PHA Pro User Guide 8.3.4

IHS Software for EHS & Sustainability

IHS PHA-Pro® 8.3.4 Desktop Pro

ecn.ihs.com

User Guide

PHA-Pro 8.3.4 User Guide April 2, 2013 © 2013 IHS. For internal use only. No portion of this publication may be reproduced, reused, or otherwise distributed in any form without prior written consent of IHS. TRADEMARKS IHS and the IHS globe design are registered trademarks of IHS. Other trademarks appearing in this publication are the property of IHS or their respective owners.

PHA-Pro

Table of Contents Preface ............................................................................................... iv IHS End-User License Agreement for Desktop Pro Software Products ......... v Chapter 1: Installing PHA-Pro ............................................................. 1 Minimum System Requirements ........................................................... 2 Installing PHA-Pro .............................................................................. 3 Changing File Locations ....................................................................... 8 Starting the Software.......................................................................... 9 Authorizing Your License ................................................................... 10 Updating PHA-Pro............................................................................. 12 Re-Installing the My Documents Shortcuts ........................................... 13 Uninstalling PHA-Pro ......................................................................... 14 Chapter 2: Methodologies and Advanced Techniques ....................... 15 Risk Concepts .................................................................................. 16 Choosing a PHA Methodology ............................................................. 18 Methodologies Supported by PHA-Pro.................................................. 19 HAZOP Methodology ......................................................................... 20 What If Methodology......................................................................... 27 Checklist Methodology....................................................................... 29 What If/Checklist Methodology ........................................................... 31 Failure Mode and Effects Analysis Methodology ..................................... 33 Preliminary Hazards Analysis Methodology ........................................... 35 Hazard Analysis Critical Control Points Methodology .............................. 37 Layer of Protection Analysis (LOPA) Methodology .................................. 39 Safety Integrity Level (SIL) Methodology ............................................. 50 Chapter 3: Conducting Your Study..................................................... 58 Using PHA-Pro ................................................................................. 59 The Administration Collection ............................................................. 60 Documenting Nodes.......................................................................... 61 Identifying Deviations for Each Node ................................................... 63 Analyzing Process Hazards................................................................. 65 Managing Recommendations .............................................................. 66 Chapter 4: Getting Started ................................................................ 67 The Workspace ................................................................................ 68 Creating New Files............................................................................ 71 Customizing the New File Wizard ........................................................ 72 Changing Language Options............................................................... 73 Moving Around A Worksheet .............................................................. 75 Zooming In and Out of Documents ..................................................... 76 Formatting the Worksheet to Fit the Screen ......................................... 77 Updating Templates .......................................................................... 78 E-Mailing Files.................................................................................. 80 Setting Backup Options for Files ......................................................... 81 Saving Files ..................................................................................... 82 Saving Files Under Different Names .................................................... 83 Opening Files ................................................................................... 84 Closing Files .................................................................................... 86 Exiting PHA-Pro................................................................................ 87 Chapter 5: Learning the Basics .......................................................... 88 Working with Data ............................................................................ 89 Cutting, Copying and Pasting Data ...................................................... 93 Entering Data Using Data Mirroring ..................................................... 95 Using Dependency Matrices and Conditional Data Mirroring .................... 99 Working With Dates ......................................................................... 100 Reversing Order of Columns ............................................................. 102

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Sorting the Information on a Worksheet ............................................. Renumbering Data in Columns .......................................................... Changing the Numbering of a List Cell ................................................ Undoing and Redoing Changes .......................................................... Using Notes for Your Data ................................................................ Using Markers for Your Data ............................................................. Using Symbols ................................................................................ Checking Spelling ............................................................................ Finding and Replacing Data............................................................... Merging Lines in a Worksheet............................................................ Isolating a Row in A Worksheet ......................................................... Working with Structured Lists ........................................................... Working With Linked Diagrams.......................................................... Working with Attached Files .............................................................. Working with Embedded Pictures .......................................................

103 104 105 106 108 110 111 115 117 120 121 123 127 131 135

Chapter 6: Working with Libraries, Copy From and AutoType .......... 137 Using Libraries in PHA-Pro ................................................................ 138 Linking Columns in Libraries with Study Templates .............................. 144 Using Copy From ............................................................................. 146 Using AutoType ............................................................................... 152 Chapter 7: Customizing Forms and Worksheets .............................. 158 Customizing Headers and Data Fields ................................................. 159 Customizing Columns....................................................................... 172 Customizing Column Headings .......................................................... 183 Customizing Multiple Sheets or All Columns on a Single Sheet ............... 188 Customizing Individual Cells ............................................................. 192 Chapter 8: Printing and Exporting .................................................. 196 Generating Reports.......................................................................... 197 Printing Reports .............................................................................. 205 Exporting Data................................................................................ 211 Chapter 9: Revalidating Your Data .................................................. 215 Suggested Revalidation Process......................................................... 216 Tracking a Revalidation Study ........................................................... 217 Using Revalidation Markers ............................................................... 219 PHA Revalidation Checklists .............................................................. 220 Chapter 10: Managing Charts .......................................................... 222 Adding Charts to your Template ........................................................ 223 Formatting Charts ........................................................................... 229 Chapter 11: Customizing Your Templates ........................................ 236 Project Settings............................................................................... 237 Risk Systems .................................................................................. 240 Customizing the Risk Systems........................................................... 241 Creating, Importing and Exporting a Risk Matrix .................................. 245 Codes and Categories ...................................................................... 248 Markers ......................................................................................... 253 The Hierarchy ................................................................................. 259 Limitations When Working With Hierarchy Items.................................. 261 Adding Items to the Hierarchy........................................................... 262 Customizing the Hierarchy ................................................................ 277 Sheets ........................................................................................... 294 Adding New Sheets.......................................................................... 295 Customizing Sheets ......................................................................... 305 Chapter 12: Managing Studies, Revisions and Baselines.................. 310 Studies, Revisions, and Baselines ...................................................... 311 Using Release Management .............................................................. 313 Tracking Changes in A Revision ......................................................... 318 Tracking the Revision History of a Study............................................. 321

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Viewing the Checksum ..................................................................... 323 Checking Your Data ......................................................................... 324 Using Document Comparison ............................................................ 327 Chapter 13: Protecting Your Documents.......................................... 328 Types of Document Protection ........................................................... 329 Using Read-Only Access ................................................................... 330 Using Password Management ............................................................ 332 Protecting Studies with Access Rights................................................. 334 Chapter 14: Advanced Exporting Features....................................... 343 Exporting Data Using Batch Files ....................................................... 344 Using the XML Import/Export Function ............................................... 348 Exporting/Importing XML Data Using Batch Files.................................. 362 Appendix A: Function Descriptions .................................................. 365 Constants....................................................................................... 366 Statistical / Combining Functions ....................................................... 367 Math & Trig Functions ...................................................................... 369 Text Functions ................................................................................ 373 Logical Functions ............................................................................. 376 Date Functions ................................................................................ 378 Other Functions .............................................................................. 379 Appendix B: Checklist Preparation .................................................. 380 Appendix C: Checklist to Assist with Compliance for OSHA 1910.119 .... 382 Appendix D: Analyzing Operating Instructions, Batch Processes and Plant Modifications ....................................................................... 383 Methods of Analyzing Operating Instructions and Batch Operations. ....... 384 Methods for Studying Plant Modifications ............................................ 385 Tutorial A: Creating a Template From Scratch ................................. 386 Creating a Blank Template................................................................ 387 Preparation for Creating a New Template ............................................ 389 Creating the Hierarchy ..................................................................... 392 Adding Administration Information to the Hierarchy ............................. 395 Adding the Risk Matrix ..................................................................... 396 Adding Codes and Categories ............................................................ 401 Adding Markers ............................................................................... 404 Displaying the Hierarchy in Sheets..................................................... 407 Formatting your Forms and Worksheets ............................................. 419 Rearranging the Sheets .................................................................... 421 Further Customization...................................................................... 426 Tutorial B: Data Mirroring................................................................ 427 Adding Data Mirroring ...................................................................... 428 Entering Information in the Data Mirrored Fields .................................. 432 Tutorial C: Plotting Your Analyses ................................................... 438 Creating 2-D Bar, 2-D Line and Pareto Charts ..................................... 439 Creating a 3-D Bar Chart .................................................................. 451 Tutorial D: Creating Dependency Matrices....................................... 461 What are Dependency Matrices? ........................................................ 462 Dependency Matrices in PHA-Pro ....................................................... 463 Creating the Hierarchy ..................................................................... 464 Creating a Simple Dependency Matrix ................................................ 466 Creating a Cascading Dependency Matrix with Conditional Data Mirroring 476 Suggested Reading.......................................................................... 483 Index .............................................................................................. 485

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Preface

PREFACE Welcome to PHA-Pro®, the most comprehensive and innovative software tool for conducting a Process HAzards Analysis. It provides expert guidance for studying a full range of products to help companies identify potential problems in order to eliminate them, or at least reduce their likelihood of occurring and minimize their harmful effects. PHA-Pro includes numerous features that make it quick and easy to record information, generate quantitative risk data and create PDF and HTML reports. This manual shows you how to get the most out of these features. PHA-Pro not only helps you to conduct a PHA, it also facilitates your study. The predefined hierarchy immediately gives structure and focus to your PHA. The built-in libraries aid you in quickly entering data instead of having to recreate it from scratch, and the libraries can also help your PHA team to brainstorm. In short, this software stands out from generic products, such as spreadsheets, that were never specifically designed for an PHA environment. When you open PHA-Pro, you can immediately begin conducting your Process Hazards Analysis much more quickly, efficiently and cost-effectively. This section discusses the following topics: IHS End-User License Agreement for Desktop Pro Software Products on page v.

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IHS End-User License Agreement for Desktop Pro Software Products

IMPORTANT--READ CAREFULLY: This IHS End-User License Agreement ("EULA") is a legal agreement between you (“Client”) (either an individual or a single entity) and IHS Global Canada Limited (“IHS”), a corporation located in Calgary, AB Canada, for the Desktop Pro software products , which includes computer software and/or associated media and printed materials, and may include "on-line" or electronic documentation ("Product(s)"). By installing, or otherwise using the Product(s), Client agrees to be bound by the terms of this EULA. If Client does not agree to the terms of this EULA, promptly return the download link or unopened Product(s) to the place from which Client obtained it. Entering the keycode constitutes agreement with the terms of the EULA. 1. GRANT OF LICENSE. Subject to the terms and conditions of this EULA, for the Product(s) set forth in any executed Quote, IHS grants to Client a Stand Alone PC License, ,as set out in the Quote ,that is nonexclusive, nontransferable, nonsublicensable and revocable for the term set forth in the Quote for each Product, solely for its own internal use. Stand Alone PC License. Client may install and use one copy of the Product(s) on the local hard drive of a single computer. The primary user of the computer on which the Product(s) is installed may make one copy for backup purposes only. The Product(s) may only be used by individuals who are “Authorized Users”, defined as: full or part-time employees of Client and those Client contractors who are required to access the Product(s) set forth on the Quote solely for the purpose of assisting Client in its internal business purposes. Client will be fully liable and responsible for the acts and omissions of its Authorized Users. 2. MAINTENANCE AND SUPPORT . The initial term of the Maintenance and Support is set forth in the Quote. So long as Client is not in material breach of this EULA, the Maintenance and Support automatically will renew for successive renewal terms of 12 months (or as specified in the Quote) unless Client provides IHS with written notice of its intent not to renew at least 30 days prior to the end of the initial or any renewal term. Maintenance and Support is provided in accordance with the terms of the IHS Customer Care User Guide as posted on ecn.ihs.com. 3. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS.

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•

•

•

• • •

Client understands and agrees that the Product(s) are the proprietary, confidential and/or trade secret information of IHS or a third party whose product may be licensed with the Product(s) or recommended in connection with installation and use of the Product(s) and that the confidential period of such Product(s) along with the third party product(s) remains so in perpetuity. Except as may be expressly authorized herein, Client may not transfer, sublicense, relicense, disclose to third parties or commercially exploit Product(s), or use Product(s) for third party transactions, commercial timesharing, rental or service bureau use or publicly perform or publicly display Product(s) or otherwise reproduce, directly or indirectly, the Product(s) in whole or in part, or any materials relating thereto. Client must take all reasonable steps to ensure that no unauthorized persons shall have access to the Product(s) and that all authorized persons having access to the Product(s) shall refrain from any such disclosure, duplication or reproduction. Client must not reverse engineer, disassemble, decompile, create derivative works or otherwise alter or modify Product(s) provided hereunder. Client may not copy the printed materials accompanying the Product(s). Client shall not publish or disclose any results of any benchmark tests run on the Product(s) Client shall not run and/or access the Product(s) through a hardware or software terminal server or emulator such as “Citrix” or comparable servers or technology.

4. INTELLECTUAL PROPERTY. Subject only to the licenses expressly granted in the Quote and herein, IHS or its third party providers will be the sole owner of all intellectual property rights in and to the Product(s). Client will not remove any copyright, trademark or other proprietary notices of IHS or any third Party contained on or in the Product(s) and Client will reproduce all such notices on all copies permitted to be made by Client under this EULA. 5. EXPORT CONTROL/FOREIGN CORRUPT PRACTICES ACT. The Product(s) provided by IHS under this Agreement may contain technical data (e.g., encryption technology) the export, re-export, transfer or sale of which is controlled by U.S. export control laws. Client warrants and represents to IHS that Client will not itself or through others export or re-export the Product(s) in any manner or form. Both parties will comply with all applicable country laws relating to anti-corruption and anti-bribery, including the US Foreign Corrupt Practices Act and the UK Anti-Bribery Act. Both parties represent and affirm that no bribes or corrupt actions have or will be offered, given, received or performed in relation to the procurement or performance of this proposal. For the purposes of this clause, “bribes or corrupt actions” means any payment, gift, or gratuity, whether in cash or kind, intended to obtain or retain an advantage, or any other action deemed to be corrupt under the applicable country laws.

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Preface

6. WARRANTY. IHS warrants that the Product(s) provided by IHS under this EULA will comply with all material specifications set forth in the Documentation accompanying the Product(s) for a period of 90 days from date of delivery, if Client is to install or 90 days from date of installation, if IHS is to install. IHS warrants that such Product(s) does not contain known viruses or other lock-out capabilities, unless expressly set forth in the Quote. IHS does not warrant that such Product(s) will be free from virus and bugs. To enforce this warranty, Client must provide IHS with written notification of any failure of said Product(s) to comply with any material specification within the warranty period set forth above. IHS must be able to replicate such failure. Client’s sole and exclusive remedy for any such replicated failure, at IHS’ sole option, is to: (i) use commercially reasonable efforts to correct such failure within 30 days of receipt of said written notice from Client; or (ii) refund the pro rata Fees paid by Client for the defective portion of the Product(s), based upon a five year depreciation schedule. IHS DISCLAIMS ALL OTHER EXPRESS OR IMPLIED WARRANTIES, CONDITIONS AND OTHER TERMS, WHETHER STATUTORY, ARISING FROM COURSE OF DEALING, OR OTHERWISE, INCLUDING WITHOUT LIMITATION TERMS AS TO QUALITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. CLIENT ASSUMES ALL RISK IN USING THE RESULTS OF PRODUCT(S). 7. FEES: All fees relating to this EULA and the relevant Quote are exclusive of and Client is solely responsible for payment of all applicable taxes which shall be paid by the Client. All fees are due in net 30 days terms after the date of the relevant invoice issued by IHS. 8. LIMITATION OF LIABILITY. IN NO EVENT WILL IHS OR ITS SUPPLIERS BE LIABLE FOR ANY INDIRECT, SPECIAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES OF ANY KIND OR NATURE WHATSOEVER, SUFFERED BY CLIENT, INCLUDING, WITHOUT LIMITATION, LOST PROFITS, LOST DATA, LOSS OF REPUTATION, LOSS OF GOOD WILL, BUSINESS INTERRUPTIONS OR OTHER ECONOMIC LOSS ARISING OUT OF OR RELATED TO THIS EULA AND ANY QUOTES OR ANY USE OF OR INABILITY TO USE PRODUCT(S) EVEN IF ADVISED IN ADVANCE OF THE POSSIBILITY OF SAME. IHS IS NOT LIABLE FOR ANY DAMAGES ARISING OUT OF OR RELATED IN ANY WAY TO: (i) THE ACCURACY OR COMPLETENESS OF CLIENT INFORMATION; OR (ii) USE OF PRODUCT(S) OR SERVICES; OR (iii) CLIENTS’ NEGLIGENCE AND WILLFUL ACT; OR (iv) MODIFICATIONS TO PRODUCT(S) OR SERVICES; WHETHER SUCH DAMAGES ARE SUFFERED BY CLIENT OR ANY THIRD PARTY. IHS’s total aggregate liability in contract, tort, (including negligence) misrepresentation or otherwise,

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including liability for any damages arising out of or related to this EULA or any Quote will not exceed the Fees paid by Client hereunder for the defective portion of the Product(s) that is the subject of the claim. 9. AUDIT. At IHS’ request, Client shall within thirty (30) days fully document and certify to IHS in writing that all Product(s) are being used in accordance with the terms and conditions of this EULA and Quote. Not more than once annually (unless prior violations have been discovered) during the term of this EULA and one (1) year thereafter, IHS may audit relevant records at Client’s location during normal business hours to enable IHS to ensure Client’s compliance with this EULA and Quote. If an audit reveals that Client has underpaid applicable fees and/or charges to IHS, Client shall be invoiced for such underpaid fees on the then current prices in effect and IHS’ reasonable costs of conducting the audit. 10. MISCELLANEOUS. This EULA is governed by the laws of the State of New York. The Parties may not modify, alter or amend this EULA or any Quote except by written instrument duly executed by authorized representatives of both Parties. The Product(s) are provided subject to US Government Restricted Rights legend. Client may assign this Agreement to any third party (whether directly or indirectly, by operation of law or otherwise) only with the prior written consent of IHS. This EULA and the Quote set forth the entire agreement between the parties and supersede any and all prior proposals, understandings, representations, agreements, undertakings, statements or communications, written or oral, of the parties with respect to the subject matter hereof. Nothing contained in any Clientissued purchase order, purchase order acknowledgement, purchase order terms and conditions or invoice will in any way modify or add any additional terms or conditions to this EULA. Such Client-issued purchase orders are for Client’s internal purposes only and do not affect in any way Client’s obligations under this EULA; provided however that such typically variable terms as price, quantity, tax exempt status, delivery date, shipping instructions and the like, as applicable and only as mutually agreed upon, and as may be specified on Client-issued purchase orders.

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Chapter 1: Installing PHA-Pro

CHAPTER 1: INSTALLING PHA-PRO Installing PHA-Pro is a simple task. This guide tells you the minimum system requirements your computer must have and the steps you need to perform to install the software. You will learn how to start PHA-Pro and authorize your license so you can begin a new study. The chapter also explains how to update the software, how to remove it from your computer, and how to transfer it to another computer or server This section discusses the following topics: Minimum System Requirements on page 2. Installing PHA-Pro on page 3. Changing File Locations on page 8. Starting the Software on page 9. Authorizing Your License on page 10. Updating PHA-Pro on page 12. Re-Installing the My Documents Shortcuts on page 13. Uninstalling PHA-Pro on page 14.

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Chapter 1: Installing PHA-Pro

Minimum System Requirements In order for PHA-Pro to run on your system, your computer must meet the following minimum system requirements: Operating System

Computer/ Processor

Available Hard Disk Space*

Memory

Workstation /Client Computer** Install: Windows XP SP 2

733MHz microprocessor

50 MB (program)

Windows Vista Business SP 1

1 GHz microprocessor

50 MB (program)

Windows 7

1 GHz microprocessor

50 MB (program)

1 GB (database)

1 GB (database)

1 GB (database)

512 MB

1 GB

1 GB

Network Server Install: Windows Server 2003

733MHz microprocessor

50 MB (program)

Windows Server 2008

733MHz microprocessor

50 MB (program)

1 GB (database)

1 GB (database)

512 MB

512 MB

Note: Network Servers require .NET 2.0 or greater.

*Additional space is required during setup. **Diskspace for a client computer install is 10 MB.

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Chapter 1: Installing PHA-Pro

Installing PHA-Pro PHA-Pro must be installed either on a single workstation, or on a network server for several users. You cannot run the program from the CD. To successfully install and run PHA-Pro, you must be able to install the program by one of the following: • • •

Internet access that supports file downloads. CD-ROM or DVD Drive. Networked shared drive containing the setup files.

The maximum number of users that can use PHA-Pro at any given time is equal to the number of licenses that you have purchased. For example, if you have purchased three licenses and they are all being used, the fourth person attempting to load PHA-Pro is placed in 'queue' for access. This section discusses the following topics: Installing PHA-Pro on a Single Workstation on page 3. Installing PHA-Pro on a Windows 2003, 2008 Server on page 4. Client Installation Setup on page 6. Alternate Network Setup on page 6. Setting Folder Options on page 7. Installation Support on page 7. Installing PHA-Pro on a Single Workstation

To install PHA-Pro on a single workstation: Note: You must have administrator privileges before installing this software. Contact your Information Systems Specialist for assistance if necessary. Note: In order to install this software on a Vista or Windows 7 machine, you must run the installer as an administrator. You can do this by right clicking the installation package and selecting "Run as Administrator". Contact your Information Systems Specialist for assistance if necessary. Step 1.

Action Download package from web site and run the .exe file. OR If installing from the CD: 1.

2. 3.

Place the CD in the CD-ROM or DVD drive. The AutoPlay brings up a product selection window (if AutoPlay is disabled, double-click your CD-ROM in My Computer to manually launch selection window). Select the required PHA-Pro from list. Select Install Software.

The Welcome to Setup Wizard window appears. 2.

Click Next. The End-User License Agreement screen opens.

3.

Select the I accept the terms in the License Agreement radio button.

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Step 4.

Action Click Next. The Choose Setup Type window appears.

5.

Click Workstation button. The Install Location screen opens.

6.

If you want to change the location of where the program is to be installed, enter the new location in the text field. By default, PHA-Pro is installed to C:/Program Files/PHA-Pro.

7.

Select the language that you want the software to use from the drop-down list. Note: If you are going to use Right to Left or Asian Languages: 1. On the Windows Tool bar, click Start. 2. Go to Control Panel>Regional and Languages Support. 3. Click Languages. 4. Ensure that the two following check boxes are selected: • Install files for complex script and right-to-left languages (Including Thai). • Install files for East Asian languages. When you select these boxes, you may have to install additional Windows files.

8.

Click Next. The Ready to Install window appears.

9.

Click Install. PHA-Pro installs.

10.

Click Finish.

The first time you launch PHA-Pro, the License Configuration dialog box opens. It asks for a License to authorize the copy of PHA-Pro. For information on authorizing your software, see Authorizing Your License on page 10. Note: If you are updating to PHA-Pro 8.0 from an earlier version, you must request a kill code from Application Support as well as request a new license.

Installing PHA-Pro on a Windows 2003, 2008 Server

When installing PHA-Pro on a Windows® server, you must ensure that: • • •

The program is installed directly onto the server itself - no mapped or virtual drive installations. The Dyadem program directory must be 'shared' with full access. Users must be given full access privileges to the Dyadem directory share, and its sub-folders and files (read, write, modify, delete).

To install PHA-Pro on a Windows 2003, 2008 Server: Step 1.

Action Log into the server with administrator rights.

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Step 2.

Action Download package from web site and run the .exe file. OR If installing from the CD: 1.

2. 3.

Place the CD in the CD-ROM or DVD drive. The AutoPlay brings up a product selection window (if AutoPlay is disabled, double-click your CD-ROM in My Computer to manually launch selection window). Select the applicable PHA-Pro from list. Select Install Software.

Note: The application must be loaded on the local drive of the server. 3.

Click Next. The End-User License Agreement screen opens.

4.

Select the I accept the terms in the License Agreement radio button.

5.

Click Next. The Choose Setup Type window appears.

6.

Click Network Server button. The Install Location screen opens.

7.

If you want to change the location of where the program is to be installed, enter the new location in the text field. By default, PHA-Pro is installed to C:/Program Files/PHA-Pro.

8.

Select the language that you want the software to use from the drop-down list. Note: If you are going to use Right to Left or Asian Languages: 1. On the Windows Tool Bar, click Start. 2. Go to Control Panel>Regional and Languages Support. 3. Click Languages. 4. Ensure that the two following check boxes are selected: • Install files for complex script and right-to-left languages (Including Thai). • Install files for East Asian languages. When you select these boxes, you may have to install additional Windows files.

9.

Click Next. The Ready to Install window appears.

10.

Click Install. PHA-Pro installs.

11.

Click Finish.

12.

Install shortcuts on the individual workstations. For more information, see Client Installation Setup on page 6.

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Chapter 1: Installing PHA-Pro

The first time you launch PHA-Pro, the License Configuration dialog box opens. It asks for a License to authorize the copy of PHA-Pro. For information on authorizing your software, see Authorizing Your License on page 10. Note: If you are updating to PHA-Pro 8.0 from an earlier version, you must request a kill code from Application Support as well as request a new license.

Client Installation Setup

Once PHA-Pro has been set up on your server, you must set up the individual workstations to access to the program. You can set up as many individual workstations as you require. The maximum number of users that can use PHA-Pro at any given time, however, equals the number of licenses purchased. If you require additional licenses, please contact your vendor. Note: In order to install this software on a Vista machine, you must run the installer as an administrator. You can do this by right clicking the installation package and selecting "Run as Administrator". Contact your Information Systems Specialist for assistance if necessary.

To setup client access to the network version of PHA-Pro: Step

Alternate Network Setup

Action

1.

Login to the workstation with administrator rights.

2.

Point to the PHA-Pro 8.0.3.1 client setup.exe file on the server.

3.

Run the exe and follow the Wizard.

An alternate network installation for PHA-Pro is to set up the license on your server and install unlicensed copies of PHA-Pro on your workstations. When you start PHA-Pro on the workstation, it authorizes its license against that on the server. This allows the workstations to work faster than if the program was on server. To set up the license on your server and install unlicensed copies on your workstations: Step 1.

Action Install PHA-Pro on the server. For more information, see Installing PHA-Pro on a Windows 2003, 2008 Server on page 4.

2.

Run PHA-Pro on the server and give it a network license. For more information, see Authorizing Your Copy on page 11.

3.

Install PHA-Pro on the client computer. For more information, see Installing PHA-Pro on a Single Workstation on page 3.

4.

Run PHA-Pro on the client computer. The License Configuration dialog box opens. Note: Do not license PHA-Pro on the client computer. If it is already licensed, go to Help>License to open the dialog box.

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Step

Action

5.

Within the License dialog box, click the See more options.

6.

Click Change license location.

7.

Click the Browse button.

8.

Find the folder on the server where PHA-Pro was installed in step 1.

9.

Select this folder and click OK.

10.

Click OK to exit the Choose License Location dialog box. A message tells you that PHA-Pro needs to be restarted.

11.

Click OK. PHA-Pro automatically restarts.

You can install as many unlicensed copies of PHA-Pro as you require. The maximum number of users that can use PHA-Pro at any given time, however, equals the number of licenses purchased. If you require additional licenses, please contact your vendor. Setting Folder Options

The settings.ini file allows you to set up certain options in a central location. Once set up, these options will be the same for all users of the network license. You can also lock these settings so that individual users cannot change them. A sample ini file is as follows: [folders] DocumentFolder=\\Server1\Share\Documents TemplateFolder=\\Server1\Share\Templates LibraryFolder=\\Server1\Share\Libraries AutobackupFolder=\\Server2\Share\Autobackup DocumentFolderLock=1 TemplateFolderLock=1 LibraryFolderLock=1 AutobackupFolderLock=1

In the above sample, each option name corresponds to the File Location option in PHA-Pro. For more information, see Changing File Locations on page 8. For each folder option in the ini file, there is a corresponding lock option that locks the folder so that users cannot change it. For example for the folder option DocumentFolder, there is the lock option DocumentFolderLock. Note: You do not have to specify the lock option to allow users to change the folder settings. If you omit the option, the folder setting in the ini file defaults to allowing changes.

Installation Support

There may be some issues on a case-by-case basis, which are inherent in server installs. If you have issues with your network installation, you can contact us at: [email protected] or call 416.649-9224.

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Chapter 1: Installing PHA-Pro

Changing File Locations You control where the software stores your PHA-Pro files, templates, libraries and backup files. Note: If you want to change these locations on a server for a network license, you can make these changes in the settings.ini file. For more information, see Setting Folder Options on page 7.

To change the folder where PHA-Pro stores its files, templates, libraries and backup files: Step 1.

Action Go to Tools>Options. The Options dialog box opens.

2.

Click the File Locations tab. This tab lists the following folders and their location on your computer system: • Documents. • Template Files. • Library Files. • Auto-Backup Files. Note: The Data Files are also listed but without a location. These files contain the change logs, revision history and should not be moved.

3.

To change the storage folder, either: Double-click the folder. Or Click the folder and then click Modify. The Browse for Folder dialog box appears. The current folder appears highlighted in the list.

4.

Click the desired folder.

5.

Click OK to close the Browse for Folder dialog box.

6.

In the Options dialog box, click OK.

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Chapter 1: Installing PHA-Pro

Starting the Software To launch PHA-Pro on your computer: Step

Action

1.

On the Start menu, point to Programs.

2.

Select the PHA-Pro folder

3.

Click the PHA-Pro icon. PHA-Pro opens on your screen. Note: If you are starting the PHA-Pro for the first time, see Authorizing Your License on page 10.

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Chapter 1: Installing PHA-Pro

Authorizing Your License Once you have installed PHA-Pro, you must authorize its license using a license. This is a two stage process. You apply for a license, and then when you receive the license, you use it to authorize your copy of PHA-Pro. Note: If you are updating to PHA-Pro 8.0 from an earlier version, you must request a kill code from Application Support as well as request a new license.

This section discusses the following topics: Applying for Your License on page 10. Authorizing Your Copy on page 11. Applying for Your License

The first time you start PHA-Pro, the License Configuration dialog box opens. To apply for the license, you must complete the License Configuration form and email it to us. You will receive a file with the license that contains the activation codes that you require to validate PHA-Pro. To authorize your license: Step 1.

Action If you are authorizing a Network licence, you must first enter the network location for the license: 1. 2. 3.

Click Show More Options. Click Change License Location. Enter the network location for where the license is to be placed.

Note: Even if you are placing the license on the same server, you must enter the network address for the folder. In other words, you must enter ///PHA-Pro rather than C:\program files\PHA-Pro. 4. Click Ok. 5. Click Ok to restart PHA-Pro. Tip:

2.

You can use this procedure to place a workstation license in a different folder on your computer. Do not use the network address. The default license address is the folder where the software is installed.

Click Request a License. The Request License dialog box opens.

3.

Complete the following fields on yourself and your company: • • • • • • •

Name. Title. Company. Department. Phone. Extension. E-mail Address.

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Step 4.

Action From the Type of License drop-down list, select the type of license: • • • •

Free Workstation Evaluation (time-limited). Free Network Evaluation (time-limited) Full Workstation License. Full Network License.

5.

Enter the Serial Number in the Serial # field. (Required for full license)

6.

Enter any additional information in Notes field.

7.

Enter the following information on your account manager or customer care representative: • •

8.

Name. E-mail address.

Click either: • Send Request by E-mail Now. • Save Request to File. Note: The latter option is required if you use web-based e-mail or unsupported e-mail software. You must e-mail the file to [email protected]. Tip:

If you are saving the request to file, we suggest that you save the file to your desktop. This will make the file easier to find when you email the request.

A file containing the access codes is e-mailed to you.

Authorizing Your Copy

After you receive the license, save it to your computer and then apply it to the software. Once this is done, the software can be used. To authorize your copy of PHA-Pro: Step

Action

1.

Open the e-mail reply.

2.

On the e-mail menu, go to File>Save Attachments.

3.

Use the Save As dialog box to save the key to the same folder as the key request.

4.

Open PHA-Pro. The License dialog box opens.

5.

Click Load License from File. The Open dialog box opens.

6.

Using the Look in field, navigate to the folder containing the license.

7.

Select the file containing the license.

8.

Click Open. Your copy of PHA-Pro is licensed and ready for use.

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Updating PHA-Pro IHS regularly updates its software to add new features, deal with known issues and otherwise improve the quality of its products. Registered owners of PHA-Pro can always download the latest update from ECN. Installing an update on your computer does not void your existing license. Updating the software does not void your existing license. Note: If you are updating a network licensed version of PHA-Pro, you must update the program at the server. If updating an alternate network installation, you must update the program at the server and at each workstations.

When you update PHA-Pro, it uses the last language set. Note: The language setting is found in the regedit file. When you uninstall PHAPro, the file is not affected, and the settings remain. The new version uses the regedit file settings. If you want to clear the settings, you must go into regedit and clear the setting manually.

Downloading Updates from the Web

To download an update of PHA-Pro: Note: If you are updating to PHA-Pro 8.0 from an earlier version, you must request a kill code from Application Support as well as request a new license. Step 1.

Action Go to Help>About PHA-Pro. The About dialog box appears. Under Version, the dialog box displays the version number of PHA-Pro that is installed on your computer system.

2.

Record this number on a piece of paper.

3.

Click OK. The dialog box closes.

4.

Open Internet Explorer and go to ecn.ihs.com.

5.

Login with your username and password.

6.

Navigate to the download page for product updates.

7.

Compare the version number displayed on this Web page with the information you recorded in step 3. If the information is the same, your copy of PHA-Pro is already up-todate.

8.

If an update is available, click the download link and follow the instructions on your screen. Note: Before installing the update, you must remove the ApplicationSettings.cfg file. This allows the program to create the shortcuts to the Templates, Libraries and Sample Studies folders. For more information, see Maintaining the Shortcuts Before Updating on page 13.

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Re-Installing the My Documents Shortcuts A folder entitled PHA-Pro Documents is created under My Documents as a shortcut to the Templates, Libraries and Sample Studies folders. PHA-Pro adds them when it is first run on the computer. When the program is updated or reinstalled, these shortcuts are lost. You can, however, carry out a simple procedure to ensure that the shortcuts remain. This section discusses the following topics: Maintaining the Shortcuts Before Updating on page 13. Re-Installing the Shortcuts After an Upgrade on page 13 Maintaining the Shortcuts Before Updating

To ensure that the shortcuts remain before updating the program: Step

Action

1.

Before installing the update, using Windows Explorer go to C:\Documents and Settings\\Application Data\Dyadem\PHA-Pro 7.

2.

Delete the ApplicationSettings.cfg file. You can now update the program without losing the shortcuts.

Re-Installing the Shortcuts After an Upgrade

If you installed an update without removing the ApplicationSettings.cfg file, the shortcut to the Templates, Libraries and Sample Studies folders will be missing. To re-install the shortcuts on an updated version of the program: Step

Action

1.

Close the program.

2.

Using Windows Explorer, go to C:\Documents and Settings\\Application Data\Dyadem\PHA-Pro 7.

3.

Delete the ApplicationSettings.cfg file. The shortcuts are re-installed the next time the program is opened.

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Uninstalling PHA-Pro When you install PHA-Pro, the setup program also adds an “uninstall” program to your system. The uninstall program records the activity during the installation process, and you can use it to safely remove PHA-Pro from your computer. Note: Uninstalling PHA-Pro terminates your license, and may cause the loss of data.

To uninstall PHA-Pro: Step

Action

1.

On the Start menu, click Programs.

2.

Select the PHA-Pro folder.

3.

Click Uninstall PHA-Pro. A confirmation dialog box opens.

4.

Click Yes. The PHA-Pro is removed from your system.

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Chapter 2: Methodologies and Advanced Techniques

CHAPTER 2: METHODOLOGIES AND ADVANCED TECHNIQUES PHA-Pro software is specifically designed for conducting a Process Hazards Analysis (PHA) in a wide variety of industrial settings. It supports the most commonly used PHA methodologies and provides many features that empower you to complete studies quickly and efficiently. This overview discusses the PHA methodologies supported by PHA-Pro, including the strengths and limitations of each method. Understanding these basics is essential for choosing the approach that best meets your needs and for planning an effective study. For more information, see Guidelines for Process Hazards Analysis, Hazards Identification & Risk Analysis, 3rd Edition (2003). This section discusses the following topics: Risk Concepts on page 16. Choosing a PHA Methodology on page 18. Methodologies Supported by PHA-Pro on page 19. HAZOP Methodology on page 20. What If Methodology on page 27. Checklist Methodology on page 29. What If/Checklist Methodology on page 31. Failure Mode and Effects Analysis Methodology on page 33. Preliminary Hazards Analysis Methodology on page 35. Hazard Analysis Critical Control Points Methodology on page 37. Layer of Protection Analysis (LOPA) Methodology on page 39. Safety Integrity Level (SIL) Methodology on page 50.

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Risk Concepts Before carrying out a PHA to identifying hazard, you should understand the difference between hazard and risk. Many people often confuse risk and hazard. Although related, they are not the same. This section discusses the following topics: What is a Hazard? on page 16. Identifying Hazards on page 16 What is Risk? on page 16. Managing Risk on page 16. As Low As Reasonably Practicable (ALARP) on page 16. What is a Hazard?

A hazard is an inherent chemical or physical characteristic that has the potential for causing damage to people, property, or the environment.

Identifying Hazards

When identifying hazards, you must identify the following: • • • •

Potential loss of containment situations. Causes that can result in loss of containment. Potential consequences of loss of containment. Potential safeguards that may: • •

What is Risk?

Prevent loss of containment. Mitigate or reduce the consequences.

Risk is a measure of the consequence of a hazard and the frequency with which it is likely to occur. In mathematical terms, Risk can be defined as the product of Consequence and Frequency: RISK = CONSEQUENCE X FREQUENCY

Managing Risk

The first step in managing risk is to identify the hazards of the process. Your PHA team must evaluate hazards that can potentially impact people, the environment, our business and the corporate reputation. The second step is to assess the risks. The frequency and consequences of each hazard are determined to determine the risk. If the hazard does not pose a serious risk, it is reviewed from an economic standpoint for cost effectiveness and for implementation. For non-serious risks, the concept of ALARP is applied. For more information, see As Low As Reasonably Practicable (ALARP) on page 16. The third step is to manage the risks. This can only be done once the hazards have been identified, and the risks assessed. Depending on the level of risk, the decision to accept the risk or take remedial action(s) is made.

As Low As Reasonably Practicable (ALARP)

Not all risks can be eliminated. ALARP is balancing risk reduction against the time, difficulty, and cost of achieving it. ALARP is based on the principle of

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reducing risk to a level such that any further risk reduction would cost more than the benefits incurred.

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Choosing a PHA Methodology Each PHA methodology is best suited for different circumstances, but all have a similar format. In general, a PHA identifies four key elements: • • • •

The source of the hazard – also referred to as the cause, the “what if” item, the hazard or the failure mode, depending on the type of PHA study. The consequence, impact or effect – results from exposure to the hazard. Safeguards, controls or mitigative features – intended to prevent the hazard from occurring or reduce the consequences that result. Recommendations – actions that can be taken if the safeguards, controls or mitigative features are considered inadequate, or if none are in place.

When choosing a methodology, consider the following: • • • • • • •

Extent of the risk – is it high, medium or low? Familiarity – how familiar are you and your team with the plant or process being studied? Stage of the facility life – is the facility you are studying in the planning stages, already in existence or is it being modified? Stage of the process – at which point of the operation or design cycle is the PHA being applied? Equipment – is the analysis limited to certain items of equipment? Type of process – is the process batch or continuous? Internal and external regulatory requirements - do these require a specific methodology?

Since these considerations can vary greatly from one situation to the next, identifying which methodology is right for your particular needs is beyond the scope of this manual. Instead, general guidelines are presented. Choosing a suitable approach is always the responsibility of you and your colleagues because no one else is more familiar with your situation. When in doubt, choose a rigorous methodology to reduce the chances of incomplete assessment.

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Methodologies Supported by PHA-Pro PHA-Pro supports the following PHA methodologies: • • • • • • • •

Guide Word HAZOP. Knowledge Based HAZOP. What If. Checklist. What If/Checklist. Failure Modes and Effects Analysis (FMEA). Preliminary Hazards Analysis (PrHA). Hazard Analysis Critical Control Points (HACCP).

PHA-Pro also supports: • •

Safety Integrity Level (SIL) assessment methodology. Layer of Protection Analysis (LOPA) methodology.

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HAZOP Methodology HAZards and OPerability analysis (HAZOP) simulates abnormal behavior by considering deviations and disturbances due to causes likely to impact immediate and surrounding plant resulting in consequences. The study team then decides whether the design has adequate features that can prevent occurrence or limit the consequential effects. If no such safeguards exist, then the team considers what actions are needed to remedy the situation. Guide Word HAZOP is one of the most rigorous PHA methodologies, and many experts believe this approach gives the most complete analysis. Knowledge Based HAZOP can also be a valuable technique, provided that the engineering, plant and facility design standards and procedures are extensive and that the study team is highly experienced. This section discusses the following topics: Guide Word HAZOP on page 20. The Cause-by-Cause Methodology on page 22. The Deviation-by-Deviation Methodology on page 22. Methodology for Guide Word HAZOP on page 23. Assigning Nodes on page 23. Examining Causes of Deviations on page 23. Identifying Consequences, Safeguards and Recommendations on page 23. Team Requirements on page 24. Data Requirements on page 24. Time Requirements on page 24. Advantages of Guide Word HAZOP on page 24. Limitations of Guide Word HAZOP on page 25. Knowledge Based HAZOP on page 25. Time Requirements of Knowledge Based HAZOP on page 25. Advantages of Knowledge Based HAZOP on page 26. Limitations of Knowledge Based HAZOP on page 26. Guide Word HAZOP

Guide Word HAZOP is a qualitative PHA method that identifies potential hazards and operating problems. This technique applies guide words to process parameters to create deviations from the design intention. Guide Word + Parameter = Deviation Example: High + Flow = High Flow

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The deviations apply to specific items, known as nodes. Risk analysts use Guide Word HAZOP to identify process and/or operational hazards as well as unacceptable risk situations. The following table presents some examples of guide words and parameters. Note: Not all guide words can be applied to all parameters. For example, it is invalid to combine the guide word “Reverse” with the parameter “Temperature” because “Reverse Temperature” does not exist.

Guide Words

Parameters

No (or None)

Flow

More (or Higher)

Pressure

Less (or Low)

Temperature

Reverse

Level

Other than

Concentration

Sooner / Later

Viscosity pH

In this table, guide words are defined and then matched with parameters to create sample deviations: Guide Word

Meaning

Example Deviation

No, None

Negation of design intent

No flow

More, High

Quantitative increase (above design intent)

More flow

Less, Low

Quantitative decrease (below design intent)

Less flow

Part of

Qualitative decrease (below design intent)

Part of stream composition is missing

As well as

Qualitative increase (above design intent)

More components present than there should be (more impurities, contaminants)

Reverse

Logical opposite of design intent

Reverse flow

Other than

Alternative mode (what else can happen)

Startup, shutdown, power failure

The main focuses of Guide Word HAZOP are P&IDs and PFDs. Equipment specification, shut down logic, etc., and other process documentation are used as supporting documents. The analysis requires a multi-disciplinary team with members experienced in HAZOP, plant design, operation and maintenance. Study

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sessions must be dedicated to risk, not side issues, and must include a systematic review of all equipment items. This methodology is applicable to continuous processes, batch processes and written procedures, such as operating instructions. The technique can be used for new designs at later stages, existing processes, revamp cases and plant modifications. Some of the newer applications of Guide Word HAZOP include computer-controlled systems critiques. Becoming familiar with Guide Word HAZOP is highly recommended before you begin using other PHA techniques. Once you learn how to use the Guide Word HAZOP methodology, the other techniques are relatively simple to follow. The Cause-by-Cause Methodology

The Cause-by-Cause (CBC) methodology links each cause to consequences, safeguards and recommendations. CBC is an accurate HAZOP methodology because it is fully auditable. In the following example, there are three causes, two consequences, three safeguards and two recommendations:

The Deviation-by-Deviation Methodology

Related Consequences

Related Safeguards

Related Recommendations

Cause 1

Consequence #1 Consequence #2

Safeguard #1 Safeguard #2 Safeguard #3

None required

Cause 2

Consequence #1

Safeguard #1

Recommendation #1

Cause 3

Consequence #2

No safeguard

Recommendation #2

The Deviation-by-Deviation (DBD) methodology records causes, consequences, safeguards and recommendations but does not show linking. This example is for the same situation as in the previous example: Consequences

Safeguards

Recommendations

Cause 1

Consequence #1

Safeguard #1

Recommendation #1

Cause 2

Consequence #2

Safeguard # 2

Cause 3

Safeguard #3

Recommendation#2

Tip: You should use the CBC methodology wherever possible, because regulatory agencies emphasize the need for auditable documentation. The DBD approach may not satisfy such requirements. Note: Other Guide Word HAZOP methodologies include the Exception Only method and the Recommendation (or Action) Only method. These techniques are not recommended due to their lack of thoroughness.

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Methodology for Guide Word HAZOP

Chapter 2: Methodologies and Advanced Techniques

Guide Word HAZOP methodology consists of seven key steps: Step

Action

1.

Assemble up-to-date P&IDs, PFDs, material⁄energy balances, plot plans, equipment specifications and so on.

2.

Divide P&IDs systematically into nodes by line, vessel, pump, heat exchanger number and so forth. Note: Nodes can consist of multiple items, such as Pump + Line + Heat Exchanger.

3.

Prepare HAZOP Outline that lists each node with respective deviations by using guide words applied to parameters.

4.

Record administrative information, such as company name, location, unit, team members and so on.

5.

Assemble HAZOP team and explain process flow sheet, P&ID and so forth, as required.

6.

For each node, examine each deviation for: • • • • •

7.

Assigning Nodes

Possible causes. Potential consequences. Effective safeguards. Recommendation items, if existing safeguards are not adequate. Remarks, if required.

Assign responsibilities for recommendations.

You should assign nodes on a functional basis to reflect a specific function. Most nodes are of the “Line” type, but other categories include Vessels, Compressors, Tanks, and Reactors. Typical examples of nodes include the following: • • •

Transference or heating of a material. Increasing the potential energy by mechanical means, such as a pump. Separation of phases.

You may find it beneficial to join several types of nodes to form a single compound node, such as Line + Pump + Heat Exchanger. Doing so may help you to avoid repetition and to maintain continuity and focus. Examining Causes of Deviations

Identifying Consequences, Safeguards and Recommendations

For each deviation, list all possible causes for the deviation from the design intention. Examples of this procedure might include the following: Deviation

Possible Cause

Low/No Flow

A level control valve failing in the closed position

High Temperature

Uncontrolled runaway exothermic reaction in a reactor

High Pressure

Loss of cooling water to a condenser

For each cause, identify the potential consequences. If you want, you can use the following criteria to help rank each consequence:

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• • • • • • •

Fire. Explosion. Toxicity. Environmental Release. Personnel Safety Loss. Production Loss. Capital Loss.

For each cause, identify the existing safeguards to prevent the cause from occurring and/or mitigate the associated consequences. If the existing safeguards are not adequate to reduce risk to an acceptable level, you need to make recommendations. Team Requirements

A study team conducting a Guide Word HAZOP should ideally include the following individuals: • • • • • •

Data Requirements

Facilitator who is familiar with the Guide Word HAZOP methodology. Person who is entirely familiar with the process. Operations Supervisor. Maintenance Supervisor. Other specialists in areas such as instrumentation, controls, electronics, mechanical operations, and so forth. Scribe (optional).

A typical Guide Word HAZOP requires the following sources of information: • •

Up-to-date drawings, P&IDs, PFDs or equivalent. Supporting documentation, such as: • • • • • •

Time Requirements

Advantages of Guide Word HAZOP

Equipment specifications. Process description. Flow diagram. Material/energy balance. Plot plan. Line designation table.

