. Add a description (optional).
   3. Add a start date - the date the assessment will be shared.
   4. Add a due date - the date the assessment must be approved by.
   5. Click Continue.
7. Add assignments and confidentiality:
   1. Search for and select the Owner, the person who is responsible for managing the risk assessment.
   2. Search for and select the Approver, the person who will approve the risk assessment.
   3. Select whether the risk assessment should be confidential or open.
8. Click Save Risk Assessment. Your risk assessment has been created with a status of Draft. Click Go to Risk Assessment to open the new risk assessment's details, or to create another one, click Create another Risk Assessment. 

View all your risk assessments by going to Risk > Risk Assessments. Click a risk assessment to view its details and make any updates.

Add Risks to the Risk Assessment

Now that your risk assessment has been added, you will add risks to the assessment:

1. On the risk assessment details, click + Add Risks. The Add Risks from Template drawer opens.
2. All template risks will be listed. If the risk assessment is for an event, any risks associated with the event's type will be listed first and selected by default. 
3. Select any additional risks to add. To more easily find specific risks, you can search for a risk by name, or search the list of risks by risk impact type or risk RAG.If you can’t find a risk that you have in mind, you can save your current work, add the risk as a new Template Risk, and then add it to the risk assessment. See Add and Manage Template Risks for instructions.
4. Once all risks have been added, click Save [number] Risks.

Add Jobs to the Risks

Now that risks have been identified and added to the risk assessment, add jobs to each risk to identify how the risk will be mitigated or handled. 

If you have added job categories to template risks, you can add pre-planned jobs to the risks:

1. On the risk assessment details page, go to the Overview tab. 
2. Click Add Pre-Planned Jobs. The Add Pre-Planned Jobs drawer opens.
3. In the drawer, select the jobs to add to the risk assessment. You can view the jobs in a flat list of all jobs, or grouped by their associated template risk.
4. When all jobs have been selected, click Save. All jobs and any associated checklists will be listed by their risks.

 To create a new job for a risk:

1. By the risk click + Add Job. The Add Job drawer opens.
2. Add all job information. See [add job article] for details.
3. Click Save. The job is added by its associated risk.
4. To add a checklist to the job, click the three dots on the right of the job and select Add Checklist. A modal with a list of template checklist opens.
5. Select the checklists.
6. Click Save.

Attach Documents and Links

While every job and its checklist can have attachments uploaded, you can also upload documents to the risk assessment itself. Documents may be any file format, but they cannot be larger than 30MB.

If you store files on SharePoint, Google Drive, your intranet, or other storage service, you can also link to them rather than uploading them to WeTrack. Note that only the link to your document is shared; you may still need to log in to private storage sites like SharePoint, Google Drive, and so on to access the document.

To attach a document or link, go to the Details tab. In the Attachments section, click Browse to upload a document from your device or click Or add a link to attach a link.

Complete the Risk Assessment

After creating a risk assessment, finish the risk assessment by completing jobs to mitigate the risk and obtaining the necessary approvals.

Notifications and Reminders

Approvers will receive a notification and a reminder to ensure risk assessments are approved in a timely manner:

• When a user is assigned as the approver of a risk assessment, they will immediately receive an email notification with details about the assessment, including the name, due date, and a link to view it in WeTrack. 
• Risk Assessment approvers will receive an email reminder when their assigned risk assessment is due in one week and its status is not complete (is Open, Draft, or Slipped). The email will include the risk assessment name, due date, and a link to view it in WeTrack.

Update the Status

As you work on the risk assessment, update the status so that everyone has a clear understanding of its current phase. All assessment status options are:

• Draft: The Risk Assessment is being created.
• Open: The assessment is ready to share for mitigation actions (jobs) to begin and for approvers to look at the mitigation plan.
• Blocked: You are unable to currently work on the risk assessment.
• Complete: The assessment and its jobs are complete and the risk assessment has been approved (if that is required by your processes).

Risk Assessment Approval

Risk Assessments can be approved at any stage, based on your organization's process. Approving a risk assessment will not update its status, so you are able to define what a "complete" risk assessment is based on your organization's needs. 

To approve a risk assessment, click Approve Risk Assessment in the header on its details page.

Once approved, a PDF of the assessment is generated and stored on the Approved tab. From there you can download the PDF.

Assessments can also be re-approved. Approvals can happen multiple times and work can continue on the risk assessment as you move closer to your event. Each approved PDF is version controlled and stored on the Approved tab, allowing you to see how the risk assessment has changed over time. 

To re-approve a risk assessment, click Re-Approve in the header on its details page.