Dynaway Safe Work for Business Central

Setup

Setup required for working with Risk Assessment

Introduction

This section describes the setup tasks to be completed before you can work with Risk Assessment in your maintenance department. The Risk Assessment module is used by Managers to create and manage Risk Assessments in EAM-BC to ensure safety for your maintenance workers.

Risk Assessment is used to identify and mitigate the risks involved in carrying out maintenance work on machines and other types of equipment in your company.

When you purchase the Dynaway Safe Work app, the Risk Assessment module is included in the Dynaway Safe Work license. The Safe Work app fully integrates with EAM-BC.

Prerequisite

You have installed and set up Enterprise Asset Management (EAM-BC) for Business Central.

You have downloaded the Dynaway Safe Work app from Microsoft AppSource.

Audience
Sysadmin, Partner Consultant, Risk Assessment Manager, Maintenance Manager

Safe Work Setup

General setup includes setting up a number series for automatic numbering of Risk Assessments and how to handle descriptions on a Risk Assessment record.

  1. On the Safe Work role center, select Safe Work Setup > Safe Work Setup, or search for "safe work" and select Safe Work Setup.
  2. On the Numbering FastTab > the Risk Assessment Nos. field, select a number series.
  3. On the Risk Assessment FastTab, select description modes for Hazard Description and Precaution Description, which are used on Risk Assessment records. Refer to the test case "Setting Up Description Mode" below for step-by-step instructions on this part of the setup.
  4. On the Risk Assessment FastTab, activate the Archive Risk Assessment on Release toggle button if you want to automatically save a version of a Risk Assessment in an archive list each time the Risk Assessment is updated to status "Released".

Setting Up Description Mode

Steps 4

  1. On your role center, search for "safe work".

  2. Select Safe Work Setup in the list.

  3. On the Risk Assessment FastTab, make a selection in the Hazard Description Mode drop-down.

    "Allow Changes" - the hazard description is editable.

    "Disallow Changes" - the hazard description is not editable.

    "Free-Text Only" - hazards will have only descriptions created by the user.

  4. On the Risk Assessment FastTab, make a selection in the Precaution Description Mode drop-down.

    "Allow Changes" - the precaution description is editable.

    "Disallow Changes" - the precaution description is not editable.

    "Free-Text Only" - precautions will have only descriptions created by the user.

Expected

The user can change how hazards and precautions are added to Risk Assessments and decide if descriptions are editable.

Set Up Hazards

Hazards are used for hazard identification and analysis when you create a Risk Assessment. A hazard is any potential damage or harm that may be done to a person or an asset in a work situation. Here a few examples:

  • Extreme temperature
  • Extreme pressure
  • High-voltage equipment
  • Equipment malfunction
  • Insufficient machine guarding

In EAM-BC, you first set up Hazard Categories, then you create the Hazards that should be available when you create a Risk Assessment.

Refer to the test cases below for step-by-step procedures on how to create Hazard Categories and Hazards.

In the screenshots below you see examples of Hazard Categories and Hazards.

Hazard Categories - used on Hazards
Hazards - used on Risk Assessments

Creating a Hazard Category

Steps 4

  1. On your role center, search for "Hazard Categories".

  2. Select Hazard Categories in the list.

  3. Select New in the Ribbon.

  4. Enter data in the Code and Description fields.

Expected

The user can create a hazard category.

Creating a Hazard

Data Requirements

  1. At least one Hazard Category exists.

Steps 5

  1. On the Safe Work role center, select Risk Assessment > Risk Hazards.

  2. Optional: If you are on another role center, search for and select "Risk Hazards".

  3. In the Risk Hazards list, select New in the ribbon.

  4. Enter data in the Code and Description fields.

  5. Select a Category Code.

Expected

The user can create a risk hazard.

Set Up Risk Calculation

When you work with Risk Assessment, an important part is to identify and calculate the initial risk. In the Safe Work module, we use this formula for risk calculation:

Impact x Probability x Frequency = Initial Risk

The setup includes creating codes for each of the areas

  • Impact
  • Probability
  • Frequency

including assigning a value to each code. The number of codes you set up for each area, and which values you assign, depend on how you work with Risk Assessment in your company.

The screenshot below shows a Risk Matrix with calculation examples.

Risk Matrix: Calculating Initial Risk

Risk Impact

Impact defines the consequences of a risk event. You can measure impact in different areas, for example

  • Cost
  • Time
  • Quality

Refer to the test case below for a step-by-step procedure on how to create Impact codes to be used for risk calculation.

The screenshot below shows an example of Impact codes based on costs.

Impact codes used for risk calculation

Creating Risk Impact

Steps 4

  1. On your role center, search for and select "Risk Impacts".

  2. In the Risk Impacts list, select New in the Ribbon.

  3. Enter data in the Code and Description fields.

  4. Enter a number in the Value field.

Expected

The user can create a risk impact.

Risk Probability

Probability defines the likelihood of a risk event occurring, for example

  • Low
  • Moderate
  • High

Refer to the test case below for a step-by-step procedure on how to create Probability codes to be used for risk calculation.

Creating Risk Probability

Steps 4

  1. On your role center, search for and select "Risk Probabilities".

  2. In the Risk Probabilities list, select New in the Ribbon.

  3. Enter data in Code and Description fields.

  4. Enter a number in the Value field.

Expected

The user can create a risk probability.

Risk Frequency

Frequency defines how often a risk may occur on average, for example

  • 1 / 5
  • 1 / 10
  • 1 / 100

Refer to the test case below for a step-by-step procedure on how to create Frequency codes to be used for risk calculation.

