Risk Priority Index - Introductory User Guide Getting Guidance or Help... 2 Accessing the Risk Priority Index (RPI) - Fire Risk Assessment Database... 3 Secure Login... 4 Navigation... 5 Using Filters... 6 My Details... 7 Report List... 8 Report List Detail... 9 Risk Content... 10 Adding Files to Risk Controls... 11 Adding Risk Control Actions... 12 Risk Completions... 13 My Outstanding... 14 My Statistics... 16 Data Uploads... 17 File Listing... 19 RPI Introductory User Guide Version 1.01 Page 1 of 19
Getting Guidance or Help Risk Priority Index Help For technical issues relating to web site usability issues, you can email the support service at support@riskpriorityindex.co.uk, ensure that you provide a contact number to enable the support team to contact you if required. If you have forgotten your password, go to https://www.riskpriorityindex.co.uk and use the "Forgotten Password" option to retrieve your current password. Please note that all requests for passwords are validated before being sent out and may take up to 4 hours to receive a response. User Guide Updates In you feel this guide would benefit you or others, by adding or changing any part of the content, we would welcome those comments, therefore please feel free to email us at: support@riskpriorityindex.co.uk RPI Introductory User Guide Version 1.01 Page 2 of 19
Accessing the Risk Priority Index (RPI) - Fire Risk Assessment Database Users may either select the link on the Charlton Ross web site to reach the RPI login page at: www.charltonross.co.uk Or by going directly to: https://www.riskpriorityindex.co.uk It's best to access the site via the client login option Create a shortcut to this page RPI Introductory User Guide Version 1.01 Page 3 of 19
Secure Login Using the login details provided to you, you can access the database through this login page. If you need login credentials and do not have them, simply consult your line manager for a login setup request. If you have forgotten your password, simply click on the "Forgotten Password Option" and a reminder email will be sent to you, once your request has been validated. Don't share your login details or password with anyone else, as actions you take will have an audit trail record registered to your login details. If a colleague requires access, ask them to contact your organisations RPI Contact. RPI Introductory User Guide Version 1.01 Page 4 of 19
Navigation The Side Bar Menu Provides the key functions you have access to The Top Bar Menu Provides navigational support and changes to reflect the page you are using Main Page This area provides the interaction zone. The menus could change to reflect your security and access rights The content, for example the Report List and "My Outstanding" could change based on your access rights. Initially you will have access to all the properties and reports within the system. However, this is likely to change to reflect just those properties your name is allocated to. RPI Introductory User Guide Version 1.01 Page 5 of 19
Using Filters Given the volume of information within your Fire Risk Assessment Database, an important feature used throughout the system is filtering. Filtering will enable you to quickly locate the detail you require using the common search facility called filtering. All lists of information presented to you will provide the facility to filtering the results down to the specific detail you require. The filter option will always be at the head of the lists. All filters come with a pair of objects, the text box into which you define your filter, and a filter option button to define how you want your filter to apply. After typing the filter you require into the filter box, click on the Filter Option button to select the filter type you require There are a range of filter methods available, but by far the most common one is "Contains", however, as you will see there are a range of other to choose from. Some important points on filtering to keep in mind: If you make your filter to detailed it may not get the results you were expecting. When a list have been filtered, you can retrieve the full list again by selecting the "NoFilter" option. You may use multiple filters on different column to limit the results down to meet your search needs. When searching against property addresses, keep in mind that the reporting address for the Fire Risk Assessment may differ slightly from its parent address. RPI Introductory User Guide Version 1.01 Page 6 of 19
My Details When you first log into RPI, make this your first port of call to change the password provided to you, to something more suited to your requirements. You may amend the name and the email address, but be sure to provide your valid email address. Don't share your login details or password with anyone else, as actions you take will have an audit trail record registered to your login details. RPI Introductory User Guide Version 1.01 Page 7 of 19
Report List The Report List option provides a list of all the properties within the inventory that you have access to, these may or may not reflect the properties you are responsible for. The list includes properties where the Regulatory Reform Order (RRO) is or is being established, the "RRO" status could include: o Yes, in which case a Fire Risk Assessment is required. o No, in this case, it has been established that a Fire Risk Assessment is NOT required o TBD (To Be Determined), at some point a competent person will need to visit the property and determine the RRO status of the property. If you believe that a report should be provided for any property where the RRO is set to "TBD", please advise the Lead Manager responsible for instructing on Fire Risk Assessments, so that the report can be requested. Key Features List can be filtered quickly to locate the property you are interested in by using the filter box at the head of each column. Simply type in part of the key word you are interested in finding, then click on the Filter Button next to it, and select the type of filter you require. The filters may be used in combination to isolate the properties you need, but please keep on mind that you need to click on the Filter Button and select the "No Filter" option, to reset the list to all those you have access to. RPI Introductory User Guide Version 1.01 Page 8 of 19
Report List Detail Child Records Each report list item can be expanded to show all the related reports. These contain the property and report details and allow you to navigate and view the details contained At this point you can Instantly see the current Risk Status for each report. If a line is marked "parent", we will only be able to access the Property Details option Review Icon If your security permission permit, you can view and create reviews Property Icon Access the Property Details screen Photo Icon View the photo of the property taken at the time of the report Report Icon View the PDF copy of the current report It is importance to review the report content of the PDF and not to rely just on the uncontrolled risks displayed with the RPI system. The full PDF report will content additional over arching information that will put the risks identified into context Content Icon Opens an interactive content of the latest Risk Assessment OR provides a notes pop up giving the current "RRO" status for that address. RPI Introductory User Guide Version 1.01 Page 9 of 19
Risk Content This list will show all the risks identified during the risk assessment, the traffic light system is there to guide you on the current status of a risk item: o Green = The risk is now controlled o Amber = The risk is uncontrolled, but has actions registered against it. o Red = The risk is uncontrolled and has actions recorded. Notes Icon View the notes provided at the time of the report by the consultant Actions Icon Review or add actions taken to address this outstanding risk item Files Icon Attached PDF or JPG files to this risk item as evidence for actions taken or for supporting the confirmation that a risk has been controlled Photos Icon View any photos provided by the consultant Sign Off (Traffic Light) View or add a completion note to confirm the risk has been controlled RPI Introductory User Guide Version 1.01 Page 10 of 19
Adding Files to Risk Controls It may be useful to insert a photo or PDF document as part of your evidence for the actions you have taken to control a risk item. When adding a file it is helpful to include a meaningful note to explain the file attached. The date, time and your name are automatically attached to the file entry, so please enter any other important dates into the notes. When files are added, the historical file list will appear at the bottom of the page You may only upload PDF and JPG files file formats, if you wish to add an alternate file content, simply print the content to your PDF Writer and attached that file. This is NOT a replacement for any existing document management systems, but as a means to provide evidence for this risk control. RPI Introductory User Guide Version 1.01 Page 11 of 19
Adding Risk Control Actions When you have taken action to resolve an Uncontrolled Risk you may add an Action Note explaining your actions taken. Adding actions change the traffic light to Amber, until a completion note is added. As others may need to review your Action Notes, it is important to provide accurate and meaningful notes for Action Note. This will help other to evaluate the status of the risk and if applicable, confirm the risk as Complete. The date, time and your name are automatically attached to the action entry, so please enter any other important dates into the notes. Other historical Actions taken will appear at the bottom of the page RPI Introductory User Guide Version 1.01 Page 12 of 19
Risk Completions When you have taken action to resolve an Uncontrolled Risk you may add a Completion Note explaining your actions taken. This will mark this risk item as now under controlled and change the traffic light to Green. As others may need to review your Completion Notes, it is important to provide accurate and meaningful notes for Completion Notes. Notes such as passed to Compliance are not ideal. There needs to be a clear action such as Referred to Compliance, contractor booked to attend on (date) The date, time and your name are automatically attached to the Completion entry, so please enter any other important dates into the notes. RPI Introductory User Guide Version 1.01 Page 13 of 19
My Outstanding The "My Outstanding" List option details all outstanding risk that you have access to, however please note that the properties within the list that you have been granted access to, may or may not reflect the properties you are responsible for. It is envisaged that the list content will reflect just those properties you are responsible for at some stage. The list can be filtered quickly to locate the property you are interested in by using the filter box at the head of each column. Simply type in part of the key word you are interested in finding, then click on the Filter Button next to it, and select the type of filter you require. The filters may be used in combination to isolate the properties you need, but please keep on mind that you need to click on the Filter Button and select the "No Filter" option, to reset the list to all those you have access to. You may use the "CSV" or "Export" buttons to export the current list to Excel This is the best way to access your outstanding items quickly and without the need to navigate through the report listing. However, it is important to take the time to view the PDF version of the Fire Risk Assessment, as this will content information that provides context to the risks listed in "My Outstanding" Once a risk item has been marked as "Completed" it will be removed from the "My Outstanding" list, however you may review any item in detail through the "Report List" option. Items with RED traffic light have had no actions noted to date AMBER traffic light, indicates that action notes have been added RPI Introductory User Guide Version 1.01 Page 14 of 19
Please refer to the "Risk Content" section for guidance on using these function icons: o View Notes o Add Actions o Add Files o View Photos RPI Introductory User Guide Version 1.01 Page 15 of 19
My Statistics This display simply shows a profile of the live data for properties you have been granted access to. RPI Introductory User Guide Version 1.01 Page 16 of 19
Data Uploads Adding actions and completion notes against risks can be achieved using the "My Outstanding" and "Report List" items, however, you may also use the "Data Uploads" option to import information on actions and completions you have achieved, by recording them in a Excel file first then importing the file into RPI. For the majority of users, you will have received an automated email at the beginning of each month that details any risk that remain outstanding, and provides the additional columns for adding your action and completion notes, in preparation for uploading, although some key points must be noted: You may upload your results at any stage, but keep in mind that a revised version will be sent to you again at the start of the month, therefore you should aim to upload any files at least 2 days before the 1st of the month, in order that your action are reflected in the next email. The upload process conducts a data validation process overnight, so you may not get a confirmation email until the following day. You will receive a confirmation email detailing the results of your upload. If any items fail the data quality checks, they will be detailed in the confirmation email, to enable you the correct them and try again. The import process will validate the content of any file uploaded so it is important to review and understand the guidance provided against each upload type. After selecting a "Data File Type" from the dropdown list, the page will update to show you what information is expected, and in what format it is required. RPI Introductory User Guide Version 1.01 Page 17 of 19
Using the "Select" button, you can locate the file you wish to upload, once selected the system will show an amber marker: This will either turn red if it fails (you can of course retry), or it will turn green to show that the file has been transferred. When the file has been uploaded, simply click on the "Save" button to commit your request. If you wish to submit a file that contains "Actions" and "Completions" please upload this file twice using the "Data File Type" for "New Risk Control Actions" and then the "New Risk Control Completions" RPI Introductory User Guide Version 1.01 Page 18 of 19
File Listing Throughout the Risk Priority Index (RPI) database there are references to files stored for various reasons, for example: PDF copies of the Fire Risk Assessments Photos of Properties PDFs and Photos of evidence of risk control measures Photos of risk identified by Risk Assessors Risk Review Reports The File Listing option provides a quick reference means to locate and retrieve any files within RPI, and coupled with the use of the filters on the list, one can quickly retrieve any files associated to specific properties you may be interested in. In some cases, the file listing may also contain files for properties that have been archived and are not accessible through the "Report List". The "Status" column in the list will either state that the file is "Active" or "Archived". To access and download a file from the list, simply click on the paper clip icon in the column marked "View". RPI Introductory User Guide Version 1.01 Page 19 of 19