SOFTCOMPLY RISK MANAGER GUIDE TO IMPORTING RISKS
Below is the 3 step guide to importing existing hazards to the SoftComply Risk Manager.
1. Preparation of data
CSV import of existing hazards follows the generic CSV import of JIRA. Below is a detailed description of CSV and XLS import of existing hazard analysis to the SoftComply Risk Manager. This guide assumes that Microsoft Excel is used. Same outcome can be achieved with other spreadsheet managers as well, but intermediate steps in preparing the import file in this guide may differ.
1.1. In order to ease the import, an Example file is provided.
1.2. You may use this file to insert data from your existing hazard report excel file to this example file:1.2.1. Harms to the column HARM.
1.2.2. Hazards to the column HAZARD.
1.2.3. Hazardous situation descriptions to the column HAZARDOUS SITUATION.
1.2.4. Causes to the column CAUSE.
1.2.5. Columns SEVERITY and PROBABILITY can be left empty because these values need to be entered manually into the SoftComply Risk Manager. This is because of the complex data structures in these fields that allow customization and syncing of the Risk Matrices and the Risk table.
1.2.6. Mitigation actions to the column MITIGATION ACTION.
1.2.7. Verification activities to the column VERIFICATION.
1.3. In example template there are some columns that are automatically filled or required upon import:
1.3.1. HARM (255 chars), HAZARD (255 chars), HAZARDOUS SITUATION (255 chars), CAUSE (255 chars), MITIGATION ACTION (255 chars) and VERIFICATION (255 chars) are automatically filled with max 255 characters from accompanied fields. These field will be used on actual import because the JIRA plugin defined custom fields accept only 255 characters.
1.3.2. SUMMARY is a duplicate of HARM (255 chars) field. Summary field is needed upon import since issue in JIRA can’t be created without summary and we map summary as hazard at the moment.
1.3.3. ID# could be used if there is a need to backtrack to old excel based reports. Usually it is reasonable to import this old ID to Description field. If there is no existing ID numbering system, then this field can be skipped on import.
1.3.4. NB! In the Example file the fields with “(255 chars)” suffix and SUMMARY have formulas and they do not require manual filling. In order to apply the same formula for any added rows, use Excel’s built-in functionality to replicate formulas by dragging the dot in the cell’s bottom right corner:
1.3.5. Every row must have values in each cell. That means no cell merges can be used! Remove any empty lines by deleting entire rows. Clearing content will not exclude these rows from the CVS format. Delete is required, similar to this:
1.3.6. Every row in Excel conforms to one issue in JIRA. For example, if you have several Causes then these should be separated onto different rows.
1.3.7. After copy-pasting information from your existing hazard report to the Example file, save the Excel file and also “Save As:” to CSV format:
1.3.8. As an output you’ll receive .csv field, which can be used for importing.
2. Prerequisites before importing data
2.1. To successfully import data from your Excel file to the SoftComply Risk Manager, manual mapping of the columns of your Excel file to the fields of the add-on is required. For that, the JIRA issue type screen scheme needs to be changed.
2.2. JIRA admin rights are required in order to be able to manually change the project issue type screen scheme.
2.3. To manually add fields, go to project’s ‘project settings’, select ‘screens’ and then select ‘Create issue screen’. New fields can be added to the ‘Field Tab’ now.
2.4. Add the following fields:
3. Importing risk issues from hazard report
3.1. Open up the CSV issue import dialog from the top level menu ‘Issues’->’Import Issues from CSV’:
3.2. Press next, select project where to import issues and verify that delimiter is set to semicolon “;”
3.3. Press next and map the fields to JIRA fields:
3.3.1. Use ‘[FIELDNAME] (255 chars)’ from the CSV file to map against the corresponding fields in JIRA, leave other fields without the suffix unmapped.
3.3.2. Map SUMMARY to Summary field in JIRA.
3.3.3. Map SEVERITY, PROBABILITY and their “(Final)” counterparts to corresponding fields in JIRA.
3.3.4. Optionally map ID# to Description field. Example configuration is as follows:
3.4. Press Next and Validate, verify that all issues will be created correctly.
3.5. Press Begin Import and you’re done!
3.6. When the values for Severity and Probability exist already, they can be manually mapped to the hazards in the Risk table. Now all is set for managing risks in the Risk table, visualizing them in the Risk Matrix and/or generating compliant Risk Reports within the SoftComply Risk Manager.
Q. Why are only some of my imported issues visible in the Risk table of the SoftComply Risk Manager?
A. Risk table shows only ‘open’ issues. Closed issues, i.e. issues with status ‘done’ are treated as deleted risks – the issues are all there but not visible in the Risk table.
Q. Why cannot I see the values for Severity and Probability after importing my data to the SoftComply Risk Manager?
A. The values for Severity and Probability need to be entered to the SoftComply Risk Manager manually because of the complex data structures in these fields that allow the customization of the Risk Matrix and the sync between the Risk Matrix and the Risk table.
Q. Why cannot I change the values for Severity for some Hazards?
A. Hazards that have the same values for Harm (e.g. loss of limb) will all get the same values for Severity (e.g. catastrophic). Based on the risk management best practices in safety-critical domains, the fields ‘Harm’ and ‘Severity’ are associated with each other, i.e. a certain harm is always linked to the same severity level. When you have defined the Severity for a Harm, the SoftComply Risk Manager looks up all the harms with the same value and provides your given Severity to all of them.