The screenshot below shows an example of Frequency codes.

Frequency codes used for risk calculation

Creating Risk Frequency

Steps 4

  1. On your role center, search for and select "Risk Frequencies".

  2. In the Risk Frequencies list, select New in the Ribbon.

  3. Enter data in the Code, Description fields.

  4. Enter a number in the Value field.

Expected

The user can create a risk frequency.

Set Up Precautions

Precautions are steps taken before starting work on a maintenance job, with the purpose of reducing or eliminating hazards in a work area.

Here are a few examples:

  • Wear protective equipment
  • Remove liquids
  • Inspect tank
  • Check ventilation

You create the Precautions that should be available for selection on a Risk Assessment.

Refer to the test case below for a step-by-step procedure on how to create Precautions.

In the screenshot below you see examples of Precautions.

Precautions - used on Risk Assessments

Creating a Precaution

Steps 4

  1. On the Safe Work role center, select Risk Assessment > Precautions.

  2. Optional: If you are on another role center, search for and select "Risk Precautions".

  3. In the Risk Precautions list, select New in the ribbon.

  4. Enter data in the Code and Description fields.

Expected

The user can create a risk precaution.

Set Up Approval Workflow for Risk Assessments

Workflow setup is optional on Risk Assessments. It is used to send a Risk Assessment for approval and get the Risk Assessment approved by one or more approvers.

Workflow is part of standard D365BC functionality, and we added a "Risk Assessment" workflow to be used for working with the approvals for Risk Assessments.

To learn more about the general use of workflows in standard D365BC, refer to Microsoft documentation:

Refer to the test cases below for step-by-step procedures on

  1. creating a workflow template
  2. setting up a workflow for risk assessment approval

The screenshot below shows the standard setup of the "Risk Assessment" approval workflow after you have set it up, as described in the test cases. The workflow is ready to use, but you can edit it, if required. On your role center, you can search for and select Workflows, which opens a list. You can select and open "Risk Assessment" from that list.

Risk Assessment Workflow

Creating a Workflow Template

Steps 4

  1. On your role center, search for and select Safe Work Setup.

  2. Select Create Workflow Templates in the ribbon.

  3. Select Yes.

  4. Select OK.

Expected

The user created the Risk Assessment Workflow Template - to be used in the next test case.

Setting Up a Workflow for Risk Assessment Approval

Data Requirements

  1. A Workflow Template from Safe Work Setup is created.
  2. The Workflow for Risk Assessment is not used (disabled).

Steps 4

  1. On your role center, search for and select Workflows.

  2. In the Workflows list, select New > New Workflow from Template.

  3. In the Maintenance group, select Risk Assessment.

  4. On the workflow card, activate the Enabled toggle button (shown in green color when activated) to use the workflow.

Expected

The user can create a workflow to be used for Risk Assessment Approval.

Note: If, at some point, you want to deactivate the Risk Assessment workflow because it should no longer be used, then you deactivate the Enabled toggle button described in step 4.

Approval Overview

If you use approvals for Risk Assessments, and a Risk Assessment is approved by all approvers, the status on the Risk Assessment is automatically updated to "Released". If approvers reject a request for approval, the Risk Assessment status automatically reverts to "Open", in that case you must resubmit the Risk Assessment for approval when the conditions that caused the rejection have been met.

The approval process for a Risk Assessment may include one or more reviewers, but it must include at least one approver.

Reviewers and approvers must be set up as Safe Work Users and have the permission set for DAMSW Manager in their user permission setup.

There are two ways you can work with Risk Assessment approval:

  1. Default Risk Assessment Approval Setup. If no approval setup is made on a Risk Assessment, and the standard approval workflow is enabled, the Risk Assessment automatically uses the default approval setup. This approach is useful if your company wants to use one - consistent - approval process. This is done to ensure that you always have the same employees perform tasks related to review and approval of Risk Assessments.
  2. Approval Setup on one Risk Assessment. On a selected Risk Assessment, you can add approvers, and also reviewers if required. An approval setup on a Risk Assessment takes precedence over the default Risk Assessment approval setup.

Default Risk Assessment Approval Setup

As described above, you can set up a list of default approvers for Risk Assessments. This means that if you have not added reviewers or approvers on a Risk Assessment, the default approval setup is automatically applied to the Risk Assessment.

Refer to the test case below for step-by-step instructions on how to set up default approval for Risk Assessments.

Setting Up Default Approvers for Risk Assessment

Data Requirements

  1. At least one user is set up as a Safe Work User and has permission set "DAMSW MANAGER" in the user permission setup.

Steps 5

  1. On your role center, search for and select Safe Work Setup.

  2. Select Default Risk Assessment Approval Setup in the ribbon.

  3. Select the user in the User Name field in the empty row.

  4. Select the role (reviewer or approver) for the selected user in the Approval Role field.

    Note: At least one Approver must be set up.

  5. Repeat steps 3-4 for each new approver or reviewer you want to add.

Expected

The user can set up Default Risk Assessment Approval.

This setup is automatically used on a Risk Assessment if approval workflow is enabled, and if there is no approval setup on the Risk Assessment.

Approval Setup on One Risk Assessment

Instead of using the default risk assessment approval setup described above, you can set up Risk Assessment approval on a Risk Assessment record.

If you set up approval on a Risk Assessment, that setup takes precedence over the default approval setup.

To create an approval setup on a Risk Assessment

  1. On your role center, search for and select the Risk Assessments list.
  2. Open a Risk Assessment card.
  3. Select Related > Approval Setup in the ribbon.
  4. Follow steps 3-5 in the test case above, describing the default approval setup.

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