Depending on the size and complexity of a system, a Guide Word HAZOP usually takes the following amount of time: Preparation

Team Sessions

Simple or small system

About one day

Several days to one week

Large or complex system

Several days

At least one month

Guide Word HAZOP has the following advantages: • •

Thorough and effective. Structured.

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Limitations of Guide Word HAZOP

Guide Word HAZOP has the following disadvantages:

Knowledge Based HAZOP

Knowledge Based HAZOP is a variation of Guide Word HAZOP and is based on the assumption that previous lessons learned, documented and applied can serve as a basis for evaluating and upgrading a facility, system, unit or process. Guide words are replaced for the most part by the knowledge and expertise of the team members and by detailed library checklists. This methodology compares the design to well-established designs and similar design practices that have proven integrity and performance and that are well documented from previous experience. As a result, this approach may be inadequate for new processes with unproven track records.

• •

Time consuming. Can only be used for short study sessions, otherwise team members experience fatigue.

When using Knowledge Based HAZOP, an organization should have the following: • • •

A well-proven track record. Experience with similar designs. Extensive design standards and procedures.

The following are the same as for Guide Word HAZOP: • • • • • • •

Team requirements. Data requirements. Assigning nodes. Assigning consequences. Assigning safeguards. Proposing recommendations. You can use risk matrices. Tip: Use the Knowledge Based Library Checklists that come with PHA-Pro. You can easily modify these libraries to suit your needs. For more information, see Chapter 6: Working with Libraries, Copy From and AutoType on page 137. Tip: Although the use of guide words and parameters to form deviations is not an integral part of Knowledge Based HAZOP, you can apply these items as a last step in the analytical procedure. In doing so, treat the unit in question as a single node.

Time Requirements of Knowledge Based HAZOP

Depending on the size and complexity of a system, a Knowledge Based HAZOP usually takes the following amount of time:

Simple or small system

Preparation

Team Sessions

About one-half to one day

One to three days

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Large or complex system

Preparation

Team Sessions

One or two days

At least two weeks

Advantages of Knowledge Based HAZOP

Knowledge Based HAZOP has the following advantages:

Limitations of Knowledge Based HAZOP

Knowledge Based HAZOP has the following disadvantages:

• •

• • •

Very effective with an experienced team. Time effective.

May not be good with non-proven processes. Team dependent. Assumes good basic standards exist.

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What If Methodology What If analysis is a creative, brainstorming methodology for examining a process, operation or facility. This qualitative technique identifies design faults, potential hazards and operating problems – depending on the team’s experience – by asking “What if …” questions for hazards. An example of such a question might be, “What if the feed material is directed to the wrong storage tank?” The team assesses the consequences of this event and, depending on what safeguards are present, decides upon recommendations for preventing such an occurrence. This section discusses the following topics: When and How to Use What If on page 27. Steps in the What If Procedure on page 27. Time Requirements on page 28. Advantages of What If Analysis on page 28. Limitations of What If Analysis on page 28. When and How to Use What If

You can use What If analysis for either new or existing facilities. The technique is easy to learn and use and can be a powerful tool, but to get the most out of this methodology your team needs an experienced leader and adequate preparation. What If analysis is best used in conjunction with the Checklist method, otherwise the team’s imagination may prove inadequate during study sessions. The following are the same as for Guide Word HAZOP: • • • • • • •

Steps in the What If Procedure

Team requirements. Data requirements. Assigning nodes. Assigning consequences. Assigning safeguards. Proposing recommendations. Using risk matrices.

What If analysis consists of the following steps: Step

Action

1.

Divide the facility or unit into systems and subsystems that perform common functions, much like the approach taken for Guide Word HAZOP.

2.

Postulate problems and failures by asking questions, such as “What if …?” or “Is it possible for … to occur?” or “Has … been considered?”

3.

For each question asked in step 2, record the consequences.

4.

For each question asked in step 2, record any safeguards present that may prevent the occurrence of the hazard or mitigate the consequences.

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Step 5.

Time Requirements

Action For each question asked in step 2, propose any recommendations required to prevent the occurrence of the hazard or mitigate the consequences.

Depending on the size and complexity of a system, a What If study usually takes the following amount of time: Preparation

Team Sessions

Simple or small system

About one-half to one day

One to three days

Large or complex system

One or two days

At least two weeks

Advantages of What If Analysis

What If analysis has following advantages:

Limitations of What If Analysis

What If analysis has following disadvantages:

• •

• •

Easy to learn and use. Powerful in the hands of experienced personnel and when used in combination with the Checklist method.

Much less structured than other methods. Can give poor results unless personnel are experienced and well prepared.

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Checklist Methodology Checklist analysis uses lists of guidelines or procedures to verify the potential risk of the process, operation or facility. Your checklists can be as extensive and detailed as necessary. You can use this PHA technique when designing a new facility or when examining an existing facility. This section discusses the following topics: When and How to Use Checklist Methodology on page 29. Steps in the Checklist Procedure on page 29. Time Requirements on page 30. Advantages of Checklist Analysis on page 30. Limitations of Checklist Analysis on page 30. When and How to Use Checklist Methodology

Using Checklist analysis is beneficial when there is a lack of experienced personnel or when an individual must complete the analysis because a study team is not available. Your study team can be as small as one or two persons, since this technique uses only a checking function. If desired, however, the group can be as large as for a HAZOP. The following are the same as for Guide Word HAZOP: • • • • •

Data requirements. Assigning nodes. Assigning consequences. Assigning safeguards. Proposing recommendations.

For information on creating a checklist, see Appendix B: Checklist Preparation on page 380. Steps in the Checklist Procedure

Checklist analysis requires the following three steps: Step 1.

Action Obtain all checklists that are of value to the study. If no checklists are available, you must create one by first consulting all available sources of information, such as material safety data sheets and research literature.

2.

Designate checklist items that are not applicable as “N/A”.

3.

For checklist items that are applicable, record consequences, current safeguards and any recommendations.

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Time Requirements

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Depending on the size and complexity of a system, Checklist analysis usually takes the following amount of time: Preparation

Team Sessions

Simple or small system

Depends on whether adequate checklists are available

One to two days

Large or complex system

Depends on whether adequate checklists are available

About one week

Advantages of Checklist Analysis

Checklist analysis has the following advantages:

Limitations of Checklist Analysis

Checklist analysis has following disadvantages:

• •

• •

Valuable method when less-experienced personnel are involved; Provides thorough analysis when used in conjunction with the What If methodology.

Requires up-front preparation time to gather information if adequate checklists are not available; Not thorough enough in many cases since it follows a non-analytical, noninteractive methodology.

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What If/Checklist Methodology What If analysis, by itself, is not sufficiently structured to ensure that all possibilities are considered. Likewise, using the Checklist method alone may not identify all possible hazards. What If/Checklist analysis, however, is a powerful combination of the two methods. It provides a thorough analysis when the study team is experienced and the checklist being used is complete. This section discusses the following topics: How to Use What If/Checklist on page 31. Time Requirements on page 31. Advantages of What If/Checklist Analysis on page 31. Limitations of What If/Checklist Analysis on page 31. How to Use What If/Checklist

The following are the same as for Guide Word HAZOP: • • • • • •

Team requirements. Data requirements. Assigning nodes, which are subsystems in What If. Assigning consequences. Assigning safeguards. Proposing recommendations.

For information on creating a checklist, see Appendix B: Checklist Preparation on page 380. Time Requirements

Depending on the size and complexity of a system, What If/Checklist analysis usually takes the following amount of time: Preparation

Team Sessions

Simple or small system

One to two days or more

One to three days

Large or complex system

One to two days or more

At least two weeks

Preparation time depends on the availability of checklists and any time needed to prepare checklists. Advantages of What If/ Checklist Analysis

What If/Checklist analysis has following advantages:

Limitations of What If/ Checklist Analysis

What If/Checklist analysis has following advantages:

• • •

• •

Interesting for participants. Usually very productive with an experienced team. Versatile – no limiting formats or constraints.

May not cover all cases. Very dependent on experience of team members.

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• •

Dependent on obtaining, creating and using good checklists. Unstructured format may reduce credibility with external auditors.

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Failure Mode and Effects Analysis Methodology Failure Mode and Effects Analysis (FMEA) is highly respected as an effective tool for identifying and rectifying problems before potentially harmful or catastrophic failures occur. It is a comprehensive engineering technique that examines the failure modes of equipment and their effects on the system. Failure modes are the ways in which equipment fails to function as required, such as “failure to operate at the prescribed time,” “failure to cease operation at the prescribed time,” “bent,” “blocked,” or “leaking.” FMEA splits facilities into components and subcomponents. Participants then postulate failures, examine effects, record safeguards and recommend modifications. By consulting a Risk Matrix, the study team uses the severity of the consequences and the likelihood of failure to define risk ranking levels for failure modes. This section discusses the following topics: When and How to use FMEA on page 33. Steps in an FMEA Study on page 34. Advantages of FMEA on page 34. Limitations of FMEA on page 34. When and How to use FMEA

FMEA is ideal for analyzing items of equipment or specific systems that are best handled as objects rather than with parameters or operations. The methodology is well suited for examining equipment having interactive mechanical and/or electrical and/or electronic components. FMEA is typically used in the following situations: • • •

On mechanical equipment such as pumps and compressors that have a history of component failures. On systems for which there are few drawings or details but where individual components are readily identifiable. On reliability studies or for input into quantitative risk assessment studies.

The procedure for assigning failure modes, effects, safeguards/controls and recommendations is similar to that for Guide Word HAZOP, except that the failure mode is unique to the component or subcomponent being evaluated. In most cases, only two or three team members – who are specialists in the required fields – are involved in conducting an FMEA. FMEA has limited data requirements. Usually, the only items needed are drawings and other data specific to the equipment or systems being reviewed. The time requirements for an FMEA vary from several hours to several days, or more, depending on the complexity of the equipment or system being examined.

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Steps in an FMEA Study

Chapter 2: Methodologies and Advanced Techniques

An FMEA study requires the following steps: Step

Advantages of FMEA

1.

Divide the system or component of interest into subcomponents, as required.

2.

Postulate a failure of the component or subcomponent.

3.

List the effects of the failure postulated in step 2.

4.

List safeguards or controls that might prevent or mitigate the effects of the failure.

5.

Recommend remedial recommendations to prevent or mitigate failure, if needed.

FMEA has the following advantages: • •

Limitations of FMEA

Action

Very good for analyzing complex equipment such as compressors, prime movers and so forth. Used widely where failures of components in equipment with moving parts can have major consequences.

FMEA has the following disadvantages: • •

Does not relate specific failures that have common causes. Although this technique may be used in conjunction with Fault Tree Analysis to broaden the scope of a study, PHA-Pro does not support the latter methodology.

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Preliminary Hazards Analysis Methodology Preliminary Hazards Analysis (PrHA) determines potential hazards during the conceptual design and development/siting phases. This methodology alerts plant designers to hazards at an early stage so they can reduce economic disruption at detail/later phases. A PrHA can also be used for an existing facility when a broad overview of potential hazards is required. PrHA, however, is usually not considered the final hazards assessment tool. Note: Preliminary Hazards Analysis is also known as Screening Level Risk Analysis (SLRA).

This section discusses the following topics: How and When to use PrHA on page 35. PrHA Procedure on page 36. Time Requirements on page 36. Advantages of PrHA on page 36. Limitations of PrHA on page 36. How and When to use PrHA

During a PrHA, team members look at the potential hazards of the main systems, which may include the following considerations: • • • • • • •

Material hazards of feeds, intermediates, products, wastes, catalysts, absorbents and so on. Process equipment and packaged units. Plant layout. External factors, such as environmental influences. Emergency protection and safety. Operational environment. Management systems.

You should use PrHA in the following situations: • • •

Early in the development of a process. When there is limited information available. To assist with preliminary layout and siting studies.

PrHA has the following things in common with Guide Word HAZOP: • • • • • •

Team requirements. Data requirements. Assigning nodes, which are subsystems in PrHA. Assigning consequences. Assigning safeguards. Proposing recommendations.

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PrHA Procedure

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The following steps are performed during a PrHA: Step

Action

1.

Select an area, system or unit.

2.

Identify a specific form of hazard – toxic, fire, explosion, burn and so on.

3.

Identify consequences. By consulting a Risk Matrix, the study team uses the severity of the consequences and the likelihood of occurrence to define risk ranking levels for hazards.

Time Requirements

Advantages of PrHA

Identify safeguards, if present.

5.

Identify recommendations.

Depending on the size and complexity of a system, a PrHA usually takes the following amount of time: Preparation

Team Sessions

Simple or small system

One-half to one day

One to two days

Large or complex system

One to two days

Up to one week, or more

PrHA has the following advantages: • •

Limitations of PrHA

4.

Rapid method for overview. Useful at conceptual phase or if limited data is available at the time of analysis and a fast assessment is required.

PrHA has the following disadvantages: • •

•

Not detailed enough to assess all risks. Because the PrHA is conducted early in the process and uses preliminary design information, additional analyses are generally required to more fully understand and evaluate hazards and potential accidents identified by the PrHA team. Quality of the results is highly dependent on the knowledge of the team. Since, at the time of a PrHA, there are few or no fully developed system specifications and little or no detailed design information, risk assessment relies heavily on the knowledge of subject matter experts.

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Hazard Analysis Critical Control Points Methodology The Hazard Analysis Critical Control Points (HACCP) methodology helps companies in biotechnology, pharmaceuticals, medical device manufacturing, food and beverage, and seafood and dairy processing to comply with both inhouse and government standards for quality assurance. This section discusses the following topics: Preliminary Steps for a HACCP Study on page 37. Seven Steps of the HACCP Procedure on page 37 Time Requirements on page 37. Advantages of HACCP on page 38. Limitations of HACCP on page 38. Preliminary Steps for a HACCP Study

The following steps must be carried out before beginning a HACCP study: Step

Seven Steps of the HACCP Procedure

1.

Assemble the HACCP team.

2.

Describe the product and its distribution.

3.

Describe the intended use and the users of the product.

4.

Develop the process flow diagram.

5.

Verify the process flow diagram.

The following represent the steps of a HACCP study: Step

Time Requirements

Action

Action

1.

Conduct the Hazard Analysis.

2.

Determine the Critical Control Points (CCPs).

3.

Establish the Critical Limits.

4.

Monitor the control at CCPs.

5.

Establish corrective actions.

6.

Establish verification procedures.

7.

Document procedures and records.

Depending on the size and complexity of a system, HACCP usually takes the following amount of time: Preparation

Team Sessions

Simple or small system

One to two days or more

One to three days

Large or complex system

One to two days or more

At least one week

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Advantages of HACCP

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The HACCP methodology has following advantages: • • • •

Limitations of HACCP

Usually very productive with an experienced team. Versatile - adapts to different standards around the world and in different industries. Establishes a framework for training new employees. Assists in establishing good manufacturing practice (GMP).

The HACCP methodology has following disadvantages: • •

Very dependent on experience of team members to identify critical control points. Thorough analysis cannot guarantee follow-up on action items.

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Layer of Protection Analysis (LOPA) Methodology What is LOPA?

Consider a hazardous scenario of fire in a process plant. The Emergency Shutdown System (ESD) constitutes one layer, the Pressure Relief and Flare System constitutes another layer, the Fire Protection System involving deluge is another layer, Emergency Response another layer and so forth. The analysis of the layers for their effectiveness is referred to as LOPA. illustrates some common layers of protection for a process. LOPA is a semi-quantitative risk analysis methodology. It is used to evaluate the risk of a selected hazardous scenario by establishing an order of magnitude approximation of risk. It is semi-quantitative as it requires numerical inputs such as event frequency and probability of failure, which are selected with the intent to provide conservative risk estimation. The estimated risk is then compared with risk tolerance criteria (as established by the company) to decide if the existing layers of protection are adequate, and if additional risk reduction is needed. Without risk tolerance criteria, there is a tendency to keep adding risk mitigation measures in the belief that this would offer greater safety. More risk mitigation measures may well offer greater safety but, at some stage, may add significantly greater cost without adding significantly greater mitigation. Also mitigation measures may be added that are unnecessary and may add to the complexity of the facility that can result in potential new unidentified hazard scenarios and possibly, additional spurious shutdowns. LOPA helps to focus the limited resources on the most critical risk mitigation (and prevention) measures. This section discusses the following topics: How does LOPA work? on page 40. Steps of LOPA on page 40. Developing LOPA Scenarios on page 41. Initiating Events on page 42. Examples of Inappropriate Initiating Events on page 42. Verification of Initiating Event on page 43. Enabling Events/Conditions on page 43. Initiating Event Frequency Estimation on page 43. Independent Protection Layers on page 44. Example to Illustrate LOPA on page 46.

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Figure 2-1: Common Layers of Protection in Process Plants (IEC 61511, 2003).

How does LOPA work?

LOPA is a scenario-driven methodology. Hence, it is based on pre-identified scenarios from studies such as qualitative Process Hazard Analyses (PHA’s), e.g. HAZOP, What-if Analysis, Management of Change evaluation, or design review. LOPA is then applied to one scenario at a time. A scenario is defined by a single cause-consequence pair. If a consequence has several causes, each cause-consequence pair is analyzed as a separate scenario. Similarly, if a cause can result in different consequences, additional scenarios should be developed. The cause-consequence pairs are screened further usually on the basis of consequence severity. Different severity categorization methods ranging from indirect reference to human harm to quantitative estimation of human harm can be used. A further criterion could be the financial costs incurred as a result of an incident

Steps of LOPA

The LOPA process consists of the following steps: Step

Action

1.

Identify and define scenarios

2.

Select an incident scenario

3.

Identify the initiating event of the scenario and determine the initiating event frequency (events per year)

4.

Identify the IPLs and estimate the probability of failure on demand (PFD) of each IPL

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Step 5.

Developing LOPA Scenarios

Action Estimate the risk of the scenario by the combination of the consequence, the initiating event, and IPL data (PFD).

shows the components in a scenario. The items in solid lines are needed to make up a scenario; the optional items are represented in dotted lines.

Figure 2-2: Components in a LOPA scenario

The initiating event is the single cause of the scenario leading to the specified consequence. In some cases, if the initiating event alone cannot result in the specified consequence, it may require other conditions or events to take place. These are the enabling events and conditions. If the categorization of consequence severity is referring to fatalities, or harm to business or the environment, the conditional modifiers can be used to refine the outcome of the scenario. Typical modifiers might include: • • • • •

Probability of ignition. Probability of fatal injury. Probability of personnel being in the affected area. Probability of personnel escaping from the incident. Probability of personnel being rescued.

An Independent Protection Layer (IPL) is a safeguard capable of preventing a scenario from proceeding to its undesired consequence. It is independent of the initiating event or the action of any other layers of protection associated with the scenario.

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Initiating Events

Examples of Inappropriate Initiating Events

Chapter 2: Methodologies and Advanced Techniques

The following table provides a list of typical initiating events that can preempt an incident. They do not necessarily result in severe or catastrophic impacts, although they can do so. Type of Event

Examples

Mechanical failures

• • • • • • • • • •

Corrosion Vibration Erosion Flow surge or hydraulic hammer Seal/gasket/flange failure Relief device stuck open Puncture Fracture Fabrication defects Brittle fracture

Control systems failures

• • • • • •

Sensors failure Logic solver failure Final elements failure Field wiring failure Communication interface failure Software failures or crashes

Utility failures

• • • • • •

Sensors failure Logic solver failure Final elements failure Field wiring failure Communication interface failure Software failures or crashes

Natural external events

• • • • • •

Earthquakes Tornadoes Hurricanes Floods High winds Lightening

Human external events

• • • •

Major accidents in adjacent facilities Incidents in adjacent processes Incidents within the process Mechanical impact by motor vehicles

Human failures

• • • •

Operational error Maintenance error Critical response error Programming error

Not all events can be categorized as being the direct or indirect cause for an incident. Some events may be suspect but cannot be confirmed. Typical examples of inappropriate initiating events might be: •

Inadequate operator training/certification. Possible underlying cause of an initiating event.

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• • • Verification of Initiating Event

Inadequate testing and inspection. Possible underlying cause of an initiating event. Unavailability of protective devices such as safety valves or overspeed trips. Requires initiation of other events before protective devices are challenged. Unclear or imprecise operating procedures. Possible underlying cause of an initiating event.

Before assigning initiating event frequencies to the cause of a scenario, it is critical to ensure the cause-consequence relationship is valid. Typical criteria for this verification is given below: • •

Need to verify that the cause-consequence relationship for each scenario is unique. Try to reduce cause into discrete failure events, e.g. "Loss of cooling" can be due to a number of possible failures such as: • • • •

Coolant pump failure. Failure of cooling fans on air cooled exchangers. Power failure. Control loop failure, causing coolant failure or bypassing of coolant around exchangers.

Enabling Events/Conditions

Enabling events or conditions are operations or conditions that do not directly cause the scenario, but which must be present or active as scenario components. They should be used when the mechanism between the initiating event and the consequences needs to clarify.

Initiating Event Frequency Estimation

It is important to obtain or derive meaningful estimates of event frequencies. Usually these are obtained from one or more different sources. More importantly their order of magnitude, when different sources are compared, should be the same or similar. Typically failure rate data may be obtained from the following sources: •

Industry data - For component failures: • • •

•

Industry data - Human Error Rates: • •

• •

Guidelines for Process Equipment Reliability Data, CCPS (1986). Guide to the Collection and Presentation of Electrical, Electronic, and Sensing Component Reliability Data for Nuclear-Power Generating Stations. IEEE (1984). OREDA (Offshore Reliability Data). Inherently Safer Chemical Processes: A life Cycle Approach, CCPS (1996). Handbook of human Reliability Analysis with Emphasis on Nuclear Power Plant Applications, Swain, A.D., and H.E. Guttman, (1983).

Company experience - This includes historical data for the process and the experience of plant personnel/logged failure rate data. Vendor data - Typically optimistic as the data are developed in clean, wellmaintained (factory) settings.

The following table lists typical initiating event frequency values (CCPS, 2001): Initiating Event

Frequency Range (per year)

Pressure vessel residual failure

10-5 to 10-7

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Independent Protection Layers

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Initiating Event

Frequency Range (per year)

Cooling water failure

1 to 10-2

Pump seal failure

10-1 to 10-2

Atmosphere tank failure

10-3 to 10-5

Gasket/packing blowout

10-2 to 10-6

All IPLs are safeguards, but not all safeguards are necessarily IPLs. An IPL has two main characteristics: • •

The effectiveness of the IPL in preventing the scenario. The independence of the IPL from the initiating event and other IPLs.

The IPL must be independent of the initiating event and all other IPLs. This is the main assumption in LOPA. It is important to look out for common cause failures. Common cause failure is the failure of more than one component, item, or system due to the same cause or initiating event. If common cause failure exists in a scenario, all of the safeguards affected by the common cause failure should only be considered as a single IPL. The table below provides definitions of the column headers in the LOPA template: Consequence

Des. - Description of the final consequence without taking into account the existing safeguards. S - The severity ranking of the consequence.

Initiating Event

Des. - Description of the initiating event (or cause) together with any assumptions made to establish the initiating event frequency. Freq. - Initiating event frequency (typically in "event per year" or event hour").

Enabling Event or Des. - Description of the enabling event or conditions Conditions (if applicable) together with the assumptions used for the values specified in "Prob." column. Prob. - Probability that the specified enabling event or conditions would take place. Conditional Modifiers (if applicable)

Des. - Description of the conditional modifiers together with the assumptions used for the values specified in "Prob." column. Prob. - Probability used to model the outcome of the consequence

Unmitigated event

Freq. - This is the event frequency without taking into account the existing IPLs. It is the product of the initiating event frequency, the enabling event or conditions probability (s) (if applicable) and the conditional modifiers probability (s) (if applicable). It is typically in "event per year" or event hour". L - The likelihood ranking based on the unmitigated event frequency. RR - The risk ranking established based on the likelihood ranking, L and the severity ranking, S, of the consequence.

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Independent Protection Layers

Des. - Description of the IPL. Types - Type of IPL, such as BPCS, Process Design, Operator's Action, SIS, Pressure Relief Device, Other IPL. PFD - Probability of failure on demand of the IPL.

Mitigated Event

Freq. - This is the event frequency taking into account the existing IPLs. It is the product of the initiating event frequency, the probability(s) of enabling event or conditions (if applicable), the probability (s) of the conditional modifier(s) (if applicable) and PFDs of existing IPLs. It is typically in "events per year" or events per hour". L - The likelihood ranking based on the mitigated event frequency. RR - The risk ranking established based on the likelihood ranking, L and the severity ranking, S, of the consequence.

Action Required

Define the required actions / recommendations.

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Example to Illustrate LOPA

Figure 2-3: Two-phase separator and controls

The two-phase separator V 180 is under level control (Level control LC 213). In case of high high liquid level, the level switch LSHH 214 would close emergency shutdown valve ESDV 172 and shutdown compressor C 130 downstream of V 180. This is to prevent carrying liquid over to the compressor leading to compressor damage. During the HAZOP study, the following hazardous scenario is identified: Node:

Two-phase separator V 180

Deviation:

High Level

Cause:

Level control loop 213 failure

Consequence:

Potential for liquid carry-over to the compressor, C 130 leading to compressor damage, possible disintegration and potential for fire and personnel injury

Safeguards:

Level switch LSHH 214 interlocks to alarm LAHH 214 and closes ESDV 172 and shuts down compressor C 130 downstream of V 180

Assuming it is selected for further analysis, it would look like this in LOPA: Initiating Event:

Level control loop 213 failure

Enabling Events:

LCV 213 trends to closure thus leading to accumulation of liquid in the vessel

Conditional Modifiers:

In the event of loss of containment due to compressor destruction or severe damage, the following need to be evaluated as conditional modifiers: • • •

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Probability of personnel in the area Probability of ignition Probability of injury

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IPLs:

Safety Instrumented System (SIS): Level switch LSHH 214 interlocks to alarm LAHH 214 and closes ESDV 172 and shuts down compressor C 130 downstream of V 180

Consequence:

Damage of compressor leading to personnel injury

In other words, the scenario goes like this: The level controller LC 213 fails AND this leads to failure of LCV 213 in such a way that it won't allow sufficient flow out of the separator AND SIS (Level switch LSHH 214 interlocks to alarm LAHH 214 and closes ESDV 172 and shuts down compressor C 130 downstream of V 180) fails to act correctly RESULTING IN carry-over of liquid to the compressor LEADING TO potential injury/fatalities. Once the scenario is built, the major questions are: • • •

What is the likelihood of this undesired event? What is the risk associated with this scenario? Are there sufficient risk mitigation measures?

In order to answer the above questions, numerical values need to be assigned to the scenario components. shows what numerical values are required for the scenarios components. In order to evaluate the adequacy of risk mitigation measures, the risk tolerance criteria need to be established. The criteria are usually based on benchmark values from industry data, company history and/or statistical data.

Figure 2-4: Components in a LOPA scenario and the required numerical inputs

For scenarios in which the initiating event frequency is less than twice the test frequency for an IPL i.e. "low demand mode", the frequency (likelihood) for the undesired consequence is calculated by the following equation (CCPS, 2001).

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fiC = fiI x PFDi1 x PFDi2 x..... x PFDij Where

= Frequency for consequence C for initiating event I (per year)

fiC

= Initiating event frequency for initiating event I (per year)

fiI PFDij

= Probability of failure on demand of the jth IPL that protects against consequence C for initiating event I

If there are enabling events and conditions and/or conditional modifiers, the above equation is modified to the following: For Low Demand Mode: fiC = fiI x PFDi1 x PFDi2 x..... x PFDij x PEnabling Event x PCondition Modifier Where

PEnabling Event PCondition

= Probability of the enabling event to take place. = Probability of the outcome of modifying factors

Modifier

The Probability of Failure on Demand (PFD) is estimated for each IPL, typically using available data or look-up tables. Each IPL reduces the frequency of the consequence. The frequency of each identified initiating event for the scenario, i.e. cause, of the scenario is estimated, usually from failure rate data or from a look-up table. For the purpose of illustration, assuming the following severity categories for consequence are used and severity ranking of 4 is selected. Severity

Description

Simplified Injury/ Fatality Categorization

1

Low Consequence

Same as Category 2

2

Low Consequence

Minor injury or no injury, no lost time

3

Medium Consequence

Single injury, not severe, possible lost time

4

High Consequence

One or more severe injuries

5

Very High Consequence

Fatality or permanently disabling injury

The selected numerical values for the other scenario: Scenario Component

Description

Value

Consequence (Severity)

Damage of compressor leading to personnel injury.

Cat.4

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Scenario Component

Description

Value

Initiating event frequency

Level control loop 213 failure.

1x10-1

Enabling event or condition

LCV 213 trends to closure thus leading to accumulation of liquid in the vessel.

0.5

Conditional modifiers (Probability)

Probability of ignition.

0.7

Probability of personnel in the area.

0.5

Probability of injury.

0.8

SIF (Level switch LSHH 214 with alarm LAHH 214 interlock to close ESDV 172 and shutdown compressor PM 130 downstream of PV 180)

1x10-2

(per year)

IPLs

fiC for the above scenario is calculated: fiC = 1 x 10-1 x 1 x 10-2 x 0.5 x 0.7 x 0.5 x 0.8 fiC = 1.4 x 10-4 per year. The risk matrix method is used to assign risk tolerance criteria in this example.

Figure 2- 5: Risk Matrix used in the Two-Phase Example.

Based on the risk matrix, it is categorized as "Optional to evaluate alternatives" for the current settings in this example. Other alternatives can also be considered in this case, such as: • • •

Improving reliability of level control loop 213 Improving reliability of SIS Possible additional IPLs

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Safety Integrity Level (SIL) Methodology Standards

There are two standards pertinent to the concept of safety integrity levels: • •

IEC 61508 Functional safety of electrical / electronic / programmable electronic safety-related systems. ANSI/ISA S84.01 (IEC 61511) Functional safety - Safety Instrumented Systems For The Process Industry Sector.

IEC 61508 and 61511 require that SIL values be assigned to the safety instrumented functions (SIF) of the safety instrumented systems (SIS) for processes, that have insufficient mitigation from the potential hazards. A SIF is a "safety function with a specified SIL necessary to achieve functional safety. It can be either a safety instrumented protection function or a safety instrumented control function. A SIS is an "instrumented system that is used to implement one or more SIFs. It is composed of any combination of sensors, logic solvers, and final elements." SIS is devoted to responding to an emergency situation. It consists of instrumentation for emergency shutdown and thus brings the process to a safe state in the event of an upset. Examples include: •

•

•

High high level of liquid (LPG) in a knockout drum, which initiates shutdown of emergency shutdown (ESD) inlet feed valve. This protects against liquid carry-over from entering a compressor suction line, which could result in compressor damage/disintegration and subsequent personnel hazards. Another example could be closure of a vessel bottom outlet ESD valve to protect against a loss of containment situation on downstream piping/ equipment, which could also lead to loss of containment/fire hazards. Instrumented emergency shutdown systems including flammable gas, toxic gas and fire protection systems.

This section discusses the following topics: What is SIL? on page 50. Steps in a typical SIL Study on page 51. Methods of Target SIL Assignment on page 51. Risk Graph Method on page 52. Safety Layer Matrix Method on page 55. Conducting the SIL Study on page 56. SIL Verification on page 57. What is SIL?

There are four levels of SIL. SIL 1 represents the lowest and SIL 4 represents the highest level of safety integrity. SIL is a measure of reliability of the respective SIS.

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The following table provides SIL correlations with availability and PFD: SIL

Availability Required

PFD

1/PFD

4

>99.99%

10-5 to 10-4

100,000 to 10,000

3

99.90 - 99.99%

10-4 to 10-3

10,000 to 1,000

2

99.00 - 99.90%

10-3 to 10-2

1,000 to 100

1

90.00 - 99.00%

10-2 to 10-1

100 to 10

The terms 'SIL' and 'availability' represent the integrity of the SIS when a process demand occurs. Consider that a particular SIF is assigned a value of SIL 1, as an example. Assigning SIL 1 means that the level of risk is considered to be sufficiently low and the SIF with a 10% chance of failure (90% availability) is acceptable. The availability of 90% would mean that there would be one statistical failure of that SIF out of every 10 demands for that function. If this risk is not acceptable, the SIL may need to be raised to a level 2 or level 3. In other words it might be more prudent to have a SIL corresponding to one failure in 100, 1000, 10000, or more demands, if it can be justified. Steps in a typical SIL Study

A typical SIL study consists of the following steps: Step

Action

1.

Identify the SIFs using previous PHA studies (HAZOP’s, What If Analyses, etc.).

2.

Assign target SIL’s to the SIFs using one of the many methods:

3.

• •

Risk Graph. Layered Risk Matrix.

•

Layer of Protection Analysis (LOPA).

Verify the performance of the SIS with reference to the established target SIL’s. Note: SIS is only one of the protective layers. It is important to make a comprehensive assessment of the other layers of protection.

As per 61511, SIL estimation also takes into account the other layers of protection (PL) in the process. SIL’s are calculated for the SIF, which may include one or more protection layers and maybe dependent or independent of one another. Clearly, greater protection is afforded when the PL’s are totally independent as opposed to dependent protection layers identified for a particular SIF. Methods of Target SIL Assignment

Various methodologies are available for assignment of SIL’s. As in the case with PHA studies, this must involve people with the relevant expertise. The Risk Graph and the Layered Risk Matrix discussed below are the most common methods used to determine the target SIL. The Layer of Protection Analysis (LOPA) methodology could also be used to assign SIL’s. SIL’s assigned to SIFs in this

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manner represent the target (for existing or new systems) for the level of performance required to provide a certain level of reliability. Risk Graph Method

61511 recognizes the value of considering multiple protection layers. Typically, this can be reflected by the application of say the Risk Graph technique combined with the different protection layers to modify the actual SIL requirements. These other layers may offer sufficient overall protection. A SIL in the risk graph is determined based on four factors as shown in the following tables and figure. The following table is from Risk Graph Parameters, IEC 61512-3,2003, Annex D, p.34: Parameter

Consequence

Occupancy

Probability of avoiding the hazard

Demand rate

Description

C

Number of fatalities and/or serious injuries likely to result from the occurrence of the hazardous event. Determined by calculating the numbers in the exposed area when the area is occupied taking into account the vulnerability to the hazardous event.

F

Probability that the exposed area is occupied at the time of the hazardous event. Determined by calculating the fraction of time the area is occupied at the time of the hazardous event. This should take into account the possibility of an increased likelihood of persons being in the exposed area in order to investigate abnormal situations, which may exist during the build-up to the hazardous event (consider also if this changes the C parameter).

P

The probability that exposed persons are able to avoid the hazardous situation, which exists if the safety instrumented function fails on demand. This depends on there being independent methods of alerting the exposed persons to the hazard prior to the hazard occurring and there being methods of escape.

W

The number of times per year that the hazardous event would occur in the absence of the safety instrumented function under consideration. This can be determined by considering all failures, which can lead to the hazardous event and estimating the overall rate of occurrence. Other protection layers should be included in the consideration.

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The following table is the calibration of Risk Graph, taken from IEC 61512-3, 2003, Annex D, pp. 37-38 Risk parameter Consequence (C) Number of fatalities. This can be calculated by determining the numbers of people present when the area exposed to the hazard is occupied and multiplying by the vulnerability to the identified hazard.The vulnerability is determined by the nature of the hazard being protected against. The following factors can be used:

Classification

Comments

CB

Minor injury

1.

CC

Range 0.01 to 0.1

CD CA

Range > 0.1 to 1.0 Range > 1.0 2.

The classification system has been developed to deal with injury and death to people. For the interpretation of CA, CB, CC and CD, the consequences of the accident and normal healing should be taken into account.

V = 0.01 Small release of flammable or toxic material V = 0.1 Large release of flammable or toxic material V = 0.5 As above but also a high probability of catching fire or highly toxic material. V = 1 Rupture or explosion Occupancy (F)

FA

This is calculated by determining the proportional length of time the area exposed to the hazard is occupied during a normal working period.

FB

Note: If the time in the hazardous area is different depending on the shift being operated then the maximum should be selected.

Rare to more frequent exposure in the hazardous zone. Occupancy less than 0.1

3.

See comment 1 above.

Frequent to permanent exposure in the hazardous zone.

Note: It is only appropriate to use FA where it can be shown that the demand rate is random and not related to when occupancy could be higher than normal. The latter is usually the case with demands which occur at equipment start-up or during the investigation of abnormalities.

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Risk parameter Probability of avoiding the hazardous event (P) if the protection system fails to operate.

PA PB

Classification

Comments

Adopted if all conditions in column 4 are satisfied.

4.

PA should only be selected if all the following are true:

•

Facilities are provided to alert the operator that the SIS has failed; Independent facilities are provided to shut down such that the hazard can be avoided or which enable all persons to escape to a safe area; The time between the operator being alerted and a hazardous event occurring exceeds 1 hour or is definitely sufficient for the necessary actions.

Adopted if all the conditions are not satisfied.

•

•

Demand rate (W)

W1

The number of times per year that the hazardous event would occur in absence of SIF under consideration.

W2 W3

To determine the demand rate it is necessary to consider all sources of failure that can lead to one hazardous event. In determining the demand rate, limited credit can be allowed for control system performance and intervention. The performance which can be claimed if the control system is not to be designed and maintained according to IEC 61511, is limited to below the performance ranges associated with SIL 1.

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Demand rate < 0.1D per year 0.1D < Demand rate < D per year D < Demand rate < 10D per year For demand rates higher than 10D per year, higher integrity shall be needed.

5.

The purpose of the W factor is to estimate the frequency of the hazard taking place without the addition of the SIS. If the demand rate is very high, the SIL has to be determined by another method or the risk graph recalibrated. It should be noted that risk graph methods may not be the best approach in the case of applications operating in continuous mode, see 3.2.43.2 of IEC 61512-1. D is a calibration factor, the value of which should be determined so that the risk graph results in a level of residual risk which is tolerable taking into consideration other risks to exposed persons and corporate criteria.

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Note: This is an example to illustrate the application of the principles for the design of risk graphs. Risk graphs for particular applications and particular hazards will need to be agreed with those involved, taking into account tolerable risk, see D.1 to D.6.

Figure 2-6: Risk Graph, taken from IEC 61512-3, Annex D, p.37

illustrates how the four parameters (C, F, P, and W) generate the target SIL values in the table, as follows. As per 61511, assume that no SIS exist, even though non-SIS may be in place for the process.

Figure 2-7: SIL Estimation Using Risk Graph Method in the SIL Study Risk Graph Template found in PHA-Pro.

Safety Layer Matrix Method

An example of the Safety Layer Matrix (Layered Risk Matrix) is given below. The target SIL is assigned on the basis of the risk ranking value and the number of PL’s for that scenario. A difference of the risk ranking and the PL’s is correlated with SIL values. This approach consists of matrices for each of Personnel, Operations, and Ecological factors, that are integrated with the HAZOP study and incorporates PL’s. The highest of the three SIL values is selected. According to 61511, the required SIL values are matched with a combination of the frequency and severity of impact of the hazardous events. See the tables and figure below.

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The following table is from Frequency of Hazardous Event Likelihood (without considering PL’s), IEC 61512-3, 2003, Annex C, p. 30: Likelihood Type of Events Qualitative Ranking Events such as multiple failures of diverse instruments or valves, multiple human errors in a stress free Low environment, or spontaneous failures of process vessels. Events such as dual instrument, valve failures, or major releases in loading/unloading areas.

Medium

Events such as process leaks, single instrument, valve failures or human errors that result in small releases of hazardous materials.

High

* The system should be in accordance with this standard when a claim that a control function fails less frequently than 10-1 per year is made.

The following table is from Criteria for Rating the Severity of Impact of Hazardous Events, IEC 61512-3, 2003, Annex C, p. 30: Severity Rating

Impact

Extensive

Large-scale damage of equipment. Shutdown of a process for a long time. Catastrophic consequence to personnel and the environment.

Serious

Damage to equipment. Short shutdown of the process. Serious injury to personnel and the environment.

Minor

Minor damage to equipment. No shutdown of the process. Temporary injury to personnel and damage to the environment.

Figure 2-8: Safety Layer Risk Matrix, taken from IEC 61512-3, 2003, Annex C, p.31

Conducting the SIL Study

The first step for assignment of target SIL’s is to use the (updated) PHA’s or conduct new PHA’s to screen for the potential hazards. HAZOP is the most commonly used method. If the risk is unacceptable then it is preferable to reduce

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it to an acceptable level using non-SIS and SIS elements. However, SIS’s are considered only after all the non-SIS protection layers have been considered. HAZOP’s identify the potential hazards, using risk matrices in terms of the likelihood and the severity of the hazards. Required SIL’s are assigned to SIFs identified in the PHA studies. According to 61511, the BPCS, relief systems, and other layers of protection may be defined as safety functions for SIL analysis. A SIS may contain one or more SIFs. Or, a SIF may be achieved by more than one SIS. The BPCS is not credited for a SIF with a greater than SIL 1, as per 61511. SIL Verification

Typically, it is practicable to study only the critical safety functions for a SIL study as there are usually too many safety functions and only those that are deemed important can be considered. The established SIL’s (from previous steps) are now used as measures for verification purposes when complying with 61511. SIL verifications may require full quantitative assessments (using fault tree analysis FTA, failure rates, reliability linked diagrams, etc.) to check if the performance of the SIS exemplified by the overall ESD system indeed meets the established target SIL values based on unit wide overall scenarios (e.g., fire, toxic release etc.) A simple example of one shutdown sequence consisting of detectors, logic solver, and final elements is given below. Logic solvers are considered very highly reliable, thus may not be a part of the failure rate calculation per se.

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CHAPTER 3: CONDUCTING YOUR STUDY PHA-Pro makes it easy for you and your team to complete a Process Hazards Analysis. This chapter discusses the sheets of the HAZOP in the order that you should complete them. This section discusses the following topics: Using PHA-Pro on page 59. The Administration Collection on page 60 Documenting Nodes on page 61. Identifying Deviations for Each Node on page 63. Analyzing Process Hazards on page 65. Managing Recommendations on page 66.

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Using PHA-Pro PHA-Pro is set up for ease of use. When carrying out your study, you start at the left-most tab, the Administration tab. When you click a tab that has multiple pages, you start at the top page, by clicking the top icon, and work down the list. When you complete all the pages on the tab, you move to the tab on the right, and complete it in the same way you completed the first sheet. You continue working across the tabs until the study is finished.

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The Administration Collection To display the Administration collection, click the Administration tab near the top of your screen. You can then click any of the icons along the left side of the collection to work with the corresponding data page. One data page within the Administration collection allows you to record details about your facility and workplace risk assessment study. The third page within the collection lets you record the names of your team members, along with their contact information. The fourth page makes it possible to specify the date, duration and focus of each session that your team conducts. There is also a page for tracking attendance, and a page lets you keep a list of the drawings that pertain to your product. A final page allows you to record information on the study’s revalidation history. You can fully customize the Administration collection to meet your documentation needs. In the HAZOP template, there are six pages by default, but other pages can be added if you want to record additional types of administrative information. For more information, see Sheets on page 294. Once you record details about your workplace risk assessment, study sessions, and team members, you can generate reports containing this administrative information. These reports are often useful as cover sheets for other types of reports, and they help you to effectively communicate with management about the status of your Process Hazards Analysis. For more information on reports, see Chapter 8: Printing and Exporting on page 196. Note: The Administration collection described in this chapter is based on the HAZOP template. The pages in the Administration collection vary, depending on the template used.

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Documenting Nodes Before you and your colleagues can perform a Process Hazards Analysis of a product, your team must first identify all of the nodes that you might be examining. In HAZOP, a node is one or more items of equipment as a focal point of study. It may be as small as a line, a pump, a vessel or a heat exchanger, or it may be a compound node such as Line + Pump + Heat Exchanger, or it may be as large as the entire processing plant. Thus not only the selection of nodes, but also the size of nodes is of critical importance. For example, a fictional HAZOP study might contain the following nodes: • • • • • • Description of the Node Sheet

Feed lines 2”-P-101 & 102. Overhead line 8”-P-103. Reflux line 2”-P-109, 110 & 108. Bottoms pump(s) P-102 & S Feed/Bottoms Exchanger EX-101. Reboiler recirculation lines 4”-P-112 and 6”-P-113.

You record your list of nodes, along with information about each node, in the Nodes sheet of PHA-Pro ( ). This sheet includes the following columns of information: • • •

• • • • • •

Nodes – the name that you have assigned to each node, such as in the above list. Type - the type of equipment that each item is, such as a line, column or heat exchanger. Design Conditions/Parameters - the conditions under which each equipment item should operate, if applicable, such as temperature, flow rate and pressure. Drawings - the names or identification codes of drawings that pertain to each node. Equipment ID – the identification number or code for each equipment item. Comment – additional information about each node that will be useful to people reviewing your file. Date – the session in which each node was analyzed. Rev. # – the revision number of each equipment item. Revision Date – the date on which your company last revised each equipment item. Note: This chapter is based on the HAZOP Template. If you use other templates, the naming conventions may vary

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Figure 3-1: The Nodes sheet allows you to effectively record details about all of the nodes in your HAZOP study.

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Identifying Deviations for Each Node Once your workplace risk assessment team has used the Nodes sheet to document all the nodes you want to analyze in this study, you must then perform a similar analysis to look at the possible deviations within each node. Description of the Deviations Sheet

The sample HAZOP study introduced earlier in this chapter consists of six nodes. The HAZOP study group might decide that the node called “Feed lines 2”-P-101 & 102” could be affected by these deviations: • • • • • •

High Pressure. High Temperature. High Flow. Low Pressure. Low Temperature. Low/No Flow.

Your group then repeats this procedure to create lists of deviations for each of the other five nodes. All six lists are recorded in the Deviations sheet of PHA-Pro, along with other information about each deviation. ( ) The Deviations sheet includes the following columns of information: • • • • • • • •

Deviations – the name of each deviation that your group has identified, such as in the above list, by applying a guide word to a process parameter. Guide Word – the guide word that pertains to the corresponding deviation. Parameter – the process parameter that pertains to the corresponding deviation. Design Intent – the specific purpose of each equipment item. Comment – additional information about each deviation that will be useful to people reviewing your file. Date – the session in which each deviation was analyzed. Rev. # – the revision number of each equipment item. Revision Date - the date on which your company last revised each equipment item.

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Figure 3-2: The Deviations sheet allows you to document all of the deviations that may affect the node you are analyzing.

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Analyzing Process Hazards Now that your workplace risk assessment team has documented all of the required data in the Nodes and Deviations sheets of PHA-Pro, you are ready to complete ) This section of the software represents the heart of the Worksheet. ( your Process Hazards Analysis because the Worksheet allows you to analyze causes, consequences, safeguards and risks associated with each deviation within each node. The Worksheet also allows you to record recommendations designed to prevent these hazards and perform a variety of recommendation management tasks.

Figure 3-3: The Worksheet of PHA-Pro is the heart of your Process Hazards Analysis.

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Managing Recommendations The process of proposing recommendations specifically designed to address the hazards identified by your team is an integral part of a Process Hazards Analysis. The sophisticated recommendation management features of PHA-Pro allow you to record and then track the progress of all recommendations compiled by your study group. You can assess the priority of each recommendation, assign a specific person to be responsible for carrying out changes, set start and end dates, and do much more. PHA-Pro allows you to record recommendation-related data in both the Worksheet and Recommendations sheets. The Worksheet helps you to manage recommendations because it displays all of your failure mode data on your screen at the same time as your team is proposing ideas. You can record suggestions in the same row as the corresponding failure mode, thereby clearly showing the relationship between the problem and the solution. The Recommendations sheet provides a master list of all your team’s recommendations without the related hazard data. ( ) For many study teams, being able to print, distribute and act upon this recommendation list is the most important outcome of a PHA. The Worksheet and Recommendations sheets are linked to each other, so when you enter data in one sheet, the same data appears in the corresponding cell of the other sheet. You never have to enter the same data twice. Tip: It is Best Practice, and highly advised that you enter the Recommendations in the Worksheet first.

Figure 3-4: The Recommendations sheet displays all recommendation data for your Process Hazards Analysis.

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CHAPTER 4: GETTING STARTED Beginning a new Process Hazards Analysis is easy with PHA-Pro. In this chapter, you will learn how to use the New File Wizard to create a PHA-Pro file. You will also find out how to save and close your files at the end of a work session and reopen them later. This section discusses the following topics: The Workspace on page 68. Creating New Files on page 71. Customizing the New File Wizard on page 72. Changing Language Options on page 73. Moving Around A Worksheet on page 75. Zooming In and Out of Documents on page 76. Formatting the Worksheet to Fit the Screen on page 77. Updating Templates on page 78. E-Mailing Files on page 80. Setting Backup Options for Files on page 81. Saving Files on page 82. Saving Files Under Different Names on page 83. Opening Files on page 84. Closing Files on page 86. Exiting PHA-Pro on page 87.

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The Workspace The Workspace contains a visual summary of the contents of all files that are open. The Workspace provides a quick and efficient way to navigate to different parts of your files. When you click an object in the Workspace, the software displays the corresponding part of your file in the opposite pane of the software window. Some elements of the Workspace also have pop-up menus that contain useful commands to help you work with your files. You can right-click an object to open its menu. The two main folders in the Workspace are called Open Documents and Active Libraries. Open Documents lists all PHA-Pro files that are currently open. Active Libraries displays the names of all applicable files in the default libraries folder, as well as all other active libraries. A check mark appears beside each library that is active and available for use. You can activate and deactivate libraries by selecting and deselecting boxes beside the libraries. Closing the Workspace

You can easily close the Workspace at anytime to increase the size of the working area available on your screen. To close the Workspace: Step 

Action Carry out one of the following: •

Click

• •

Go to View>Workspace. Press Alt + 0 on the keyboard.

on the tool bar.

•

Click

on the title bar of the Workspace.

The Workspace is closed.

Re-opening the Workspace

To re-open the Workspace: Step 

Action Carry out one of the following: •

Click

on the tool bar.

• Go to View>Workspace. • Press Alt + 0 on the keyboard. The Workspace is re-opened.

Resizing the Workspace

You can change the size of the Workspace to view more of its contents or to reduce the amount of room it occupies on your screen.

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To resize the Workspace: Step

Action

1.

Position your mouse pointer over its right edge.

2.

Click and hold down the left mouse button.

3.

Drag it either left or right until the Workspace is the desired width.

4.

Release the mouse button. The Workspace is resized.

Moving the Workspace

By default the Workspace appears, on the left side of the main software window, but you can easily move it to the top, bottom or right side of your screen. To move the Workspace: Step

Action

1.

Position your mouse pointer over a blank area on its title bar.

2.

Hold down the left mouse button. The Workspace is outlined in black.

3.

Drag the pointer to the top, bottom or right side of your screen. A rectangular outline indicates where the Workspace appears after you release the mouse button.

4.

Changing the Workspace to a Window

Release the mouse button.

PHA-Pro allows you convert the Workspace to a separate window that you can resize and reposition on your screen to suit your needs. To change the Workspace to a window: Step

Action

1.

Position your mouse pointer over an empty area on the Workspace title bar.

2.

Double-click your mouse. The Workspace converts to a window.

The various navigational elements now appear in the Workspace window instead of their original position on your screen. You can view and work with the folders and other objects in this window in the same way that you normally do. To return the Workspace to its original position: Step

Action

1.

Position your mouse pointer over the title bar of the Workspace window.

2.

Double-click your mouse. The Workspace returns to its original position.

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Using the Toggle Feature

Chapter 4: Getting Started

Toggling is a quick way of hiding and displaying the Workspace with a simple movement of your mouse. This allows you to have more space on your screen to work on your study, but still have quick access to the Workspace. To turn on this feature: Step 

Action Click the

on the title bar of the Workspace.

The icon changes to

.

To temporarily hide the Workspace: Step 

Action Move your mouse pointer away from it. The Workspace disappears from your screen.

To redisplay the Workspace: Step 

Action Move your mouse pointer to where it last appeared on your screen. The Workspace remains visible so long as the pointer is over it.

To turn off this feature: Step 

Action Click the

on the title bar of the Workspace.

The icon changes to

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, and the Workspace is permanently visible.

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Creating New Files Creating a new file in PHA-Pro is easy with the New File Wizard. The Wizard guides you through the file creation process, collecting all of the project information that the software needs to produce your new file. To launch the New File Wizard: Step 1.

Action Open the Welcome to the New File Wizard dialog box by carrying out on of the following: •

Clicking

on the tool bar.

• Go to File>New. Tip: If you just started PHA-Pro and the Welcome to PHA-Pro dialog box is open: 1. Select Create a New File. 2. Click OK. The Welcome to New File Wizard appears. 3.

Click Next to continue. The Corporate Template Selection page appears.

4.

Select one of the templates listed. Tip:

If you do not see an appropriate option on this page: 1. Click Browse. The Select A Template dialog box opens. 2. Navigate to the folder containing the template that you want. 3. Highlight the template or file. 4. Click Open.

5.

Click Next to continue.

6.

Review and edit any information that you need to change. The fields on this page are the same as those on the General page of the Administration collection.

7.

When you finish updating your records, click Next.

8.

Repeat steps 6 and 7 until the wizard is complete.

9.

When all the pages are completed, click Finish.

Tip: You can edit general administrative information, product information, team member records and drawing data at anytime. in the Administration collection.

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Customizing the New File Wizard Advanced users can modify the New File Wizard by inserting additional pages that let them further define the contents of new files, or by deleting pages that are no longer needed in the Wizard. These additions and deletions are made in the Sheets section of Project Settings. You can also customize the New File Wizard pages to meet the needs of your organization in the same manner you would customize any form or worksheet. This section discusses the following topics: Adding Pages to the New File Wizard on page 72 Deleting Pages from the New File Wizard on page 72. Customizing Pages in the New File Wizard on page 72. Adding Pages to the New File Wizard

You can add additional worksheets to your New File Wizard. For more information, see Adding a New Sheet - Worksheet on page 295. You can add additional forms to your New File Wizard. For more information, see Adding a New Sheet - Form on page 297. Tip: When adding a worksheet or form, make sure you create the sheets under New File Wizard in the Sheets section of Project Settings.

Deleting Pages from the New File Wizard

You can also delete a page from the New File Wizard if you do not need it when you create new files. For more information, see Removing Sheets on page 307.

Customizing Pages in the New File Wizard

You can further customize any page in the New File Wizard by renaming the page as well as the headers, columns or data fields it contains. You can also add and remove headers, columns or data fields. You can rename any page in the New File Wizard. For more information, see Renaming Sheets on page 305. You can add, remove and rename data fields or headers for any form. For more information, see Customizing Headers and Data Fields on page 159. You can add, display, hide and rename columns on any worksheet page. For more information, see Customizing Columns on page 172. Tip: After customizing the selected page, you can preview it to see if the page requires additional changes: 1. In the left pane, right-click New File Wizard. 2. On the pop-up menu, click Preview.

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Changing Language Options You can change the current language used in the software’s interface. When you change the language, the menus, roll-overs, and pop-up messages change to the new language. These changes do not apply to the templates or the online help, nor do they apply to pop-up messages that originate from Microsoft Windows. Any pop-up messages that originate from Windows are in the language of the Windows installed on the screen. For example, if you have a German version of windows, the pop-up messages are in German, even if you selected Spanish as the language. Tip: In order for the language change to take effect, the software must restart. Save and close any open studies before changing the language. Tip: If you are localizing your interface, you must click the Load Default button to localize the symbol list. For more information, see Using Symbols on page 111.

This section discusses the following topics: Languages Supported on page 73. Changing the Current Language on page 73. Languages Supported

PHA-Pro’s user interface supports the following languages: • • • • • • •

English. French. Spanish. German. Japanese. Portuguese (Brazilian) Simplified Chinese. Tip: You can create templates using other languages, as well as entering data in other languages, but you are not able to change the user interface to other languages. For example, you can change your templates and data into Korean, but your menus, roll-overs and pop-ups remain in English. Note: In order to use Chinese, Japanese, Korean or any of the complex right to left languages such as Arabic or Hebrew, you need to have the supplemental language support files for Windows installed on your computer. For more information, talk to your IT department.

Changing the Current Language

To change the current language: Step

Action

1.

Save and close any active files.

2.

Go to Tools> Options. The Options dialog box opens.

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Step 3.

Action Click the Language tab. The Language tab page opens.

4.

Select the language that you want displayed from the Language drop-down list. Note: You can also set the dictionary for English, Spanish, French and German spelling. For more information, see Customizing the Spellchecker on page 115.

5.

Click OK. A dialog box opens telling you that PHA-Pro must re-start in order for the changes to take effect.

6.

Click: • •

Yes. If you want the changes to take place immediately No. if you want the changes to take effect next time you open PHAPro. Note: If you click Yes, PHA-Pro re-starts.

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Moving Around A Worksheet PHA-Pro allows you to use the scroll wheel of the mouse to navigate around your worksheets. You can scroll either up or down or side to side. This section describes the following topics: Using the Scroll Wheel to Move a Worksheet Up and Down on page 75. Using the Scroll Wheel to Move a Worksheet Sideways on page 75. Using the Scroll Wheel to Move a Worksheet Up and Down

To use the scroll wheel to move a worksheet up and down: Step 

Using the Scroll Wheel to Move a Worksheet Sideways

Action Rotate the scroll wheel.

To use the scroll wheel to move a worksheet sideways: Step 

Action Holding the shift key down, rotate the scroll wheel.

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Zooming In and Out of Documents PHA-Pro allows you to zoom in to your document to focus on details or to zoom out to see more. You can either use the tool bar or the scroll wheel on your mouse to zoom in or out of the document. Tip: If you have a large study, you may want to filter the on-screen data rather than using the zoom function. To filter the on-screen data, use the print filters. For more information, see Adding Print Filters on page 201.

This section discusses the following topics: Using the Tool Bar to Zoom In/Out on page 76. Using the Mouse to Zoom In/Out on page 76. Using the Tool Bar to Zoom In/Out

To use the tool bar to zoom in or out of your document: Step 

Action Select the percentage you want to view the document from the percentage drop-down list. The document size is adjusted to the new percentage.

Using the Mouse to Zoom In/ Out

To use the mouse to zoom in or out of your document: Step 

Action Press the Ctrl key and rotate the scroll wheel on your mouse until you have the desired size.

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Formatting the Worksheet to Fit the Screen PHA-Pro allows you to quickly format the worksheet width to fit the screen or paper size for printing. It does this by providing you with two options: • •

Adjust column widths to fit on screen. Shrink text to fit column width. Note: This formatting remains until the you remove it.

To format the worksheet width: Step 1.

Action Right-click the sheet you want to format. Pop-up menu appears.

2.

Select Sheet Properties. Sheet Properties dialog box opens.

3.

Click the Format tab. The format page in the dialog box opens.

4.

Click the appropriate check boxes: • Adjust column widths to fit on screen. • Shrink text to fit column width. Note: "Adjust column widths to fit on screen" only affects on-screen appearance; "Shrink text to fit column widths" affects both onscreen display and printed input.

5.

Click OK. Dialog box closes and formatting is carried out.

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Updating Templates After you have modified your template with minor changes and saved it, you can apply the revised template to existing files. When you apply an updated template to a file, you can select which of the settings are to be applied to the file’s hierarchy. Tip: You can also use a modified file to update the template. When you update the template, only the file structure is applied. Data is not transferred.

This section discusses the following topics: Updating a Template Using a File or Template on page 78. Updating a Template Using a Protected File on page 78. Updating a Template Using a File or Template

To update a template with an updated template or file: Step

Action

1.

Open the file you want to update.

2.

Go to Tools>Update Template. The Select New Template dialog box opens.

3.

Select the file from list. Tip:

Updating a Template Using a Protected File

If you saved your file elsewhere: 1. Click Browse to go to where you stored your file. 2. Select your file.

4.

Click Next.

5.

Select the settings from the new template that you want to apply to the file by selecting the appropriate check boxes.

6.

Click Next.

7.

Review the items that are going to be changed, and select or deselect them as required.

8.

Click Finish.

You can use the templates from files with Access Rights to update the templates of other files. You must have access rights to the protected file. When you apply the settings from the protected file, you also have the option of applying the Access Rights settings to the file. To update a template with a protected template or file: Step

Action

1.

Open the file you want to update.

2.

Go to Tools>Update Template. The Select New Template dialog box opens.

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Step 3.

Action Select the file from list. Tip:

4.

If you saved your file elsewhere: 1. Click Browse to go to where you stored your file. 2. Select your file.

Click Next. The Document User Log In dialog box opens.

5.

Log in to open the file: 1. 2. 3.

Select your username from the drop-down list. Enter your password. Click OK.

A dialog box opens asking if you want to copy the Access rights along with the template. 6.

Click: • • •

7.

Yes - to transfer the Access Rights over to the file. No - not to transfer the Access Rights over to the file. Cancel - to abort the process.

If the answer is Yes: 1. 2.

Enter your password. Click: • Yes - to continue the process with Access Rights being applied. • Cancel- to continue the process without Access Rights being applied. 8.

Select the settings from the new template that you want to apply to the file by selecting the appropriate check boxes.

9.

Click Next.

10.

Review the items that are going to be changed, and select or deselect them as required.

11.

Click Finish.

12.

If you transferred the Access Rights, you must log back into the file: 1. 2. 3.

Select your username from the drop-down list. Enter your password. Click OK.

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E-Mailing Files PHA-Pro allows you to send an entire file by using electronic mail. PHA-Pro works in conjunction with your e-mail software to create a new message and attaches your file. Recipients of your message must have PHA-Pro installed on their systems to open the files you send. Note: You must have e-mail software installed on your computer as well as a connection to the Internet to send your file through e-mail.

To send the current file through e-mail: Step

Action

1. Click

on the tool bar.

Or Go to File>E-mail File. The Choose Profile dialog box opens. 2.

Click OK. A new e-mail message window appears, with your PHA-Pro file automatically attached.

3.

Fill in the address(es) and subject for the message.

4.

Type the body of the message.

5.

Click the send command within your e-mail program. The message is sent.

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Setting Backup Options for Files PHA-Pro creates backup files to help guard against the loss of data. It stores these files by default in the Backup folder that is located in the same directory where you installed the software. Adjusting the Backup Options

To adjust the backup options for your files: Step 1.

Action Go to Tool>Options. The Options dialog box opens.

2.

Click the Backup tab. The Backup tab opens.

3.

Either select or deselect Keep backup copy of original file when saving. Note: This option lets you control whether the software backs up your files each time you save them.

4.

To have PHA-Pro automatically back up your files as you work, check the Auto Backup check box. Tip:

5.

If you chose the automatic backup option, you can specify the desired time interval. The default value is “5” minutes, but you can change this by: 1. Highlight the number in the field. 2. Enter a new number.

Click OK.

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Saving Files If you have just created a new file, you will want to save it for future use. You should also save your file periodically, not just at the end of a work session, to avoid data loss in the event of a power failure or other technical problem. To save your PHA-Pro file: Step 1.

Action Click

on the tool bar.

Or Go to File>Save. Note: If you have previously saved this file, the software simply resaves it without displaying a dialog box. Note: If you are saving the file for the first time, the Save As dialog box appears. Go to Step 2. 2.

In the File name field, type a name for your file. The Save as type field specifies that the software adds the .pha extension to the end of the file name.

3.

Click the Save in drop-down arrow to select where you want to store your file. This location can be on your computer or company network.

4.

Click Save.

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Saving Files Under Different Names You may want to save a copy of your file under a different name before making extensive editing changes. Doing so allows you to revert to the original version if you decide later that you no longer want to keep the changes. To save a file under a different name: Step 1.

Action Go to File>Save As. The Save As dialog box appears, allowing you to save your file with a different name, as well as in a different location.

2.

In the File name field, type the new name for your file. The Save as type field specifies that the software adds the .pha extension to the end of the file name.

3.

Click the Save in drop-down arrow to select where you want to store your file. This location can be on your computer or company network.

4.

Click Save. The file is saved under the new name.

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Opening Files You can easily open a file you created and saved in PHA-Pro during a previous work session. This section discusses the following topics: Opening a PHA-Pro file on page 84. Opening a File from the Welcome to PHA-Pro Dialog Box on page 84. Importing a PHAWorks File on page 84. Opening a PHA-Pro file

To open a PHA-Pro file: Step 1.

Action Click

on the tool bar.

Or Go to File>Open. The Open dialog box appears. 2.

Select the PHA-Pro file that you want to open.

3.

Click Open. The software opens the chosen file on your screen.

Tip: The File menu lists the names of the last four workplace risk assessment files you have opened. You can click any of these names on the menu to reopen the corresponding file. Tip: If you are currently not running PHA-Pro, you can double-click the icon for a PHA-Pro file to launch the software and open the file on your screen.

Opening a File from the Welcome to PHA-Pro Dialog Box

To open a file from the Welcome to PHA-Pro dialog box: Step

Action

1.

Click Open an Existing File radio button.

2.

Click OK. The Open dialog box is displayed.

3.

Select the file that you want to open.

4.

Click Open. The software opens the chosen file on your screen.

Importing a PHAWorks File

You can import PHAWorks studies into PHA-Pro. This allows you use historical data in your current studies. Note: The PHAWorks files must be saved as PHAWorks Hierarchical Export Files (*.txt, *.dat) before they can be imported into PHA-Pro.

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To import a PHAWorks Hierarchical Export file in PHA-Pro: Step 1.

Action Click

on the tool bar.

Or Go to File>Open. The Open dialog box appears. 2.

Select PHAWorks Hierarchical Export Files (*.txt, *.dat) from the Files of type drop-down list.

3.

Using the Look in field, navigate to the folder containing the file you want to import.

4.

Select the file you want to import.

5.

Click Open. The file is imported into PHA-Pro.

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Closing Files If you have several files open at the same time, you may wish to close one or more so you can concentrate on a particular study. This section discusses the following topics: Closing the Current File on page 86. Closing A Non-Current File on page 86. Closing the Current File

To close the current file without closing PHA-Pro: Step 

Action Go to File>Close. PHA-Pro closes the file. If you have not yet saved the file you are closing, the software asks you if you want to save your work. Click Yes to avoid losing data.

Tip: You can also click close the file.

Closing A Non-Current File

in the upper right hand corner of the file window to

You can also close an open file that you are not currently working on. To close a non-current file without exiting PHA-Pro: Step

Action

1.

In the Workspace, right-click the file you want to close.

2.

Select Close from the drop-down menu. PHA-Pro closes the file. If you have not yet saved the file you are closing, the software asks you if you want to save your work. Click Yes to avoid losing data.

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Exiting PHA-Pro You can easily exit from PHA-Pro when you finish your session. To exit PHA-Pro: Step 

Action Go to File>Exit. If you have files that have not already been saved, PHA-Pro asks you if you want to save your work. Click Yes for each file you want to save.

Tip: You can also click

in the upper right hand corner of the file window to

close the file.

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CHAPTER 5: LEARNING THE BASICS PHA-Pro consists of a number of work sheets and forms that you fill out as you work through your study. This chapter discusses how you work with the data in the program as well as two of the special features of PHA-Pro, data mirroring and linked diagrams. This section discusses the following topics: Working with Data on page 89. Cutting, Copying and Pasting Data on page 93 Entering Data Using Data Mirroring on page 95. Using Dependency Matrices and Conditional Data Mirroring on page 99. Working With Dates on page 100. Reversing Order of Columns on page 102. Sorting the Information on a Worksheet on page 103. Renumbering Data in Columns on page 104. Changing the Numbering of a List Cell on page 105. Undoing and Redoing Changes on page 106. Using Notes for Your Data on page 108. Using Markers for Your Data on page 110. Using Symbols on page 111. Checking Spelling on page 115. Finding and Replacing Data on page 117. Merging Lines in a Worksheet on page 120. Isolating a Row in A Worksheet on page 121. Working with Structured Lists on page 123. Working With Linked Diagrams on page 127. Working with Attached Files on page 131. Working with Embedded Pictures on page 135.

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Working with Data It is easy to enter, edit and delete data from PHA-Pro’s worksheets and forms. This section discusses the following topics: Entering Data on page 89. Entering Web Addresses on page 89. Editing Data on page 89. Assessing the Severity and Likelihood of a Consequence on page 90. Deleting Data on page 90. Adding Rows on page 91. Re-arranging Rows on page 91. Removing Rows on page 92. Entering Data

To enter data into a cell in a worksheet or form, you merely click the cell and enter the data. Tip: Many columns in a worksheet contain special features that facilitate data entry, such as the pop-up windows for risk assessment columns. When a popup window opens, you make your selection and the information is automatically added. For more information, see Chapter 6: Working with Libraries, Copy From and AutoType on page 137.

To enter data: Step 1.

Action Click the cell that you want to enter data in. The flashing insertion point appears inside the selected cell.

2.

3.

Enter the new data. Tip:

If the column is connected to a library, or the AutoType feature is on, a dialog box opens. For more information, see Chapter 6: Working with Libraries, Copy From and AutoType on page 137.

Tip:

You can attach the electronic version of a drawing to a cell. For more information, see Working with Attached Files on page 131.

When you finish entering the information, on your keyboard, press: • • •

Tab to move to the next column. Enter to start a new row. Esc to turn off the editing function.

Entering Web Addresses

You can also record a web site address in your PHA-Pro files. Once you type the address, the software automatically recognizes that the text is an address and converts it to a hyperlink, which appears in blue and is underlined on your screen.

Editing Data

To edit data: Step 1.

Action Click the cell you want to edit.

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Step

Action

2.

Either: •

Click

on the tool bar.

• Go to Edit>Edit. • Click the cell you want to edit. The software displays a thick border around the cell you are editing, and the flashing insertion point appears inside the cell so that you can delete text and type new text. Tip: 3.

If you double-click the cell when you choose it, it can be edited immediately.

Edit the data. Note: Editing a cell in date column involves the same procedure as recording the date. For more information, see Working With Dates on page 100. Tip:

4.

When you finish editing the information, on your keyboard, press: • • •

Assessing the Severity and Likelihood of a Consequence

Many columns in a worksheet contain special features that facilitate data entry, such as the pop-up windows for risk assessment columns. You can use these features to modify the contents of a cell in exactly the same way that you originally recorded data in the cell.

Tab to move to the next column. Enter to start a new row. Esc to turn off the editing function.

To assess the severity and likelihood of a consequence: Step 1.

Action In the Worksheet, double-click the S cell that corresponds to the consequence of interest. The Severity window appears, displaying the severity scale along with a description of what each level means. (Figure 5-5)

2.

Click the appropriate severity code.

3.

Double-click the corresponding cell in the L column. The Likelihood window appears, displaying the likelihood scale along with a description of what each level means.

4.

Click the appropriate likelihood code. PHA-Pro automatically enters the corresponding risk ranking code in the RR column, based on the Risk Matrix.

Deleting Data

To remove data: Step 1.

Action Select the data you want to delete.

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Step 2.

Action Click

on the tool bar.

OR Go to Edit>Remove. OR Press the Delete key on your keyboard. 3.

Click OK. PHA-Pro deletes the selected data from your file.

Adding Rows

When you add a data row, PHA-Pro adds the row based on the hierarchy levels set in the template. In other words, PHA-Pro adds the row to that level of the hierarchy and lower. To add a row: Step 1. 2.

Action Click in a cell at the hierarchy level that you want to add the row. Click

on the tool bar.

Or Go to Edit>Add. Or Go to Insert>Row. Or Press the Enter key on your keyboard. A new row appears directly below the cell you click. If the column is connected to a library, or the AutoType feature is on, a dialog box opens. For more information, see Chapter 6: Working with Libraries, Copy From and AutoType on page 137.

Re-arranging Rows

You can re-arrange your data by changing the order of the rows. To re-arrange the rows of data: Step

Action

1.

Click any cell in the row you want to move.

2.

Carry out one of the following: •

Click

or

on the tool bar.

• Click Move Up or Move Down on the Edit menu. Note: When you move a data row, the list numbering changes to reflect the row’s new position. If you sort data, the row’s position changes, but the list numbering remains the same. 3.

Repeat steps 1 and 2 until all of your data appears in the required order.

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To delete the row: Step 1. 2.

Action Click the first column of the row you want to delete. Click

on the tool bar.

Or Go to Edit>Remove. Or Press the Delete key on your keyboard. The row is deleted. Note: If information in the row is referenced elsewhere in the study, a dialog box opens. It informs you that the information is referenced elsewhere and asks you if you want to delete the record. Click Yes to delete, No to keep the row. Tip: An alternative method of deleting a row is: 1. Right-click a cell in the row that you want to delete. A pop-up menu opens 2. From the pop-up menu, select Delete Row. The row is deleted. If information in the row is referenced elsewhere in the study, a dialog box opens. It informs you that the information is referenced elsewhere and asks you if you want to delete the record. Click Yes to delete, No to keep the row.

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Cutting, Copying and Pasting Data You can cut, copy and paste data by using one of three methods: • • •

Right-Click menu Key boards commands. Tool bar icons.

This section discusses the following topics: Cutting Data on page 93. Copying Data on page 93. Pasting Data on page 94 Cutting Data

When you cut data, you remove it from the worksheet but you can paste it elsewhere. To cut data: Step 1.

Action Highlight the information that you want to cut by holding down the left-click button and selecting the information. Tip:

2.

To quickly select all of the data in a cell carry out one of the following: • Triple left-mouse-click. • Ctrl+A. • Right-Click and choose Select All from the right-click menu.

Carry out one of the following: •

Press Ctrl+X on the keyboard.

•

Click

•

Right-click the mouse and choose Cut from the right-click menu.

.

A dialog box opens asking you if you want to cut the entire row or the selected cell. 3.

Select the appropriate radio button and click OK. The information is cut from the worksheet and can be pasted elsewhere in the study.

Copying Data

When you copy data, you leave it in the worksheet but you can paste a copy of it elsewhere. To copy data: Step 1.

Action Highlight the information that you want to copy by holding down the left-click button and selecting the information. Tip:

To quickly select all of the data in a cell carry out one of the following: • Triple left-mouse-click. • Ctrl+A. • Right-Click and choose Select All from the right-click menu.

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Step 2.

Action Carry out one of the following: •

Press Ctrl+C on the keyboard.

•

Click

•

Right-click the mouse and choose Copy from the right-click menu.

.

The information is copied from the worksheet and can be pasted elsewhere in the study. 3.

Select the appropriate radio button and click OK. The information is copied from the worksheet and can be pasted elsewhere in the study.

Pasting Data

Once you have copied or cut the data, you can paste it elsewhere in the study. Tip: When copying and pasting dates from MS Excel into PHA-Pro, the date formats must be the same. For example, if the date in Excel is 13-Sept-10, (dd-MMM-yy) you must select that format from the Format drop-down list on the Regional Setting page. For more information, see Setting the Date Format on page 101.

To paste data: Step

Action

1.

Place the cursor in the cell in which you want to enter the information.

2.

Carry out one of the following: •

Press Ctrl+V on the keyboard.

•

Click

•

Right-click the mouse and choose Paste from the right-click menu.

.

The information is pasted into the study.

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Entering Data Using Data Mirroring Data mirroring allows you to dynamically link different worksheets to avoid duplication of work. Unlike the Reference function, it allows you link the data selectively. For example in a column of 100 items, you can copy over only five items. Data mirroring can be used to link related worksheets, as for example: • • •

Work Orders with Risk Analysis. BOM with Risk Analysis. HAZOP with LOPA.

In order for you to use data mirroring in your study, you must create the data mirroring linkages in Settings. For more information, see Data Mirroring on page 287. Note: You can mirror data to multiple pages by simply creating the data mirroring to the various fields you want. You must create a separate data mirror link for each set of mirrored items. You can set different options for each set of links. Only the first mirrored link appears in the right-click menu or as a hyperlink. For more information, see Data Mirroring on page 287.

This section discusses the following topics: Entering Information in Data Mirrored Fields on page 95. Entering Mirrored Information in Different Hierarchy Level Fields on page 95. .Mirroring Information at a Later Time on page 96. Mirroring Information at a Later Time Using Send To on page 96. Data Mirroring Right-Click Menu Commands on page 97. Source Page Menu Commands on page 97. Receiving Page Menu Commands on page 97. Changing Data Mirroring Links on page 98. Entering Information in Data Mirrored Fields

To enter information in a data mirrored field: Step 1.

Action Double-click the cell. A thick border surrounds the cell, indicating that the cell is active.

2.

Begin to enter the text in the cell. If Prompt is the mirroring option, a dialog box opens on screen. You must select yes to continue to add data to the cell.

3.

Click Yes. Box closes and cell is active.

4.

Entering Mirrored Information in Different Hierarchy Level Fields

Finish entering the text.

You can mirror data from fields in one level of the hierarchy to fields in a different level of the hierarchy. Although similar to regular data mirroring, there may be some differences depending on the options set. You cannot mirror data to a child if

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the parent field is empty. You either have to add information at the prompt or add a field as a placeholder. To enter information in a data mirrored field: Step 1.

Action Double-click the cell. A thick border surrounds the cell, indicating that the cell is active.

2.

Begin to enter the text in the cell. If Prompt is the mirroring option, a dialog box opens on screen. You must select yes to continue to add data to the cell.

3.

Click Yes. Box closes and cell is active.

4.

Depending on the mirroring settings, you may get a dialog box with the parent list name on it. If that occurs: 1. 2.

Enter the information for the parent list field in the text box. Click OK.

The dialog box closes and the information is entered in the parent list field. 5.

Mirroring Information at a Later Time

Finish entering the text.

If, after adding information and selecting No at the prompt, you realize that the information has to be mirrored, you use the right-click menu to mirror the data. To use the right-click menu command: Step

Action

1.

On the receiving page, create a row where you want to add the data.

2.

Right-click a cell of the row. The cell turns blue and the right click menu opens.

3.

Go to Data Mirroring (Row)>Connect to .

4.

Select the check box for the row to which you want to mirror the data. Tip:

5.

Select the row that has no information after the row number, if the list is numbered or that is called (Unnamed) if the list is not numbered.

Right-click the cell. The right-click menu opens.

6.

Go to Data Mirroring (Cell)>Copy From . The information is copied.

7.

Mirroring Information at a Later Time Using Send To

Repeat steps 5 and 6 for each cell in the row,

You use the Send to command from the right-click menu to mirror the data.

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To use the right-click menu command: Step 1.

Action Right-click the cell that contains the data to be mirrored. The cell turns blue and the right click menu opens.

2.

Go to Send to> . Tip:

If you are using Parent-Child mirroring, you may have to enter information for the parent list item: 1. Enter the information. 2. Click OK.

Tip:

If you are using the menu option for Parent-Child mirroring, you have choice of where the information is being mirrored, and you may have the option of creating a new parent list item.

Data Mirroring Right-Click Menu Commands

When you create your data mirroring, the Data Mirroring commands appear on the right-click menu.

Source Page Menu Commands

The right-click menu on the source page has two options for Data Mirroring Data Mirroring (Cell) and Data Mirroring (Row). When you go to Data Mirroring (Cell) a submenu opens with the following menu items: • •

Go to . PHA-Pro moves you to the cell receiving the mirrored information. Disconnect from . The cell is disconnected from data mirroring allowing you to make changes or enter non-mirrored data. Note: If the rows are mirrored, but the cells are not connected, the menu provides the following menu item: • Send To . PHA-Pro sends the information from the source cell to the receiving cell.

When you go to Data Mirroring (Row) a submenu opens with the following menu items: • •

•

Go to . PHA-Pro moves you to the cell receiving the mirrored information. Disconnect from . The row is disconnected from data mirroring allowing you to make changes in the row without affecting the receiving page. Connect to . Connects the row to a different item on the receiving page. Note: If the rows are not connected, the menu provides the following menu item: • Connect to . This allows you to connect the source row to the receiving row.

Receiving Page Menu Commands

The right-click menu has two options for Data Mirroring - Data Mirroring (Cell) and Data Mirroring (Row).

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When you go to Data Mirroring (Cell) a submenu opens with the following menu items: • •

Go to . PHA-Pro moves you to the cell sending the mirrored information. Disconnect from . The cell is disconnected from data mirroring allowing you to make changes or enter non-mirrored data. Note: If the rows are mirrored, but the cells are not connected, the menu provides the following menu item: • Copy From . PHA-Pro copies the information from the source cell.

When you go to Data Mirroring (Row) a submenu opens with the following menu items: • •

•

Go to . PHA-Pro moves you to the cell sending the mirrored information. Disconnect from . The row is disconnected from data mirroring allowing you to make changes in the mirrored cells of the row on the receiving page without affecting the source cells. Connect to . This allows you to reconnect the receiving row to the source. Note: If the rows are not connected, the menu provides the following menu item: • Connect to . This allows you to connect the receiving row to the source

Changing Data Mirroring Links

You can change your mirroring from one row to another, or you can mirror one row to multiple rows. To change the mirroring from one row to another: Step

Action

1.

Right-click a mirrored cell in the row whose connection you want to change.

2.

Go to Data Mirroring (Row)>Connect to . The Connect to Mirrored Item dialog box opens.

3.

Select (or deselect) items are required.

4.

Click OK.

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Using Dependency Matrices and Conditional Data Mirroring Dependency Matrices and Conditional Data Mirroring work in conjunction with each other, and are created in Stature Template Studio. Dependency Matrices help you to compare two or more lists. Depending on the information that you enter in the matrix, conditional data mirroring then sends information to a third list. Note: You cannot edit the list items in the Dependency Matrix, you have to edit them in their original list. Note: You cannot roll up a study on a dependency matrix page.

Figure 5-1: In the above example, there are two lists - one for the Vertical Axis (Y) and one for the Horizontal Axis (X). Depending on the information placed in the dependency matrix, conditional data mirroring completes the fields in the Destination List.

Entering Data in the Dependency Matrix

To enter data in the dependency matrix: Step 1.

Action Click the appropriate cell in the matrix. The appropriate table opens, listing the category. Tip:

2.

If the table goes off the bottom edge of the screen, use the scroll wheel on your mouse to scroll the table onto the screen.

Select the code that you want to enter. The code is entered into the cell, and, if you are using data mirroring with the matrix, the appropriate information is sent to the destination list.

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Working With Dates PHA-Pro’s pop-up calendars help you to record days, months and years. You can also change the format of the dates in your PHA study. Tip: You can use the formula field to calculate the number of days between dates or adding or subtracting a set number of days from a date to give a new date. For example, if you wanted to automatically calculate the number of days difference between the estimated and actual end date, you could create a formula that subtracts the estimated date from the actual date. The result of this calculation would be the number of days that the actual date was after the estimated end date. For example, if the actual end date is five days after the estimated end date, in the formula field you would enter

EstimatedEndDate+5 You must enter the EstimatedEndDate using the Reference icon. For more information, see Adding a Formula Field on page 272.

When copying and pasting dates from MS Excel into PHA-Pro, the date formats must be the same. For example, if the date in Excel is 13-Sept-10, (dd-MMM-yy) you must select that format from the Format drop-down list on the Regional Setting page. For more information, see Setting the Date Format on page 101. This section discusses the following topics: Recording Dates in your Study on page 100. Setting the Date Format on page 101. Recording Dates in your Study

To record a date: Step 1.

Action Click the arrow in any cell or field where you must enter a date. A pop-up calendar appears. Note: This is only true for columns/fields created by date fields.

2.

To scroll through the months and years, click the

and

in

the top corners of the calendar. 3.

To quickly change the month, click the month that is currently displayed. A drop-down list of months appears.

4.

Click the appropriate month.

5.

To quickly change the year, click the year that is currently displayed. Scrolling keys for up and down appear.

6.

Scroll to the correct year.

7.

When the top of the calendar displays the correct month and year, click the appropriate day of the month. The calendar closes, and the software enters the chosen date in the corresponding cell or field.

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PHA-Pro allows you to change the format of the date entered in the study to match the style used by your company. Note: Default format is M/d/yyyy. Note: When you set the date format it sets the format globally for the study.

To set the date format: Step 1.

Action Display Project Settings by carrying out one of the following: • •

Click the Settings tab. Go to View>Project Settings.

2.

In the left pane, click Hierarchy.

3.

Click Study.

4.

In the right pane, click the Regional Settings tab.

5.

Deselect the Use default check box.

6.

Select the date format from the Format drop-down list.

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Reversing Order of Columns When you add information by column, PHA-Pro allows you reverse the order of the some columns. This is useful, for example, when recording attendance at the sessions of your study. When you select this option, the most recent session and all future session columns are added to the left of the existing columns, next to the Name column. To reverse the order of columns: Step 1.

Action Right-click one of the column headings. The right-click pop up menu opens.

2.

Select Column Format. The column format window opens

3.

Click the Options tab. The Options page opens.

4.

Select the Reverse Order check box.

5.

Click OK. The columns have been reversed.

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Sorting the Information on a Worksheet PHA-Pro allows you to quickly sort your study on any column. This is useful for placing your highest ranking risks at the top of your study through the use of your risk ranking data. Note: When sorting a column, PHA-Pro only uses user inputted text for sorting. For example, if you use the numbering feature in the column, the computer generated number is not used. The column is sorted on the inputted text, and you can renumber the text in the column. This allows you to easily renumber the cells in the column. For more information on renumbering data in the column, see Renumbering Data in Columns on page 104.

To sort your study: Step

Action

1.

Click a cell in the column that contains the information on which you want to sort your sheet.

2.

Go to Data>Sort. The sheet is sorted in ascending order.

3.

Go to Data>Sort Descending if you want the sort to be in descending order. The sheet is resorted in descending order.

Tip: An alternate way to sort the data is: 1. Click the column heading. A dialog box opens and asks you if you want to sort the data. 2. Click Yes. The data is sorted.

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Renumbering Data in Columns PHA-Pro allows you to quickly and easily renumber the data in your columns. To renumber the data in a column: Step

Action

1.

Click any cell in the column you want to renumber.

2.

Go to Data>Renumber. A drop-down menu opens.

3.

Select: • Renumber in Sort Order - to number in ascending order. • Reverse Order - to number in descending order. The column is renumbered.

Optional Renumbering Commands

The following commands only appear under certain circumstance. • • •

Renumber by use is enabled when you are in the Recommendations tab in most templates. Renumber... is also enabled in the Recommendations tab, but it requires that the new numbering options are in use. Purge Removed Items is enabled only if the Keep placeholders for removed items option is selected when setting the numbering options and one or more items have been removed since this option was enabled.

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Changing the Numbering of a List Cell You can change the list number of a cell that uses the Extended or Custom options for numbering. For more information, see Setting Numbering Options for Lists on page 280. For example, you can change the cell number from 1 to 1A. When you change the number of a cell, the other cell numbers are not affected. To change the numbering in a list: Step 1.

Action Right-click the cell whose numbering your want to change. A pop-up menu opens.

2.

Select Change Number. The Change Number dialog box opens.

3.

Enter the new number in the New Number field.

4.

Click OK. The number is changed.

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Undoing and Redoing Changes You can easily undo and redo the actions you perform in PHA-Pro. This section discusses the following topics: Undoing Your Most Recent Action on page 106. Redoing the Most Recent Action on page 106. Undoing Multiple Actions on page 106. Redoing Multiple Actions on page 106. Undoing Your Most Recent Action

To undo the most recent step you performed: Step 

Redoing the Most Recent Action

Action Click

on the tool bar.

To redo the action you have most recently undone: Step 

Action Click

on the tool bar.

Tip: You can also access the Undo and Redo commands from the Edit menu.

Undoing Multiple Actions

PHA-Pro’s multi-level Undo command allows you to reverse an entire series of actions you performed since you last started PHA-Pro. The number of actions you can undo is virtually unlimited, depending upon your system configuration. To undo more than one action: Step 1. 2.

Action Click the

beside

. A list of actions appears.

Drag your mouse pointer over the steps you want to reverse. The bottom of the window displays the number of actions that the software is to undo.

3.

Redoing Multiple Actions

Click your left mouse button.

PHA-Pro’s multi-level Redo command allows you to repeat an entire series of actions you performed since you last started PHA-Pro. The number of actions you can redo is virtually unlimited, depending upon your system configuration. To redo multiple actions you have undone: Step 1.

Action Click the

beside

.

A list of actions you can repeat appears.

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Step 2.

Action Drag your mouse pointer over the functions you want to redo. The bottom of the window displays the number of actions that the software is to redo.

3.

Click your left mouse button.

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Using Notes for Your Data The Notes feature of PHA-Pro allows you to add pop-up text boxes to your data. It allows you to store and display useful information, such as reminders. For instance, you can add a note to recommend further research or to indicate when the data in a cell was last updated. This ability is useful if other people in your organization review your data and benefit from this additional information. A cell containing a note displays a small icon

in its upper-right corner. You

double-click this icon to access the note. (

)

This section discusses the following topics: Adding Notes on page 108. Editing Notes on page 109. Deleting Notes on page 109.

Figure 5-2: You access the Note dialog box by double-clicking the note icon. You can view, create and edit the pop-up notes in the Note dialog box.

Adding Notes

To add a note to a cell: Step 1. 2.

Action Click the cell of interest. If the Marker button on the tool bar displays

, click it.

The Note dialog box appears. (Figure 5-2) Tip:

If the Marker button displays a different icon, click the

beside it,

and then click Note on the drop-down list. 3.

Enter the text for the note.

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Step 4.

Action Click

in the upper-right corner of the dialog box.

Or Click Close. Tip: While the Note dialog box is open in one sheet, you can switch to a different sheet and then switch back to continue creating your new note. This allows you to refer to, or copy information from, another part of your file. To paste copied data into the Note dialog box, press Ctrl + V on your keyboard.

Editing Notes

To edit a note: Step 1.

Action Double-click the

for the note you want to edit.

The Note dialog box opens. 2. 3.

Edit the note. Click

in the upper-right corner of the dialog box or click Close.

The Note dialog box closes.

Deleting Notes

Once a particular note is no longer needed, you can quickly remove it. To remove a note: Step 1. 2.

Action Click the Click

for the note you want to delete. on the tool bar.

Or Click Delete on the Note dialog box. The software deletes the note from your file and removes the icon from the selected cell.

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Using Markers for Your Data PHA-Pro allows you to flag data so you can tell, at a glance, which cells have something in common or which information requires immediate attention. It has built-in markers for notes revalidated data

(see Using Notes for Your Data on page 108) and

(see Chapter 9: Revalidating Your Data on page 215). You

can also create or customize markers. For more information, see Markers on page 253. Tip: PHA-Pro allows you to add data fields to you markers. This means you can add notes or dates to your markers. For more information, see Adding Data Fields to a Marker on page 255.

This section discusses the following topics: Marking Data on page 110. Removing a Marker from a Cell on page 110. Marking Data

To mark data: Step 1. 2.

Action Click the cell containing the data you want to mark. On the tool bar, click the

beside the Marker button.

A drop-down list of markers and marker options appear. 3.

Click the marker of interest. The software displays the symbol for this marker in the selected cell.

Tip: The Marker button displays the symbol for the last marker you inserted. If this marker is the one you want to use, simply click this button instead of performing steps 2 and 3.

Removing a Marker from a Cell

To remove a marker: Step

Action

1.

Click the icon for the marker you want to delete.

2.

Carry out one of the following: •

Click

on the tool bar.

• Go to Edit>Remove. • Press the Delete key on your keyboard. The software removes the chosen marker from the selected cell.

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Using Symbols The ability to quickly insert symbols as you type saves time. Symbols include characters that are not part of a standard keyboard, such as the degree symbol, exponents and currency symbols. PHA-Pro allows you to fully customize your list of symbols by adding, editing and deleting characters. Tip: If you are localizing your interface, you must click the Load Default button to localize the symbol list. For more information, see Returning the Symbols List to the Default Format on page 113.

This section discusses the following topics: Inserting a Symbol on page 111. Adding Symbols to the Symbols List on page 112. Editing Symbols in the Symbols List on page 112. Removing Symbols from the Symbols List on page 113. Returning the Symbols List to the Default Format on page 113. Inserting a Symbol

To insert a symbol into your file: Step 1. 2.

Action Position the flashing insertion point at the spot in the cell or field where you want to insert a symbol. Click

on the tool bar.

A pop-up window appears, which displays a list of commonly used symbols as well as descriptions of what they mean. (Figure 5-3) 3.

Click the symbol you want to insert. The window closes, and the chosen character appears in the cell or field.

Tip: You can resize the symbol window that appears in step 2. Position your mouse pointer over an edge of the window, and drag it until the window is re-sized.

Figure 5-3: A customizable list of symbols is quickly accessible from the tool bar.

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You can easily modify the list of symbols that is available when you click

on

the tool bar. Note: When adding a new symbol to your list, you must ensure that it is Arial True Type font.

To add symbols to the Symbols list: Step 1.

Action Go to Tools>Options. The Options dialog box opens.

2.

Click the Symbols tab. The Symbols tab page open. Tip:

You can take the following shortcut to the Symbols tab page, if the Symbols button is active: 1. Click

on the tool bar.

2. Click Customize. 3.

To add a new symbol to the list, click Add. The Add-Edit Symbol dialog box opens. (Figure 5-4)

4.

In the Symbol field, enter the character you want to add. Note: The Symbol must be Arial True Type font.

5.

Tip:

The Windows® Character Map can simplify this process. For more information on using the Character Map, consult your Windows instruction manual.

Tip:

If you are cutting and pasting symbols from another program, press Ctrl + V on your keyboard to paste the symbol into the Symbol field.

In the Description field, type a label describing what this new symbol represents. Tip:

6.

The label helps people to distinguish between characters that are easily confused, such as symbols for foreign currencies.

Click OK to return to the Symbols tab. The new symbol is displayed.

Editing Symbols in the Symbols List

To edit symbols in the Symbols list: Step 1.

Action Go to Tools>Options. The Options dialog box opens.

2.

Click the Symbols tab. The Symbols tab page opens. Tip:

You can take the following shortcut to the Symbols tab page, if the Symbols button is active: 1. Click

on the tool bar.

2. Click Customize.

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Step 3.

Action Double-click the symbol that you want to edit. Or Select it and then click Edit. The Add/Edit Symbol dialog box opens.

4.

Make the desired changes

5.

Click OK. The Add/Edit Symbol dialog box closes.

6.

Removing Symbols from the Symbols List

When you finish editing the symbols list, click OK.

To remove symbols from the Symbols list: Step 1.

Action Go to Tools> Options. The Options dialog box opens.

2.

Click the Symbols tab. The Symbols tab page opens. Tip:

You can take the following shortcut to the Symbols tab page, if the Symbols button is active: 1. Click

on the tool bar.

2. Click Customize.

Returning the Symbols List to the Default Format

3.

Select the symbol/description you want to remove.

4.

Click Remove.

5.

Repeat steps 3 and 4 for all symbols you want to remove.

6.

When you finish removing all of the symbols, click OK.

To return the list to its default format: Step 1.

Action Go to Tools>Options. The Options dialog box opens.

2.

Click the Symbols tab. The Symbols tab page opens. Tip:

You can take the following shortcut to the Symbols tab page, if the Symbols button is active: 1. Click

on the tool bar.

2. Click Customize. 3.

Click Load Defaults.

4.

Click OK.

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Figure 5-4: You can expand the software’s collection of special characters by using the Add/Edit Symbol dialog box.

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Checking Spelling Before printing or exporting your file and distributing it to clients and colleagues, you should perform a spelling check. This section discusses the following topics: Using the Spellchecker on page 115. Customizing the Spellchecker on page 115. Using the Spellchecker

To use the Spellchecker: Step 1.

Action Click

on the tool bar.

Or Go to Tools>Check Spelling. The Spelling dialog box appears. Under Not in Dictionary, the software displays a misspelled word. To help you interpret this field, the bottom of the dialog box shows you the sentence that contains the word. As well, the cell containing the word is highlighted on your screen behind the dialog box. Note: A word is considered misspelled if it is not in the software’s built-in dictionary. 2.

To skip only this occurrence of the word, click Ignore. Go to Step 6. To skip all occurrences, click Ignore All. Go to step 6.

3.

To correct the misspelled word, click the appropriate replacement from the Suggestions list. Tip:

4.

If the word is misspelled and not in the Suggestions list, enter the correct spelling in the field that displays the misspelled word.

To replace the misspelled word with the corrected spelling: • •

Only this occurrence of the misspelled word with the option you chose in step 3, click Change. All occurrences of the misspelled word, click Change All.

5.

To add the word to your dictionary, click Add.

6.

Repeat process to check the spelling of your entire file.

Tip: You can click Close at anytime to end the spell check and close the dialog box.

Customizing the Spellchecker

Adjusting the way that the software’s spellchecker works can increase its efficiency. PHA-Pro allows you to instruct the spellchecker to ignore certain entries, or to report specific types of problems. To customize the spellchecker: Step 1.

Action Go to Tools> Options. The Options dialog box opens.

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Step 2.

Action Click the Language tab. The Language tab page opens.

3.

Select the language(s) in which you want to check the spelling.

4.

Set your Spell Check options by: • •

5.

Selecting the check boxes for the options you want to use. Deselecting the check boxes for the options you do not want to use.

Click OK.

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Finding and Replacing Data As you work with PHA-Pro to create and modify files, it may be helpful to use the Find and Replace commands. The Find command lets you jump directly to the part of your file where a word or phrase or a date appears. The Replace command lets you replace text or a date with other data of your choice. This sections discusses the following topics: Finding Text on page 117. Finding Dates on page 117. Replacing Text on page 118. Replacing Dates on page 119. Finding Text

To find a word or phrase: Step 1.

Action Click

on the tool bar.

Or Go to Edit>Find/Replace. The Find and Replace dialog box opens. 2. 3.

Click the Find tab. Click

.

4.

In the Find What field, enter the text you want to find.

5.

Set your search parameters to optimize your search by: •

•

6.

Using the Match case drop-down list. This allows you to control whether or not your search is case-sensitive. By default, this option is set to Auto; click the arrow to select a different option. Selecting the Find whole words only check box if you want the software to consider the text you typed in the Find What field to be a separate word. That is, the software will not find this text if it is contained within a larger word.

To begin the search, click Find Next. The software searches your file for the text. If the text is found, the software highlights it on your screen behind the dialog box.

7.

Click Find Next to find additional occurrences of the data.

Tip: Click Close at anytime to end the search and close the dialog box.

Finding Dates

To find a date: Step 1.

Action Click

on the tool bar.

Or Go to Edit>Find/Replace. The Find and Replace dialog box opens.

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Step 2. 3. 4.

Action Click the Find tab. Click

.

Clicking the Find What arrow. A pop-up calender opens. For more information on using calendars, see Using Symbols on page 111.

5.

To begin the search, click Find Next. The software searches your file for the data. If the data is found, the software highlights it on your screen behind the dialog box.

6.

Click Find Next to find additional occurrences of the data.

Tip: Click Close at anytime to end the search and close the dialog box.

Replacing Text

To replace text: Step 1.

Action Click

on the tool bar.

Or Go to Edit>Find/Replace. The Find and Replace dialog box opens. 2. 3.

Click the Replace tab. Click

.

4.

In the Find What field, enter the text you want to find.

5.

In the Replace With field, enter the text that you want to appear instead of the text you are deleting.

6.

Set your search parameters to optimize your search by: •

•

Using the Match case drop-down list. This allows you to control whether or not your search is case-sensitive. By default, this option is set to Auto; click the arrow to select a different option. Selecting the Find whole words only check box if you want the software to consider the text you typed in the Find What field to be a separate word. That is, the software will not find this text if it is contained within a larger word.

7.

Select the Smart case replacement check box if you want the software to retain the case – that is, uppercase and lowercase – of the text that you are replacing with other text.

8.

To begin replacing data, use the three buttons at the bottom of the Replace tab: • • •

9.

Replace – Replaces the currently highlighted occurrence of the text. Replace All – Replaces all occurrences of the text. A dialog box opens, informing you of the number of replacements that were made. Find Next – Advances to the next occurrence of the text and highlights it.

Click Close to close the dialog box.

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To replace dates: Step 1.

Action Click

on the tool bar.

Or Go to Edit>Find/Replace. The Find and Replace dialog box opens. 2. 3. 4.

Click the Replace tab. Click

.

To search your file for a particular date, click the Find What arrow. A pop-up calender opens. For more information on using calendars, see Using Symbols on page 111.

5.

Click the Replace With arrow. A pop-up calender opens. For more information on using calendars, see Using Symbols on page 111.

6.

To begin replacing data, use the three buttons at the bottom of the Replace tab: • • •

7.

Replace – Replaces the currently highlighted occurrence of the date. Replace All – Replaces all occurrences of the date. A dialog box opens, informing you of the number of replacements that were made. Find Next – Advances to the next occurrence of the date and highlights it.

Click Close. The dialog box closes.

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Merging Lines in a Worksheet PHA-Pro allows you to merge both consecutive and nonconsecutive rows in a worksheet. You can only merge items if they share the same parent in the hierarchy. To merge rows: Step 1.

Action Go to Data>Merge Items. Or 1. 2. 3.

Highlight two consecutive rows. Right-click the highlighted rows. Select Merge Rows from the pop-up menu.

The Merge Item dialog box opens. 2.

Select the check boxes of the rows you want to merge. Tip:

If you want to merge all the rows, click Select All.

3.

Click Next.

4.

Select the information that you want to keep from the Item to Keep drop-down list. Note: The information in the other merged cells is removed. Make sure that this is the cell data that you want to remain in your worksheet.

5.

Click Finish. The rows are merged.

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Isolating a Row in A Worksheet In large studies, you may want to isolate a row, or rows, of information when you are adding information. You can use the breakdown function in Project Settings to set the criteria to isolate the row. Tip: When you isolate a row using this function, PHA-Pro uses the settings for inserting page breaks for printing. You can use this to print selected rows from the Print Preview. For more information, see Previewing Your Report Before Printing on page 209.

This section discusses the following topics: Isolating a Row on page 121. Restoring All Rows Back to a Worksheet on page 121. Isolating a Row

To isolate a row in a worksheet: Step 1.

Action Place the cursor in the row of the worksheet that you want to isolate. Note: When you isolate a row, PHA-Pro only displays the row that the cursor is in.

2.

Click the Settings tab. Tip:

You can also right-click the page and select Sheet Properties from the right-click menu.

3.

Click Sheets.

4.

Select the worksheet.

5.

Click the Breakdown tab in the right-hand pane.

6.

Uncheck the Automatically determine this setting check box.

7.

In the hierarchy, select the radio button of the list that contains the row’s information. Note: You must ensure that the list selected is on the worksheet p-age.

Restoring All Rows Back to a Worksheet

8.

From the page breaks drop-down list, select on which column information you want to isolate the row.

9.

Go back to the worksheet.

When you are finished, you can restore all the lines back the worksheet. Tip: This is useful if you selected the wrong row, and have to isolate the right row, you can restore all the rows, and then start again.

To restore all the rows back to a worksheet: Step 1.

Action Click the Settings tab. Tip:

2.

You can also right-click the page and select Project Settings from the right-click menu.

Click Sheets.

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Step

Action

3.

Select the worksheet.

4.

Click the Breakdown tab in the right-hand pane.

5.

Check the Automatically determine this setting check box.

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Working with Structured Lists Structured Lists allow you to depict a variable breakdown of systems or processes, rather than having fixed levels of parent-child tree as one would with the regular List item. For example, a system may have multiple sub-systems, but each subsystem may have varying levels of breakdown - Sub-System A is further divided to a Component level and then Item/Part level, while Sub-System B does not require further breakdown. The Structured List provides this flexibility. A structured list automatically numbers the data as: 1. 1.1 1.1.1 1.2 2. 2.1 2.1.1 2.2 Most of the functionality of a structured list - adding new data, markers and notes - works as it would in any normal list. However there are several features that work differently in a structured list. These features include cutting and pasting rows, moving rows up and down, drag and drop, and sorting. There are some new features as well - collapsing/expanding a parent, and indenting a level. This section discusses the following topics: Expanding and Collapsing a Sub List on page 124. Expanding and Collapsing the Entire Structured List on page 124. Adding Data to a Structured List on page 124. Changing the List Level of Data on page 124. Cutting and Deleting Rows in A Structured List on page 124. Pasting Rows in A Structured List on page 125. Dragging and Dropping on page 125. Sorting Data in A Structured List on page 125. Hiding and Displaying List Numbers on page 125. Isolating a Tree in a Structured List on page 125. Restoring the Structured List on page 126.

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You can use the right click menu to expand or collapse the entire structured list at once. To expand or collapse the entire list at once: Step

Action

1.

Right click any cell in the structured list.

2.

From the right click menu, select: • •

Expanding and Collapsing a Sub List

Expand All to expand the entire list. Collapse All to collapse the entire list.

You can expand or collapse individual sub lists of a structured list. To expand or collapse a sub list of a structured list: Step 

Action Click: • •

The plus sign next to the element of the sub list that you want to expand. The minus sign next to the element of the sub list that you want to collapse.

Adding Data to a Structured List

You add data to a structured list in the same manner as you would add data to any spreadsheet. When you add data to a structured list, it is added at the same level as the row above. You can increase or decrease the indent level of data using the tool bar. For more information, see Changing the List Level of Data on page 124.

Changing the List Level of Data

When you increase or decrease the indent level, you are moving data down or up a level by using the indent buttons. That is, the greater the indentation, the lower the level of information. When you change the indentation of data, it is renumbered as is all subsequent data rows. If you decrease the level of an item, all of its children’s levels are also decreased; conversely, if you increase the level of an item, all of its children’s levels are also increased. To change the list level of data: Step

Action

1.

Select the data whose list level you want to change.

2.

Click: - to increase the indentation of the data. - to decrease the indentation of the data.

Cutting and Deleting Rows in A Structured List

Cutting and deleting rows is carried out in the same manner as you would cut or delete any row in a worksheet, except that an item’s children are cut or deleted along with the row containing the list item. For more information, see Cutting Data on page 93 and Removing Rows on page 92.

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Pasting Rows in A Structured List

Pasting rows in a structure list is carried out in the same manner as you would paste any row in a worksheet, except that the item’s children are pasted along with the item. For more information, see Pasting Data on page 94.

Dragging and Dropping

You can drag and drop data in a structured list. When you drag and drop a list item, all of its children move along with it. The list item and all of its children are renumbered. Tip: If you are moving a root level item, close all of the other root level items before moving for best results.

To drag and drop a list item: Step

Action

1.

Select the cell you want to move, by clicking and holding the left mouse button

2.

Move the cell up or down in the column. A heavy red line shows where the cell would be placed.

3.

When you have reached the appropriate place in the column, release the mouse button. The list item and its children are placed in the new spot.

Sorting Data in A Structured List

You sort data in a structured list the same way you would sort data in any column. For more information, see Merging Lines in a Worksheet on page 120. When you sort data in a structure list, you sort the data in the root branch of the structure list and the items are sorted on the inputted text. All data is sorted, with children being sorted under their parent.

Hiding and Displaying List Numbers

You can use the right click menu to hide or display the list numbers. When you hide or show the list numbers, all numbers including those of the sub lists are hidden or displayed. To hide (display) list numbers: Step

Action

1.

Right click any cell in the structured list.

2.

From the right click menu, select: • •

Isolating a Tree in a Structured List

Hide Number - to hide the list numbers. Show Number - to display the list numbers.

You can isolate a specific tree consisting of a parent and its children in a structured list. This is particularly useful if you have a long structured list and want to study a specific tree in that list.

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To isolate a tree in a structured list: Step

Action

1.

Right-click the parent of the tree that you want to isolate.

2.

Select Show Current Tree. Only the current tree is shown.

Restoring the Structured List

To restore the full structured list after isolating a tree: Step

Action

1.

Right-click any cell in the tree.

2.

Click Show All.

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Working With Linked Diagrams Appendix B of OSHA 1910.119 provides examples of Block Flow Diagrams and Process Flow Diagrams. These diagrams can provide a pictorial representation of your process, or the interrelationships and interdependencies of the functions of a system. PHA-Pro’s Linked Diagram feature allows you to create these diagrams within your study. These diagrams are dynamically linked to your worksheets. This means that changes made to your worksheet are automatically reflected in your linked diagram, and changes made to the text of your diagram are reflected in your worksheet.

Figure 5-5: PHA-Pro’s Linked Diagram function dynamically links the diagram to your worksheets.

This section discusses the following topics: Creating a Linked Diagram on page 127. Formatting a Shape on page 128. Locking and Unlocking Text on page 129. Moving a Shape on page 129. Moving Multiple Shapes on page 130. Deleting Shapes on page 130. Creating a Linked Diagram

To create a linked diagram: Step 1.

Action Add a linked diagram sheet. For more information, see Adding a New Sheet - Linked Diagram on page 302.

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Step 2.

Formatting a Shape

Action Add your Study Items from the palette to Linked Diagram Drawing space by dragging them. Tip:

The default shape is a rectangle. To use a different shape for the study item: 1. Drag the shape from the shape palette to the Linked Diagram Drawing space. 2. Drag the study item onto the shape.

Tip:

Each function can be used more than once in the Linked Diagram Drawing space.

3.

Resize the functions to match the size of the diagram you want to create.

4.

Align the functions to create the object or concept you want.

5.

Format the shapes.

6.

Add the connectors.

7.

Add any additional text and format the text appropriately.

PHA-Pro allows you to format the shapes in your linked diagrams, The changes you make apply to all copies of the shape in the linked diagram. To format a shape in the linked diagram: Step 1.

Action Right-click the shape. The pop-up menu opens.

2.

Click Format Shape. The Format Shape dialog box opens.

3.

Select your Font from the Font list. (Optional) Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system.

4.

Select your Font Size from the Text Size list. (Optional) Note: 8-point type is the default size.

5.

If you wish to bold or italicize the text, click the box beside Bold or Italic. (Optional) Tip:

6.

Click both boxes if you wish to both bold and italicize the text.

Select the Text Color. (Optional) Black is the default font color. To use a different color: 1. 2.

7.

Click the Text arrow to display a pop-up palette. Click the color you want to use for the font color.

Select the Background Color. (Optional) White is the default background color. To use a different color: 1. 2.

Click the Background arrow to open a pop-up palette. Click the color you want to use for the background color.

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Step 8.

Action Select the Border Color. (Optional) Black is the default border color. To use a different color: 1. 2.

9.

Adjust the position of the shape by entering new measurements in the Left and Top fields. (Optional) Tip:

10.

By default, measurements are in inches, but you can enter other units such as “cm” for centimeters or “pt” for points by typing the unit after the number. Remember to delete the ” if you are using a different unit of measurement.

Adjust the size of the shape by entering new dimensions in the width and height fields. (Optional) Tip:

Locking and Unlocking Text

Click the Lines arrow to open a pop-up palette. Click the color you want to use for the border color.

By default, measurements are in inches, but you can enter other units such as “cm” for centimeters or “pt” for points by typing the unit after the number. Remember to delete the ” if you are using a different unit of measurement.

11.

Adjust the line width by entering a new number in point size in the Line Width field. (Optional)

12.

Click OK.

When you drag and drop information into your linked diagram, all the text is locked by default. You can unlock, or re-lock, the text in individual features to make changes. Note: If you drag and drop an empty shape, the Lock Text feature is not active.

To unlock the text in the linked diagram: Step

Action

1.

Right-click the shape whose text you want to edit.

2.

From the pop-up menu, deselect Lock Text. The text is unlocked and can now be edited.

To re-lock the text in the linked diagram: Step

Moving a Shape

Action

1.

Right-click the shape whose text you want to lock.

2.

From the pop-up menu, select Lock Text. The text is locked and cannot be edited.

You can rearrange the shapes in your linked diagram.

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To move a shape in a linked diagram: Step 1.

Action Click on the shape that you want to move. Tip:

To move more than one shape at the same time, keeping the shapes in the same relative position to each other: 1. Highlight Ctrl+click each shape and connector.

2.

Holding down the left mouse button, drag the shapes to the new position.

3.

Release the mouse button. The shapes are moved.

Moving Multiple Shapes

To move multiple shapes in a linked diagram: Step 1.

Action Holding down the left mouse button, draw a square over the shapes you want to move. Tip:

An alternative method to move more than one shape at the same time, keeping the shapes in the same relative position to each other: 1. Highlight Ctrl+click each shape and connector.

2.

Release the mouse button.

3.

Holding down the left mouse button, drag the shapes to the new position.

4.

Release the mouse button. The shapes are moved.

Deleting Shapes

To delete shapes from a linked diagram: Step 1.

Action Click on the shape that you want to delete. Tip:

To delete more than one shape at the same time: 1. Highlight each shape by Ctrl+clicking each shape. Or 1. Holding down the left mouse button, draw a square over the shapes you want to delete. 2. Release the mouse button.

2.

Press the Delete key on the keyboard. The shapes are deleted.

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Working with Attached Files PHA-Pro allows you to insert other documents into your file. You can attach files that you have created either in PHA-Pro, or in other applications. This feature is useful during the course of a study because you can attach documents containing information that you need to frequently consult. Also, by attaching the file as opposed to a link, you provide a “snapshot” of the information that exists at the time. When you attach a file, you insert an identical copy of the file, not a link to it. As a result, you need not worry if the file is moved or deleted from its original location, or updated at a later date, or if you are working away from the office on a portable computer. You are able to open the attachment from within your PHAPro file. Note: Attached files increase the size of your PHA-Pro file. The amount of the increase depends on the type and size of the inserted file(s).

To open or print an attached file, an application that is compatible with the file must be installed on your computer system. This section discusses the following topics: Setting the File Attachment Filter on page 131. Attaching Files on page 132. Creating Thumbnails for Attached Image Files on page 132. Opening Attached Files on page 133. Printing Attached Files on page 133. Saving Attached Files on page 133. Deleting Attached Files on page 133. Renaming Attached Files on page 133. Checking the Sizes of Attached Files on page 134. Setting the File Attachment Filter

You can filter the file types that you want allowed to be attached to your revisions. If you do not add any files to the filter, all file types can be attached; if you enter any file types into filter, only those file types can be attached. Tip: This filter applies to the entire study.

To use the file attachment filter: Step

Action

1.

On the Settings page, click the Hierarchy.

2.

Select Study.

3.

Select Properties.

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Step 4.

Action In the Allowed Attachment File Types field, enter the file types that you want to allow to be attached in the following format: File Description|*. Note: You must have the two entries for each file type that you want to attach. For example, if you entered the following: JPG File|*.jpg|PNG File|*.png Files of Type would list JPG File, PNG File. The folder would display all files with jpg and png extensions. If, however, you entered *.jpg|*.png Files of Type would list *.jpg The folder would display all files with png extensions.

Attaching Files

To attach a file to your PHA-Pro file: Step 1. 2.

Action Click the cell to which you want to attach a file. Click

on the tool bar

Or Go to Insert>Attach File. The Attach File dialog box opens. 3.

Use the Look in and Files of type fields to find the file you want to attach

4.

Select the file.

5.

Click Open. An icon that represents the attached file appears in the selected cell. The name of the file appears below the icon.

Creating Thumbnails for Attached Image Files

To convert an image file icon to a thumbnail or thumbnail to a file icon: Note: This feature is enabled by default. Step 1.

Action Right click the icon / image. Pop-up box opens.

2.

Click Show Thumbnail. The icon / image is converted. Tip:

If you want to have the name of the file shown, make Show File Name is checked. If you do not want the name shown, uncheck Show File Name.

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To open an attached file: Step 1.

Action Double-click the icon for the file you want to open. or Right-click the icon to display a pop-up menu.

2.

Click Open. Your computer system launches an application that is compatible with the file, and the application opens the file.

Printing Attached Files

To print an attached file: Step 1.

Action Right-click the icon for the file you want to print. A pop-up menu opens.

2.

Click Print. An application that is compatible with the file opens the file and prints it.

Saving Attached Files

To save an attached file to your computer or network: Step 1.

Action Right-click the icon for the file you want to save. A pop-up menu opens.

2.

Click Save As. The Save As dialog box opens.

3.

Type a new name for the file in the File name field. (Optional)

4.

Use the Save in field to specify where you want to save the file.

5.

Click Save. The attached file is saved.

Deleting Attached Files

Deleting attached files that you no longer need to consult can help to reduce the size of your PHA-Pro file and remove unnecessary clutter from your screen. To delete an attached file: Step 1.

Action Right-click the icon for the attached file you want to delete. A pop-up menu opens.

2.

Click Delete. PHA-Pro removes the file, and its icon no longer appears on your screen.

Renaming Attached Files

You may want to rename a file to make its name more meaningful to your team.

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To rename an attached file: Step 1.

Action Right-click the icon for the file you want to rename. A pop-up menu opens.

2.

Click Rename. The Rename Attachment dialog box opens.

3.

Type a new name for the file. Note: Do not change the extension that appears after the period at the end of the file name. If you do, the corresponding application will not recognize the file type and will not be able to open the file.

4.

Click OK. The new name appears below the file icon on your screen.

Checking the Sizes of Attached Files

To check the size of an attached file: Step 1.

Action Right-click the icon for the file of interest. A pop-up menu opens.

2.

Click Properties. The Attachment Properties dialog box opens, displaying the name of the attached file.

3.

Review the Size field, which indicates the size of the attached file.

4.

Click Close. The Attachment Properties dialog box closes.

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Working with Embedded Pictures Your study may have a picture page with an embedded picture. You can edit the picture, save it to your computer, resize it or replace it with a new picture. This section discusses the following topics: Editing a Picture on page 135. Saving a Picture on page 135. Replacing the Picture on page 135. Resizing the Picture on page 136. Editing a Picture

Using the right-click menu, you can open the picture in Paint, edit the picture and then replace the previous version with the edited version. To edit a picture: Step 1.

Action Right click the picture. The right click menu opens.

2.

Select Edit picture from the menu. The picture opens in Paint.

3.

Edit the picture.

4.

Click Save.

5.

Exit Paint. Dialog box opens, asking you if you want to incorporate the changes.

6.

Click: • •

Saving a Picture

Yes - to incorporate the changes. No to discard the changes.

You can save the pictures to your computer if you want. To save a picture to your computer: Step 1.

Action Right click the picture. The right click menu opens.

2.

Select Save Picture As from the menu. The Save As window opens.

Replacing the Picture

3.

Browse to the folder that you want to save the picture.

4.

Enter a new name in the File Name field. (Optional)

5.

Click Save.

You can replace the existing picture in with an updated one if you want.

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To replace an existing picture: Step 1.

Action Right click the picture. The right click menu opens.

2.

Select Choose new Picture As from the menu. The Load Image window opens.

3.

Browse to the folder containing the new picture.

4.

Select the picture

5.

Click Open. The Format picture dialog box opens.

6.

Resize the picture if necessary. For more information, see Resizing the Picture on page 136.

7.

Resizing the Picture

Click OK.

You can resize the picture both on screen and in print. To resize the picture: Step 1.

Action Right click the picture. The right click menu opens.

2.

Select Format Picture from the menu. The Format Picture window opens.

3.

To format the Print Size: 1.

If you want to keep the proportions the same as the original image, select the check box.

Tip:

If you do not keep the proportions the same when you resize the image, the image may be distorted. Enter the new size in the Width and Height fields.

2. Tip:

If you selected the keep proportions same as original image check box, when you enter one dimension, the other dimension is automatically adjusted.

4.

To format the On-screen Size, select the appropriate format from the drop-down list.

