Set Up Asset Risk Manager

Risk Manager is a tool used to determine an asset's risk factors through a strategy formula.  One application might be to satisfy the JCAHO accreditation standards for evaluating types of medical assets that are included in the medical equipment maintenance program.

TMS comes standard with two sample strategies called Clinical Equipment Risk Classification (for biomed) and Utilities Management Program (for facilities).  Both include Risk Categories and Risk Sub Categories.

For example, the Clinical Equipment Risk Classification looks like this: E+A+ [(P+F+U)/3].  The letters represent Risk IDs which are assigned to Risk Categories.   Risk IDs are made up of points which are assigned to Risk Sub Categories.

• Risk Category I: Equipment Function (E)

  Includes various areas such as therapeutic, diagnostic, analytical, and miscellaneous.

• Risk Category II: Clinical Application (A)

  Lists the potential patient or equipment risk during use.

• Risk Category III: Preventive Maintenance Requirement (P)

  Describes the level and frequency of preventive maintenance required.

• Risk Category IV: Likelihood of Equipment Failure (F)

  Documents the anticipated Mean-Time-Between-Failure rate, based upon equipment service and incident history.

• Risk Category V: Environmental Use Classification (U)

  Lists the primary equipment use area.

Set up Asset Risk Manager

To set up TMS to use Risk Manager, follow these steps:

1. Enable Asset Risk Manager in the Setup menu.

2. Create a risk strategy or edit one of the sample strategies.

3. Assign a risk strategy to an Asset Category Code.

4. Assign defaults to Asset Sub Category Codes.

5. Edit individual assets as needed in the Asset Edit screen.

Enable Asset Risk Manager

To enable asset risk manager, follow these steps:

1. From the Setup menu, go to Setup > Assets > Options.

2. Check the box next to Enable Asset Risk Manager.

3. Click Save.

Create a New Strategy

Create Risk Categories

To create a new risk category, follow these steps:

1. From the Setup menu, select Assets > Risk Manager.

   The Strategies tab opens. The only required field here is Segment. You choose the appropriate segment. If your organization has separate biomed and facilities departments, you might want to create your biomed risk strategy in the biomed segment. The same is true for the facilities department. If you are part of one shop (just biomed for example), then you might want to put your risk strategies in the shared segment.

2. Click New.

   A window opens asking you to enter a name for the new Risk Strategy.

3. Enter a unique Name and click OK.

   The Main tab appears.

4. Start creating your Risk Categories by clicking on the New button under Risk Categories.

   The New Risk Category pop-up window appears.

5. Enter a Description and a Risk ID and click OK.

   If we use an example from the Clinical Equipment Risk Classification (see above) Equipment Function is the Description and E is the Risk ID. The Risk ID should be a letter that is unique. If you want, use the Up/Down arrows to change the order in which it appears in the list. This is optional.

Create Risk Sub Categories

Once you create your Risk Categories, you can assign Risk Sub Categories. Sub Categories are simply point values. To create a new risk sub category, follow these steps:

1. In the Risk Categories list, select the Risk ID (for example, select Equipment Function).

2. Under Risk Sub Categories, click New.

   Risk Category is unavailable (you've already established this).

3. Enter a Description and Points.

   For example, the Description could be Therapeutic - Life Support. The point value could be 10 (the highest on our scale, meaning the most risk).

   If there is no risk for a Sub Category, the point value can be 0.

4. Click OK.

Create a Formula

You need to create a formula relating the categories. You can only use the Risk IDs that have been defined. A formula can be any simple arithmetic expression using: +, -,/, parentheses ( ), or brackets [ ] to specify precedence.

To create a formula, follow these steps:

1. Test your formula after all Sub Categories have point values.

2. When you are satisfied with the results click Save.

Edit A Risk Strategy

To edit a strategy that has not been used for an asset, click the Edit button to edit Risk Categories and Risk Sub Categories. You can edit any of the properties, including Description, Risk ID, and Points.

A Risk Sub Category can be edited to show a point value of 0.

Delete A Risk Strategy

To delete a strategy that has not been used for an asset, click the Delete button next to the strategy. The Risk Categories and Sub Categories assigned to that strategy will also be deleted.

You cannot delete a risk strategy that is in use with an asset. When you click the Delete button next to the risk strategy, you will receive an error message.

Assign a risk strategy to an Asset Category Code

To assign a risk strategy to an asset category code, follow these steps:

1. From the Setup menu, go to Assets > Codes.

2. From the Segment list, select the appropriate segment.

3. From the Codes List, select Category Codes.

4. In the code list, click the Edit button for the Code you want to assign the risk strategy to.

   The Category Codes pop-up window opens.

5. From the Risk Strategy drop-down menu, select a Risk Strategy.

   The strategy you select is applied to the Asset Category Code.

6. Click OK.

Assign defaults to Asset Sub Category Code

To assign defaults to an asset sub category code, follow these steps:

1. From the Setup menu, select Assets > Codes.

2. From the Segment list, select the appropriate segment.

3. From the Codes List, select Sub Category Codes.

4. In the code list, click the Edit button for the Code you want to assign the risk strategy to.

   The Sub Category Codes pop-up window opens.

5. Next to the Risk Number field, click the Lookup button.

   The Risk Number field contains the calculated points. The Risk Manager pop-up window opens. Each Risk Strategy has a drop-down menu associated with it that contains the point values.

6. You can assign the point values and therefore calculate the Risk Number by making selections from the drop-down menus. You can also accept the defaults.

7. Click OK to set the default points for any future asset created with that Category and Sub Category Code.

8. Click Apply to All to set the default points for every existing asset with that Category and Sub Category Code. This updates value in the Risk Number field on the Asset Edit screen.

Edit the Risk Number of an asset in the Asset Edit screen

In some cases, an individual asset is more critical than other assets of the same Category and Sub Category.  For example, an air conditioning unit in an operating room or an emergency room is more critical than an air conditioning unit in a hospital lobby.  In this instance, you would want to manually change the risk number for the air conditioning unit in the operating room.

To edit the risk number of an asset, follow these steps:

1. Use Asset Edit or Asset Query to retrieve the asset.

2. Next to the Risk Number field, click the Lookup button. The Risk Manager pop-up window opens.

3. Each Risk Strategy has a drop-down menu associated with it that contains the point values.

4. You can increase the risk number by making selections from the drop-down menus.