Risk Register

To create a new risk item, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the application (Apps > Document Management > Risk Register).

3. To enter a new item, click New in the action bar. To modify an existing record, select it to open it in the detail panel and click Edit.

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
   Date Reported	By default today's date appears. Modify if appropriate.
   Title	Enter a title for the risk item.
   Risk Description	Enter a description of the risk item.
   Coordinator	Select the person responsible for coordinating this risk item.
   Project Phase at Identification	Make the appropriate selection. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Assessment
   Categories Impacted	Select the appropriate impact categories. Click Select All to choose all of them. Note This list is managed in the Additional Settings tab of the application Configuration. Refer to Additional Settings tab.
   Impact Description	Enter a description of the possible impact.
   Impact Severity	Select an impact severity.
   Impact Probability	Select an impact probability.
   Risk Rating	The Risk Rating is calculated as the product of the selected Impact Severity and Impact Probability.
   Risk Importance	This value is determined based on the Risk Rating. Note This is configured in the Configuration app > Additional Settings tab > Risk Importance section. Refer to Additional Settings tab.
   Potential Schedule Impact (in days)	Enter the number of days of the possible schedule impact.
   Potential Budget Impact	Enter the amount of the possible budget impact.
   Schedule Contingency Override	Select this option to manually override the calculated Schedule Contingency value.
   Schedule Contingency	This value is calculated based on the Risk Importance and Potential Schedule Impact values. Note The numbers used for this calculation are configured in the Configuration app > Additional Settings tab. Refer to Additional Settings tab.
   Budget Contingency Override	Select this option to manually override the calculated Budget Contingency value.
   Budget Contingency	This value is calculated based on the Risk Importance and Potential Budget Impact values. Note The numbers used for this calculation are configured in the Configuration app > Additional Settingstab. Refer to Additional Settings tab.
   Mitigation
   Risk Status	Select the risk status. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Mitigation Plan	Enter the mitigation plan.
   Timeline to Impact	Select the appropriate range of days until impact. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Expected Date of Impact	Enter the expected date of impact.
   Action Items
   Click Insert to insert a line in the Action Items grid. For more information on working with grids, refer to Item Grids.
   Subject	Enter a subject for the action item.
   Responsible Person	Select the Kahua contact responsible for providing an update for the action item.
   Date Assigned	Date that the item is assigned to the Responsible Person.
   Due Date	Enter a due date for the item.
   Complete Date	The date the action item was marked complete appears here.
   Status	The current status of the action item appears here.
   Action Needed	Enter the action needed.
   Evaluation
   Date Closed	Select the closed date when the item is closed.
   Resolution	Select the resolution. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Resolution Notes	Enter any notes for the resolution.
   Actual Schedule Impact	Enter the actual schedule impact.
   Actual Budget Impact	Enter the actual budget impact.
   Comments
   Enter any comments as appropriate. Comments from other users will appear here.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. Click Save when you are done.

Once a record is saved, the Risk Rating is calculated. The Risk Rating is calculated as the product of the selected Impact Severity and Impact Probability. Impact Severity and Impact Probability selections range from 1 (Very Low) to 5 (Very High).

Risk Rating = Impact Severity x Impact Probability

The Risk Rating value determines the Risk Importance. By default, the Risk Rating values are rated as follows:

• Very Low - 1 to 3

• Low - 4 to 5

• Moderate - 6 to 12

• High - 15 to 16

• Very High - 20 to 25

Note These values are configured in the Configuration app > Additional Settings tab > Risk Importance section. Refer to Additional Settings tab.

The Risk Importance is used in the Schedule Contingency and Budget Contingency calculations. For more information, refer to Additional Settings tab.

To view the item risk ratings and risk importance for all items, select the Risk Register log view. For more information on log views, refer to Log Views and Log Reporting.

Once the risk register record is saved, action items on the risk register can be sent as tasks to the responsible party.

To send an action item as a task, complete the following tasks:

1. Ensure that you have saved the risk register item.

2. In the Action Items section, select Send Task.

   

3. The action item is sent as a task to the contact listed as the Responsible Person. For more information on working with tasks, refer to Tasks App.

4. If you need to remove the task from the selected Responsible Person after it has been assigned, select Recall. The task will be removed from their tasks app and you can assign it to another user or mark it as complete.

   

5. To see the response from the contact assigned the task, select the View Details icon on the line item.

6. When the responsible person marks the item as complete, the Status changes to Closed. The action item can be re-opened if necessary by selecting Re-Open. It can be returned to the original Responsible Person, or another contact can be selected in that field and the task can be sent to them.

If you have existing data that you want to import into this app, you can do so through the import process.

You will first generate an export of an existing record to access the correctly formatted spreadsheet file for the import. Once the exported file is available, add the appropriate values for the records you want to import to the exported spreadsheet. You can then import those records. For more detailed information on the importing process, refer to Importing records.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

To delete a record, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the application.

3. In the log view, select the check box next to the record or multiple records that you want to delete. Select Delete from the action bar.

   

4. Alternatively, right-click on the record in the log view and select Delete, or open it in the detail pane and select the Delete icon in the action bar.

   

5. Click OK on the confirmation message. The record or records will be deleted.

Note If a record was deleted in error, it can be recovered from the Recycle Bin application by an administrator. For more information, refer to Using the Recycle Bin.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are specific to this application: