Risk Assessments

Risk Assessments

Risk Assessments are used in order to identify, document, and manage risks associated with vehicles and plant. They are commonly used when purchasing or selling an asset. Gearbox’s Risk Assessments can be found under the Compliance module.
The Compliance module must be part of your Gearbox subscription in order to use Risk Assessments.

Risk Assessment Settings

Under System Parameters there is a system-wide setting to either display or hide the Risk Assessment Risk Matrix, by default this is hidden (FALSE). The Risk Matrix Rating System is displayed within a Risk Assessment record report.
Risk Assessment Print report button
Risk Matrix

To change whether you would like to display the Risk Matrix Rating please follow the steps below.
Only Gearbox users with permissions to the Settings area will be able to make the following changes.
  1. Click the User icon
  2. Click on Settings
  3. Click System Parameters to expand the Settings table.
  4. Either scroll or use the Search bar to locate the setting DISPLAY_RISK_MATRIX. Click TRUE/FALSE to toggle between displaying or hiding the Risk Matrix.
Risk Matrix System Parameter

Risk Assessment Types

Under the Settings area of Gearbox, Users are able to add Risk Assessment Types for different types of assessments.
Only Gearbox users with permissions to the Settings area will be able to access the area.
  1. Click the User icon
  2. Click on Settings
  3. On the navigation bar on the left-hand side, scroll and click on Risk Assessments
    Risk Assessments on the Settings page
  4. On the Risk Assessment Types page you will have a number of options:
    1. Add New Type – Used to create a new Risk Assessment Type.
    2. Import – Bulk import Risk Assessment Types via an XLSX spreadsheet.
    3. Print – Export a PDF report displaying all Risk Assessments created using the selected Risk Assessment Type.
    4. Edit Risk Assessment Items – Add/Edit Risk Assessment section items.
      Risk Assessment Types

Creating a Risk Assessment Type

  1. Click Add New Type on the Risk Assessment Types page.
  2. Enter a name for your Risk Assessment Type in the Label field, and click Save and Continue
    Creating Risk Assessment Type
  3. Once the Risk Assessment Type record has been saved, click the Add Risk Assessment Type Item button to start adding sections and criteria to your Risk Assessment Type.
    Adding Risk Assessment items
  4. In each Section you can fill out the following fields if required:
    1. Section* – Risk category name (ie. Burns)
    2. Item Order* – Numerical order of the Section within the Risk Assessment (ie. 1, 2, 3, 4…).
    3. Persons responsible – The person responsible for addressing the hazard (ie. Site Manager).
    4. External reference – Enter the name of an external reference document regarding to the hazard (ie. Induction manual – Section 2A).
    5. Hazard* – Enter the hazard that is being assessed that could be the source or situation that has potential harm (ie. burns, tripping, exposed electrical, etc…).
    6. Controls – Often entered at the point of the Risk Assessment inspection, however enter the suggested or implemented measure that mitigated or reduced the hazard.
    7. Initial risk rating – Using the Risk Assessment Risk Matrix (see above) enter the perceived or initial risk rating (ie. Consequence = Major (4), and Likelihood = Possible (C). Initial risk rating = 4C).
    8. Delete Item – Click to delete the Risk Assessment Section Item.
    9. Archived – Click to archive the Risk Assessment Section Item.
      Risk Assessment sections
  5. Repeat Steps 3 and 4 for any additional Sections to be added to your Risk Assessment Type, and click Save and Close at the bottom right-hand corner of the page.

