This article covers how to manage Risk Assessment Fields. This includes standard fields - such as Impact, Likelihood and the Risk Matrix - alongside Custom Fields.
This article covers:
- Accessing the Manage Fields area
- Editing fields
- Creating fields
- Deleting an existing fields
- Enabling / disabling fields
- Managing Answers for Dropdowns and Multiselect Dropdowns
- Managing Formulas for Dropdown
- Configuring the Risk Matrix
- Example: Multiple Impact Fields
- Example: Multiple Risk Matrices
- Example: Residual Risk Matrix
Accessing the Manage Fields Area
To manage your Risk Assessment attributes, please follow the steps below.
Click on Risks and then Registers
Click on More and then Manage Fields
The Manage Fields window will open up. Select Risk Assessment. From here you can modify and create new fields as needed.
Edit an Existing Field
To edit an existing field, click the field name. Alternatively, you can click the vertical ellipses next to the field name and select 'Edit'.
From here you can change the Title, Description and Placeholder Text for the field.
Depending on the Type, you will also be able to edit a number of other options. This will be covered for each relevant Type at the end of this article.
If certain fields do not allow editing, it is likely that your 6clicks has been set up to manage these elsewhere. Refer to this article for more information.
You are also able to re-order fields as needed. This will change the order that they appear to users completing Risk Assessments. To do this, click and hold a field and then simple drag and drop it in the desired position.
Creating a New Field
To create a new field, click the '+ Add Field' button. This will prompt you to enter the Title.
Once entered, you will be allowed to further define the field - including Description, Type and Placeholder text.
Depending on the Type selected, you will also be able to define a number of other options. This will be covered for each relevant Type at the end of this article.
Click 'Save' at the bottom of the screen to save changes and return to the Manage Fields modal.
Deleting an Existing Attribute
To delete a field, click the vertical ellipses next to the field name and select 'Delete'.
A warning dialogue box will appear to confirm that you wish to delete this field and all data contained within it.
You can also disable custom fields should you wish to retain the field and the data within it. This is recommended if you are not sure if you want to delete it, as it can be re-enabled at any time.
Enabling / Disabling Attributes
To enable or disable a field, click the vertical ellipses next to the field name and check or uncheck 'Enable'.
Manage Answers for Dropdowns and Multiselect Dropdowns
Multiselect Dropdowns include the ability to manage the Answers to the dropdown.
To add a new Answer, click the '+' button. From here, you can define the Label, Value and Description of the Answer.
Click the tick button to save the Answer. Do this as many times as needed to create all the required Answers.
You can edit existing Answers by clicking the vertical ellipses next to the Answer name and then selecting 'Edit'.
Existing Answers can also be reordered. To do this, click and hold an Answer and then drag and drop it to a new location.
Click 'Save' to save all changes and return to the Manage Fields modal.
Manage Formulas for Dropdowns
Dropdown Attributes include the ability to define a Formula that will auto-populate the Response based on other Dropdowns.
Once a Formula is selected, you can define the Reference Fields that will drive the dropdown response.
Only Attributes with the exact same number and values of Answers are available to be selected as a Reference Field.
Select one or more Reference Fields by checking the box next the Field name.
Below is a description of all available Formulas:
- MAX - this will take the highest-value response from all Reference Fields and return the Answer within the Dropdown of equivalent value.
Editing Matrix Fields
Matrix Fields includes the ability to set Dropdown fields as the X and Y Axis of the Matrix.
X and Y Axes are locked as Likelihood and Impact for the Standard Risk Matrix but can be customised for custom Matrix fields.
Once the Axes have been defined, click 'Configure Matrix'. From here, the Answers can be configured and then applied to specific coordinates of the Matrix.
Expand an Answer to edit its Colour, Value, Title and Description.
Click the tick icon to save the Answer.
The following can also be done to edit Answers:
- Click the '+' button to add a new Answer.
- Click the 'X' icon next to the Answer to delete it
- Drag and drop the answer to move its position
Answers can be applied to each coordinate in the Matrix by simply clicking the coordinate and selecting the appropriate Answer.
Click 'Save' to save all changes and return to the main screen.
Example: Multiple Impact Fields
6clicks support the use of multiple impact/consequence fields that will calculate into an overall impact result. This makes use of the dropdown and formula functionality described above.
To start, leave the existing standard Impact field as is and create the various input impact fields. See this section for a guide on how to do this. Once completed, it should look something like the below:
You can order these as needed via drag and drop.
Please note: the input impact fields must have the same number of responses and response values as the overall impact field.
Once the multiple input fields have been configured, you can edit the output impact field. This section provides a guide on how to edit existing fields.
Select the formula to use to derive the output calculation. This section provides more information on using formulas.
In this example, we will use the MAX formula. You can then select your input impact fields as the reference fields for this formula. Once completed, it should look something like the below:
Users will now have multiple input impact fields to derive an overall result for the impact used for the risk assessment. Below is what this will look like when conducting a risk assessment using the configuration from this example:
Example: Multiple Matrices
6clicks supports multiple matrices to be used within the same risk assessment framework. This is useful when your organization needs to report risks differently for different audiences.
In this example, we will cover creating a new risk matrix for Board Reporting alongside the standard one above. This new matrix will have 3 key differences:
- Inverted x- and y-axes
- Fewer risk ratings
- Alternative risk ratings for each coordinate
To do this, start by creating a new Risk Matrix field. This section provides a guide on creating new fields.
Configure the new risk matrix field by selecting the desired x- and y-axes. This section provides a full guide on setting up Risk Matrix fields. In this example, the x- and y-axis will be Impact and Likelihood respectively:
Next, select 'Configure Matrix' to enter the desired Risk Rating options and set the coordinates within the Matrix. This example will use the below configuration:
Now that the new Risk Matrix has been configured, every Risk will automatically include a new Risk Rating within the Risk Assessment:
Further, the new Risk Matrix can be reported on separately:
Example: Residual Risk Matrix
6clicks supports Risk Assessments to include a Residual Risk Matrix based on the Risk Rating and Control Effectiveness.
To start, define a Control Effectiveness dropdown to be entered during the Risk Assessment. This section details how to add fields.
In this example, we will use the below Control Effectiveness dropdown responses:
From here, create a new Risk Matrix called Residual Risk Matrix. This section provides a guide on how to manage risk matrix fields.
In this example, the x- and y-axis are set as Risk Rating and Control Effectiveness respectively:
In this example, the Residual Risk Matrix will be configured as below:
Now that the Residual Risk Matrix has been configured, Residual Risk can be calculated based on the Risk Rating and Control Effectiveness:
Further, the Residual Risk Matrix can be reported on separately:
