SOFTCOMPLY RISK MANAGER GUIDE TO IMPORTING & EXPORTING RISKS
Following is a 4-step guide to importing your existing hazards to the SoftComply Risk Manager:
- Prepare the data that you wish to import.
- Prepare the risk project, i.e. review the risk table and risk matrices configuration to know the data fields used in the project.
- Import the data. Map the spreadsheet columns with Jira fields.
- Review the data to ensure all data have successfully been imported.
Follow the full description of the process below to import your data into the SoftComply Risk Manager.
CSV import of existing hazards (i.e. risks) follows the generic guide on CSV import to JIRA. Below is a detailed description of CSV and XLS import of existing hazard analysis to the SoftComply Risk Manager (and the Risk Manager Plus). This guide assumes that Microsoft Excel or similar tool is used. Same outcome can be achieved with other spreadsheet managers but intermediate steps in preparing the import file in this guide may differ.
1.1. To make the importing easier, we provide you with an Example file. This example file is a Hazard Analysis template. If you wish to import your data into FMEA project or some other table format you need to change the excel file. If you know the Jira fields and your import data spreadsheet columns well enough, feel free to skip this example template part and go to the next step (Prerequisites).
NB! In order to create a template of your risk table quickly, please use the export feature. Add only one risk and use the same table as the basis for importing your data.
1.2. Insert data from your existing hazard analysis excel file into the provided 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. Your risk parameters to columns SEVERITY and PROBABILITY. NB! In the Cloud version of the SoftComply Risk Manager, the Severity and Probability values are not imported due to limitations of Atlassian API!
1.2.6. Mitigation actions to the column MITIGATION ACTION.
1.2.7. Verification activities to the column VERIFICATION.
1.3. In the Example template there are some columns that are automatically filled or required upon import:
1.3.1. SUMMARY is a duplicate of HAZARD (255 chars) field. Summary field is needed upon import since an 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. You may want to import this old ID to Description field. If there is no existing ID numbering system, then this field can also be skipped on import.
1.3.4. NB! In the Example file the SUMMARY has formula and it does not require manual data input.
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 maps 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 analysis file 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 file, which can be used for importing.
2.1. You have created a Risk project in SoftComply Risk Manager that you will use as your data import destination.
2.2. You have configured the Risk Table and the Risk Matrices according to your needs. The Risk Table columns are custom fields that you need to map with your spreadsheet columns. Your Risk Matrix or RPN parameter names will be mapped with corresponding values of your import data so please make sure that all your risk parameter (Severity, Probability, Detectability) values exist in the Risk project setup in SoftComply Risk Manager.
2.3. 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.
2.4. You have checked the existing Jira fields and custom fields in the risk project to which you are importing your data.
2.5. You have checked the fields in the risk management table where the imported data will be displayed. In this case you will have to map the table fields only the during the import process.
2.6. You checked the Jira mandatory fields in the risk project. In default project settings, the only mandatory field is the Jira Summary field, which must be filled in – use the Hazard field for that (Hazard and Summary are kept in sync).
2.7. Some text fields are larger than others. There are 2 different field types in Jira: Text Field (single line) and Text Field (multi-line). Single line text field has a length limit of 255 characters and multi line can contain more information. It is therefore important to know that the first field (column) in the table is shorter than others. This is due to the Summary field being mandatory in Jira and the first column being kept in sync with the Summary field. In the Hazard Analysis template, the Hazard field has the length limit of 255 characters and the same is true for the Component field in the FMEA template.
2.8. Jira administrator’s rights are required in order to be able to import the data without changing the ‘create issue screen’ configuration. Note that Jira admins can start external system import from System Administrators section – it is slightly faster if you do not have to change screen configuration first.
2.9. Normal Jira user (not admin) can initiate import from Issues -> Import Issues from CSV menu item. Note that Jira create issue screen must contain all the fields that you wish to import. If those fields are not on the create issue screen, please ask you admin to add them.
3.1. Open up the CSV issue import dialog from the top level menu ‘Issues’->’Import Issues from CSV’:
3.2. Press next, select the Risk project where you want to import the data and verify that delimiter is set to semicolon “;” (there can be other delimiters also if you are using custom CSV format)
3.3. Press next and map the fields to JIRA fields:
3.3.1. Use ‘[FIELDNAME]’ from the CSV file to map against the corresponding fields in JIRA. Leave only the HAZARD field unmapped and use ‘HAZARD (255 chars)’ instead.
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. For these fields and other parameter (Severity, Probability, Detectability) mappings check ‘Map field value’ checkbox in the end of the line. NB! Due to limitations of Atlassian API, the Severity, Detectability and Probability parameter values are not imported in the Cloud version of the SoftComply Risk Manager!
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!
Q. Why are only some of my imported issues visible in the Risk table of the SoftComply Risk Manager?
A. Risk table shows only ‘unresolved’ issues. Closed issues, i.e. issues with status ‘done’ and with a resolution 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 exactly as they are in the Risk project. If the names differ, then these values are removed by our app. For this not to happen, please make sure that the imported Severity/Probability/Detectability values are exactly the same as the ones you have defined in the risk project of SoftComply Risk Manager.
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.
Q. Why cannot I select some Jira fields (like Harm, Cause, etc) from dropdown list in mapping phase?
A. If you import as non admin user, then you can only map fields that exist on Jira Create Issue screen. In order to map those fields ask you admin to add all fields to the Create Issue screen.
2. EXPORTING RISKS TO THE SOFTCOMPLY RISK MANAGER
With SoftComply Risk Manager you can automatically generate compliant Risk Management Plans and Risk Reports. In addition to that, you may also want to export all the data from the risk management table of the SoftComply Risk Manager.
Below is a step-by-step guidance on how to export risks and all their related data from the SoftComply Risk Manager together with all the information stored in the Jira issues into an Excel file. For these purposes we have written a simple macro to Excel that you can further tailor to fit your specific needs.
Steps to take for exporting all your risk related data to Excel:
1. In your Jira instance enter the Risk Project you want to export.
2. Open the “Risk Management” Tab and select “Export to Excel”.
3. Open our macro-enabled Excel file (unzip it first), Sheet 0. If asked, select to enable the Macros.
4. Copy all the data from the Risk Project export file to our macro-enabled Excel file, Sheet 0
5. Go back to Jira, select the “issues” view of your Jira instance and click on “Search for Issues”.
6. Make sure all filters are either empty or set to All so you can export the whole content.
7. Select the export button on the top right corner and export all of them using the “CSV (all fields)” option.
8. Open or import the CSV file in Excel.
9. Copy all the data from the export file to our macro-enabled Excel file, Sheet 1.
10. In Excel, select the “Developer”* tab, then “Macros”, then run the “Main” macro.
Note: appearance and options may vary depending on the version of Excel you use and your settings.
(*): If the “Developer” Tab is not available, in your Excel select “File” -> “Options” -> ”Customize Ribbon”. In the tabs list on the right make sure the “Developer” option is ticked.
11. As a result of running the macro you will now have, on Sheet 0, hyperlinks in both Mitigation Links and Verification Links columns. This should correspond to the risk management table view in the SoftComply Risk Manager.