Actioning a Risk Assessment

  1. Navigate to Compliance>Risk Assessments and click + New Risk Assessment.
    Creating a Risk Assessment
  2. Within your Risk Assessment start filling out the following:
    1. Vehicle* = Select the asset which the Risk Assessment will be conducted on.
    2. Risk Assessment Type* = Select the Risk Assessment Type to be conducted on the selected vehicle.
    3. Date Open* = The date when the Risk Assessment record is opened/created.
    4. Supplier = Click to select a Repairer/Supplier from your list of Repairers.
    5. Assigned to/Assessor = Click to select a Gearbox user which is conducting the Risk Assessment.
      Items marked with * are required in order to save the Risk Assessment Type section.
  3. Once the above has been filled out click Save and continue to save the record.
    Risk Assessment fields prior to saving the record
  4. Once the Risk Assessment is saved the record is created, and the following options will be displayed.
    1. Print = When clicked this will generate a PDF summary report of the Risk Assessment record. This is not a paper jobcard for the Risk Assessment.
    2. eJobcard = When clicked this will expand open to display the electronic jobcard to be actioned by the Assessor.
    3. New Repair = When clicked this will create and link the Risk Assessment record with a new Repair work order. Used when an item needs to be repaired as part of the Risk Assessment.
    4. + Add Document = Ability to upload documents to the Risk Assessment record (must have Documents module as part of your Gearbox subscription).
      Risk Assessment fields after saving the record

  5. When the eJobcard option is clicked and options expanded, the following can be completed:
    1. Comments = Notes from the assessor regarding Section.
    2. Controls = Actions taken to remove or reduce risk/s.
    3. Initial risk rating = The risk of the hazard prior to a Risk Assessment is being conducted.
    4. Residual risk rating = The actual risk of the hazard whilst the Risk Assessment is being conducted.
    5. Incomplete/N/A/Complete = Status indicators for Risk Assessment section.
    6. Persons responsible = Name or title of the person responsible for actioning section.
    7. External reference = Ability to note an external reference such as a page number from an operations manual or induction guide.
    8. Risk Matrix = Click to expand to view Risk Matrix, used to answer points 3 and 4.
    9. Assessor Signature = Input for Assessor’s signature. If on a computer use the mouse to input signature, if on a smart device use finger/stylus to add a signature.
    10. Approver Signature = Input for Approver’s signature. If on a computer use the mouse to input signature, if on a smart device use finger/stylus to add a signature.
    11. Clear = Used to remove a signature from the signature field
      Risk Assessment eJobcard fields
  6. Once the Assessor has provided their signature and saved the Risk Assessment an Approve button will appear at top-left of the Risk Assessment record.
    Risk Assessment Approve button
    If the Approve button is ticked after the Approver has provided their signature this will lock all fields and only the footer with closing information will be editable. Enter all information then click Approve.
  7. The Approver of the Risk Assessment must then open the eJobcard, scroll down and provide their signature. By providing a signature the Approver verifies all items have been completed satisfactorily. The Approver can then enter the following details:
    1. Invoice – Invoice number if Risk Assessment was outsourced.
    2. External Reference – Ability to enter a non-Gearbox reference number associated with the Risk Assessment record.
    3. Invoice date – Date invoice received from outsourced Assessor.
    4. Cost (tax inclusive) $ – Total cost including GST
    5. Tax $ – Gearbox will automatically calculate tax from ‘Cost (tax inclusive) $‘ field. This is based on the Australian GST Calculator.
    6. Date closed – Enter date Risk Assessment record closed out, if same as Date Open click Copy Open.
    7. Mileage closed – If the vehicle has an odometer enter the Km/mileage reading when the Risk Assessment was completed.
    8. Hours closed – If the vehicle has an hour meter enter the hour reading when the Risk Assessment was completed.
    9. Closed? – If ticked this will close the Risk Assessment record.
  8. At this point, the Approver of the Risk Assessment record should click the Approve button. As per the warning on Step 6, this will mark all fields apart from some as read-only meaning they cannot be edited. The step cannot be reversed.
    Risk Assessment prior to clicking the Approve button

    All items in the red box are now marked as read-only and cannot be changed. The only fields that can be edited at this stage are the closing fields at the bottom of the page.
    Risk Assessment after clicking the Approve button
  9. At this point, the Risk Assessment record is closed and can be found by clicking on Closed on the Risk Assessment page and the record will appear in the table below.
    Closed Risk Assessment record

Risk Assessment Reports

The Risk Assessment area contains a number of reports to provide detailed analytics and metrics on risk assessment records. Below are the available reports:

  • All Risk Assessments Report – This report lists all Risk Assessments, regardless of status.
  • Open Risk Assessments Report – This report lists all open Risk Assessments, regardless of date
  • Closed Risk Assessments Report – This report lists all closed Risk Assessments based on the selected date range
Risk Assessment reports

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