5.

Click OK.

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CHAPTER 6: WORKING WITH LIBRARIES, COPY FROM AND AUTOTYPE Learning how to work with PHA-Pro libraries can facilitate your Process Hazards Analysis and save you valuable time. This chapter discusses the purpose of the libraries and shows you how to activate them. You will also learn how to create your own customized libraries and deactivate ones you no longer require. You will also learn how to transfer data from the libraries to your study by using the versatile Copy From and AutoType features. This section discusses the following topics: Using Libraries in PHA-Pro on page 138. Linking Columns in Libraries with Study Templates on page 144. Using Copy From on page 146. Using AutoType on page 152.

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Using Libraries in PHA-Pro PHA-Pro libraries are knowledge bases of data that you can copy into your files. The libraries help you to enter information on failure modes, potential causes and other types of information quickly and efficiently by allowing you to copy data from existing lists instead of having to recreate the data from scratch. The lists contained in the libraries help your workplace risk assessment team to brainstorm by suggesting ideas that should be considered. The most efficient users of PHAPro are the ones who know how to get the most out of libraries. The PHA-Pro libraries are installed to your computer system when you install the software. Before you can use the library, you must activate it. You can activate as many libraries as you want, and once you activate a library, it is available for use with all of your PHA-Pro files. When activating libraries, you can specify that you want to use your old workplace risk assessment studies as libraries. This allows you to reuse existing data, thereby reducing the times and costs associated with your current study. Under Active Libraries in the Workspace, the software displays the names of all applicable files in the default libraries folder, as well as all other libraries that are active. A check mark appears beside each library that is active and available for use. You can activate and deactivate libraries by selecting and deselecting boxes beside the libraries. This section discusses the following topics: Copying Data from Libraries on page 138. Activating Libraries on page 139. Activating Libraries Using the Workspace on page 139. Adding an Activated Library Using the Workspace on page 140. Activating Old Studies as Libraries on page 140. Creating New Libraries from Scratch on page 140. Opening and Modifying Libraries on page 140. Printing and Exporting Library Data on page 141. Deactivating Libraries on page 141. Deactivating Libraries Using the Workspace on page 142. Removing Libraries Using the Workspace on page 142. Changing the Default Library Folder on page 142. Terms of Use on page 143. Copying Data from Libraries

Libraries simplify and speed up the process of entering data in your files by working in conjunction with the Copy From and AutoType features. Every time that the pop-up window opens on your screen while you are entering data, you can

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choose to have this window display data from your active libraries. For more information, see Using Copy From on page 146. Activating Libraries

To activate a library for use with your PHA-Pro files: Step 1.

Action Go to Tools>Options. The Options dialog box opens.

2.

Click the Active Libraries tab. (Figure 6-1)

3.

Click Add. The Add Library dialog box opens. Note: The Look in field is set by default to the Libraries folder, which contains all of the built in libraries. If the library, or the old study that you want to activate as a library, is stored in a different place, use the Look in field to navigate to that location.

4.

Click the library of interest.

5.

Click Open. The Add Library dialog box closes, and the Active Libraries tab displays the selected library.

6.

Click OK. The Options dialog box closes, and the Workspace indicates that the library is now active.

Figure 6-1: The Active Libraries tab of the Options dialog box displays a check mark besides each library that is currently active.

Activating Libraries Using the Workspace

The workspace lists all of the library files found in your default libraries folder. You can activate libraries in the folder in the workspace. To activate a library using the workspace: Step 

Action In the workspace, select the library that you want to activate.

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You may want to activate a library that is not found in your default libraries folder. You can add an activated library using the workspace. To add an activated library using the workspace: Step 1.

Action In the workspace, right-click the Active Libraries folder. The drop-down menu opens.

2.

Select Add Active Library. The Add Library dialog box opens on your default library folder.

3.

Use the Look in field to navigate to the folder containing the library or file that you want to activate.

4.

Click the library, or file, of interest.

5.

Click Open. The Add Library dialog box closes, and the Active Libraries tab displays the selected library.

6.

Click OK. The Options dialog box closes, and the Workspace indicates that the library is now active.

Activating Old Studies as Libraries

PHA-Pro allows you to create new libraries that are based on old studies. Basing libraries on old studies help you to work more quickly and efficiently because your new library contains data elements that are specifically tailored to your documentation needs. For more information, see Activating Libraries on page 139 or Adding an Activated Library Using the Workspace on page 140.

Creating New Libraries from Scratch

You create new libraries from scratch in the same manner as you would create any new files. For more information, see Creating New Files on page 71. Save your new library before closing it so it is available for use during all future study sessions. You must activate the library before you can work with it.

Opening and Modifying Libraries

Opening an active library allows you to view its contents, add new entries, edit information and perform other tasks. You open a library in the same way that you open any file within PHA-Pro. For more information, see Opening Files on page 84. Libraries are similar to PHA-Pro files. Library contents are organized into different sheets, each of which has a tab near the top of your screen. You can click a tab of interest to switch to the corresponding sheet. In , the HAZOP Library is open.

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Figure 6-2: The HAZOP library contains workplace risk assessment data that the study team can copy into their files.

Once a library is open, you can edit its contents in the same way that you modify data in your PHA-Pro files. To add, modify or delete library items, click or

,

, respectively, on the tool bar. or go to Edit>Add, Insert>Row, Edit>Edit or

Edit>Remove. Libraries can be customized to look and function the way you want. You can add and rename sheets, hide or display headers, change display options for columns and perform various other tasks. For more information, see Chapter 7: Customizing Forms and Worksheets on page 158 and Chapter 11: Customizing Your Templates on page 236. When you finish modifying a library, save the library before closing it. Printing and Exporting Library Data

You can create hard copies of your library data, including headers and footers of your choice on each printed page, in the same way that you print your PHA-Pro files. You can also export your library data in various formats. For more information, see Chapter 8: Printing and Exporting on page 196.

Deactivating Libraries

You can deactivate any library that you no longer want to use so that the PHA-Pro no longer searches the library’s contents and the Workspace no longer indicates that the library is active. To deactivate a library: Step 1.

Action Go to Tools>Options. The Options dialog box opens.

2.

Click the Active Libraries tab. All of the currently active libraries are listed. (Figure 6-1)

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Step 3.

Action Click the box beside the library’s name to remove the check mark. The library is deactivated.

4.

Click OK. The Options dialog box closes.

Tip: Deactivating a library by performing these steps does not delete the library from your computer system. This allows you to reactivate the library at a later date.

Deactivating Libraries Using the Workspace

You can quickly and easily deactivate libraries in the workspace. To deactivate a library using the workspace: Step 

Removing Libraries Using the Workspace

Action In the workspace, deselect the library that you want to deactivate.

If a library, or file being used as a library, is not found in your default libraries folder, you can remove it from the list. To remove a library using the workspace: Step 1.

Action In the workspace, right-click the library that you want to remove. The drop-down menu opens. Note: In order for the library to be removed, it cannot be in your default library folder.

2.

Select Remove from Active List. The library is removed from the list, but it still exists in its folder on your system.

Changing the Default Library Folder

You can use the workspace to change the default folder for your libraries. All active libraries are shown, no matter which folder they are in, plus all the files in the default folder. This allows you first activate the PHA-Pro libraries, and then change the default folder to a folder that contains the older studies that you may want to use as libraries. To change the default folder using the workspace: Step 1.

Action In the workspace, right-click the Active Libraries folder. The drop-down menu opens.

2.

Select Change Default Folder. The Browse for folder dialog box opens on your default library folder.

3.

Click the folder that you want to use.

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Step 4.

Action Click OK. The default folder is changed. All files in the folder, plus all previously activated libraries are now listed in the workspace.

Terms of Use

IHS supplies knowledge-based libraries as integral components of PHA-Pro. The intent of these libraries is to: • •

•

Provide information that may not be readily available elsewhere. Act as a memory aid and prompt the user(s) to identify further risk-associated issues, thus assisting in providing more comprehensive coverage of their Process Hazards Analyses. Provide the basis for user-modified libraries where the user considers augmentation or modification a necessary requisite for their use.

It is assumed by the supplier that the user is qualified to use and interpret the contents of such libraries, as well as the basic intent of the subject matter contained therein. The user is forewarned, given the complex nature of the subject matter, that misinterpretation, the failure to comprehend and⁄or the misuse of such libraries and their subject matters are always possible. The user must therefore guard against such possibilities by exercising due diligent interpretation toward the intelligent application of such subject matter. IHS supplies these libraries in good faith but without guarantee and accepts no liability whatsoever for their use, misuse, interpretation and misinterpretation, whether in their original forms, as supplied as integral parts of the software, or as a result of being modified in any way. The user is advised that use of these libraries following user augmentation, modifications, deletions, and⁄or interpretations is undertaken solely at the user’s own risk.

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Linking Columns in Libraries with Study Templates You can improve the efficiency of your libraries by creating links between the libraries and the study templates. If the links are on a form, then you can create filtered drop-down library lists for your form field. You can also filter your AutoType and Copy From selections in other parts of your worksheet. This section discusses the following topics: Using Keywords on page 144. Creating Library Drop-Down Lists for Data Fields on page 144. Filtering Library Data on page 145. Using Keywords

The easiest way of creating links between your libraries and the study template is to use keywords. By using keywords, you can link columns and/or fields of different names without having to remember the specific name in a template a library. Keywords are added to the hierarchy items in Project Settings. For more information, see Adding Keywords on page 284. Note: Keywords must be unique. If they are not unique, then the library lists are not as focused.

Creating Library Drop-Down Lists for Data Fields

You can create drop-down library lists for the data fields on your forms. These lists can be either editable or non-editable. A non-editable list means that the user must select one of the options from the list, they cannot manually enter text. Tip: You cannot create drop-down lists for columns on worksheets, but you can customize the AutoType. For more information, see Using AutoType on page 152.

To create a library drop-down list for a form field: Step

Action

1.

Open the form to which you want to add the drop-down list.

2.

Right-click the form field. The right-click menu opens.

3.

Select Format. Tip:

If you right-clicked next to the form field, select Contents Format.

The Format dialog box opens. 4.

Click the Options tab.

5.

Select the Show Autotype list check box. The Options button becomes active.

6.

Click the Options button. The Options dialog box opens

7.

If necessary, click the General tab.

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Step 8.

Action If you want to limit the choices to the library, under Show Items From: 1. 2.

9.

Select the Active Libraries check box. Deselect all other check boxes.

Select the Show as drop-down list check box.

10.

If you want the list to be non-editable, select the user must select item from list check box.

11.

Click Ok. The Options dialog box closes.

12.

Click OK. The Format dialog box closes and the drop-down list is created.

Filtering Library Data

You can set up a series of these library lists, with each level being filtered on the previous selection. For more information, see Using AutoType on page 152. You can also filter library data in your worksheet columns by filtering on the previous column.

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Using Copy From The Copy From feature consists of a pop-up window that enables you to copy data from other places in the current file, from other open PHA-Pro files, and from your active libraries. You can copy either one data element at a time or multiple pieces of information. Copy From simplifies data entry by eliminating the repetitious typing of the same information. This section discusses the following topics: Entering Data Using Copy From on page 146. Searching for Data in Copy From on page 147. Setting Options for Copy From on page 147. Creating Multiple Columns in Copy From on page 148. Creating Filters in Copy From on page 149. Creating Cascading Filters in Copy From on page 150. Activating Filters in Copy From on page 150. Deactivating Filters in Copy From on page 150. Entering Data Using Copy From

To use Copy From to enter data in your file: Step 1.

Action Click a cell in the column to which you want to add data. Note: Each data element you add appears in a separate row below the cell you click.

2.

Open the Copy From window by carrying out one of the following: •

Click

on the tool bar.

• Right-click and select Copy From. • Go to Edit>Copy From. The Copy From window appears. (Figure 6-3) 3.

Select and deselect the locations from which you want to copy data by clicking the appropriate buttons: (Optional) Same File – The software searches the current file for data of the chosen type. Other Open Files – The software searches all other PHA-Pro files that are currently open for data of the chosen type. Libraries – The software displays the entire contents of all active libraries that contain data of the chosen type. Clipbook - The software displays the contents of the local clipbook. For more information, see Adding Clipbooks To Text Fields on page 284.

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Step 4.

Action Adjust the filters by: (Optional) 1.

2. 5.

Activating or deactivating the appropriate filters. For more information see Activating Filters in Copy From on page 150 and Deactivating Filters in Copy From on page 150. Selecting the appropriate data set in the filter by selecting it from the drop-down list,

Select the data element that you want to enter by clicking its check box. Note: You can select as many data elements as you want.

6.

To copy the selected data into your current file, click OK. The Copy From window closes, and the data appears on your screen.

Searching for Data in Copy From

Rather than scrolling down the list presented in Copy From, you can use the search field to jump to the information you want to enter. To search for information in Copy From: Step 

Action Type the appropriate letter(s) in the search field at the top of the dialog box to narrow the list to only those data elements that contain certain text. The software automatically performs the search and displays the results.

Figure 6-3: In this example, a person is using Copy From to enter hazards in the Cause column of the HAZOP Worksheet sheet.

Setting Options for Copy From

You can easily customize Copy From to provide quick access to multiple types of information from multiple files at the same time.

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To customize Copy From: Step 1.

Action Open the Copy From window by carrying out one of the following: •

Click

on the tool bar.

• Right-click and select Copy From. • Go to Edit>Copy From. The Copy From window appears. (Figure 6-3) 2.

Click

on the tool bar at the top of the Copy From window.

The Copy From Options dialog box opens. 3.

Click the General tab.

4.

Select and deselect check boxes to control where the software searches for data: • • • •

5.

Same file. Active libraries. Other open files. Local clipbook.

Click the Listed Item tab. The Listed Item table opens showing file structure of the current file. Note: You can select the types of data elements from this structure.

6.

By default, the File field is set to the same file. To specify data from another location: 1. 2.

7.

Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. Select the file of interest.

Review the list of data elements shown on the Listed Items tab. A check mark appears beside the type of data that PHA-Pro currently displays in the Copy From window.

8.

To add other types of information, click the check box beside each item of interest.

9.

Repeat steps 5 to 8 if you want Copy From to list additional types of information.

10.

Click OK. The Copy From dialog box closes.

Creating Multiple Columns in Copy From

PHA-Pro allows you to create multiple columns of data in Copy From. This is very useful for carrying out a HAZOP study.

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To create multiple columns of data: Step 1.

Action Open the Copy From window by carrying out one of the following: •

Click

on the tool bar.

• Right-click and select Copy From. • Go to Edit>Copy From. The Copy From window appears. (Figure 6-3) 2.

Click

on the tool bar at the top of the Copy From window.

The Copy From Options dialog box opens. 3.

Click the Additional Data tab.

4.

By default, the File field is set to the same file. To specify data from another location: 1. 2.

5.

Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. Select the file of interest.

Review the list of data elements shown on the Extra data to Copy: window. A check mark appears beside the type of data that PHA-Pro currently displays in the Copy From window.

6.

To add other types of information, click the check box beside each item of interest.

7.

Select the Show in List check box.

8.

Click OK. The Copy From dialog box closes.

Creating Filters in Copy From

You can create one or more filters to help you to narrow your search while using Copy From. Filters let you quickly find information of interest so you can enter it in your file. To create a custom filter in Copy From: Step 1.

Note Right-click the Copy From window. A pop-up menu opens.

2.

On the pop-up menu, click New Filter. The Add Filter dialog box opens, listing data elements you can use to filter the contents of the Copy From window. (Figure 6-4)

3.

Click the data element of interest.

4.

Click OK. The new filter is created and appears in the pop-up window.

5.

Repeat steps 1 to 4 to define additional filters.

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Chapter 6: Working with Libraries, Copy From and AutoType

When you create multiple filters, information that meets either filter is presented. If you want to filter data based on the hierarchical level of filters, i.e. Filter 2 filters the data presented by Filter 1, you must use cascading filters. Note: The cascading filter option does not always appear. The information in the library must be in a parent-child relationship in order for this option to be present.

To create cascading filters: Step 1.

Note Click

.

2.

Click the General tab, if necessary.

3.

Select the Cascade filters check box.

4.

Click Ok.

5.

Add the filters. For more information, see Creating Filters in Copy From on page 149. Note: The order in which you add the filters is the order in which Copy From filters the data.

Activating Filters in Copy From

To activate a filter: Step 1.

Action Right-click the Copy From window. A pop-up menu opens.

2.

On the pop-up menu, click the name of the filter. The filter is reactivated, and a check mark appears beside the name of the filter.

Deactivating Filters in Copy From

To deactivate a filter: Note: A check mark beside the name of a filter indicates that it is currently active. Step 1.

Action Right-click the Copy From window. A pop-up menu opens.

2.

On the pop-up menu, click the name of the filter. Filter is turned off and the check mark disappears.

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Figure 6-4: The Add Filter dialog box allows you to define a custom filter for Copy From.

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Using AutoType AutoType is similar to Copy From and allows you to quickly and easily enter data into your study. When it is active, the AutoType dialog box appears automatically when you click

on the tool bar, double-click an empty cell, or go to

Edit>Add. However, AutoType lacks the search functionality of Copy From.

Figure 6-5: The AutoType dialog box resembles the Copy From dialog box, but lacks the Search field.

This section discusses the following topics: Turning On AutoType on page 152. Turning Off AutoType on page 153. Entering Data Using AutoType on page 153. Setting Options for AutoType on page 153. Creating Multiple Columns in AutoType on page 154. Creating Filters in AutoType on page 155. Creating Cascading Filters in AutoType on page 156. Activating Filters in AutoType on page 156. Deactivating Filters in AutoType on page 156. Making AutoType a Read-Only Drop-Down List on page 156. Troubleshooting AutoType on page 157. Turning On AutoType

To turn on AutoType: Step 

Action Click

on the tool bar.

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Chapter 6: Working with Libraries, Copy From and AutoType

To turn off AutoType: Step 

Entering Data Using AutoType

Action Click

on the tool bar.

To use AutoType to enter data in your file: Step

Action

1.

Click the cell in which you want to add data.

2.

Open the AutoType dialog box by carrying out one of the following: •

Click

on the tool bar.

• Go to Edit>Add. The AutoType dialog box appears. (Figure 6-5) Tip: 3.

You can also open the AutoType dialog box by double clicking an empty cell.

Select and deselect the locations from which you want to copy data by clicking the appropriate buttons: (Optional) Same File – The software searches the current file for data of the chosen type. Other Open Files – The software searches all other PHA-Pro files that are currently open for data of the chosen type. Libraries – The software displays the entire contents of all active libraries that contain data of the chosen type. Clipbook - The software displays the contents of the local clipbook. For more information, see Adding Clipbooks To Text Fields on page 284.

4.

Adjust the filters by: (Optional) 1.

2. 5.

Select the data element that you want to enter by clicking its check box. Tip:

6.

Activating or deactivating the appropriate filters. For more information see Activating Filters in AutoType on page 156 and Deactivating Filters in AutoType on page 156. Selecting the appropriate data set in the filter by selecting it from the drop-down list.

You can select as many data elements as you want.

To copy the selected data into your current file, click OK. The AutoType dialog box closes, and the data appears on your screen.

Setting Options for AutoType

You can easily customize AutoType to provide quick access to multiple types of information from several libraries and files at the same time. To customize AutoType: Step 1.

Action Click the cell in which you want to add data.

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Step 2.

Action Open the AutoType dialog box by carrying out one of the following: •

Click

on the tool bar.

• Go to Edit>Add. The AutoType dialog box appears. (Figure 6-5) Tip: 3.

You can also open the AutoType dialog box by double clicking an empty cell.

Click

on the tool bar at the bottom of the AutoType dialog box.

The AutoType Options dialog box opens. 4.

Click the General tab.

5.

In the Show Items From section, select and deselect check boxes to control where the software searches for data: • • • •

Same file. Active libraries. Other open files. Local clipbook. For more information, see Adding Clipbooks To Text Fields on page 284

6.

In the Options sections, select and deselect check boxes to choose which options you want to use.

7.

Click the Listed Item tab. The Listed Item table opens showing file structure of the current file. Tip:

8.

By default, the File field is set to the same file. To specify data from another location: 1. 2.

9.

You can select the types of data elements from this structure.

Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. Select the file of interest.

Review the list of data elements shown on the Listed Items tab. A check mark appears beside the type of data that PHA-Pro currently displays in the AutoType dialog box.

10.

To add other types of information, click the check box beside each item of interest.

11.

Repeat steps 8 to 10 if you want AutoType to list additional types of information.

12.

Click OK. The AutoType dialog box closes.

Creating Multiple Columns in AutoType

PHA-Pro allows you to create multiple columns of data in AutoType. This is very useful for carrying out a HAZOP study. Note: This feature is not available for all data columns.

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To create multiple columns of data in AutoType: Step

Action

1.

Click the cell in which you want to add data.

2.

Open the AutoType dialog box by carrying out one of the following: •

Click

on the tool bar.

• Go to Edit>Add. The AutoType dialog box appears. (Figure 6-5) Tip: 3.

You can also open the AutoType dialog box by double clicking an empty cell.

Click

on the tool bar at the bottom of the AutoType dialog box.

The AutoType Options dialog box opens. 4.

Click the Additional Data tab.

5.

By default, the File field is set to the same file. To specify data from another location: 1. 2.

6.

Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. Select the file of interest.

Review the list of data elements shown on the Extra data to Copy: window. A check mark appears beside the type of data that PHA-Pro currently displays in the AutoType dialog box.

7.

To add other types of information, click the check box beside each item of interest.

8.

Select the Show in List check box.

9.

Click OK. The AutoType dialog box closes.

Creating Filters in AutoType

You can create one or more filters to help you to narrow your search while using AutoType. Your active filters appear as drop-down lists at the top of the dialog box. They narrow the scope of the information presented, allowing you to quickly find information you need. To create a custom filter in AutoType: Step 1.

Note Right-click the AutoType dialog box. A pop-up menu opens.

2.

On the pop-up menu, click New Filter. The Add Filter dialog box opens, listing data elements you can use to filter the contents of the AutoType dialog box. (Figure 6-6)

3.

Click the data element of interest.

4.

Click OK. The new filter is created and appears in the dialog box.

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Step 5.

Creating Cascading Filters in AutoType

Note Repeat steps 1 to 4 to define additional filters.

When you create multiple filters, information that meets either filter is presented. If you want to filter data based on the hierarchical level of filters, i.e. Filter 2 filters the data presented by Filter 1, you must use cascading filters. Note: The cascading filter option does not always appear. The information in the library must be in a parent-child relationship in order for this option to be present.

To create cascading filters: Step

Note

1.

In the AutoType dialog box, click the Options icon.

2.

Click the General tab, if necessary.

3.

Select the Cascade filters check box.

4.

Click Ok.

5.

Add the filters. For more information, see Creating Filters in AutoType on page 155. Note: The order in which you add the filters is the order in which AutoType filters the data.

Activating Filters in AutoType

To activate a filter in AutoType: Step 1.

Action Right-click the AutoType dialog box. A pop-up menu opens.

2.

On the pop-up menu, click the name of the filter. The filter is reactivated, and a check mark appears beside the name of the filter. The filter appears as a drop-down field at the top of the AutoType dialog box.

Deactivating Filters in AutoType

To deactivate a filter in AutoType: Step 1.

Action Right-click the AutoType dialog box. A pop-up menu opens.

2.

On the pop-up menu, click the name of the filter. Note: A check mark beside the name of a filter in the pop-up menu indicates that it is currently active. Filter is turned off and the check mark disappears. The filter drop-down list is removed from the top of the AutoType dialog box.

Making AutoType a ReadOnly Drop-Down List

You can make AutoType on data field on a form or on a regular list or structure list in a worksheet be read-only drop-down. Only editing is disabled, all other existing

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functions in AutoType are retained. For more information, see Creating DropDown Lists for Data Fields on page 161. To make AutoType a read-only drop-down list: Step 1.

Action Right-click a field in the column whose autotype you want to make a drop-down list. The right-click menu opens.

2.

Select Column Format. The Format dialog box opens.

3.

Click the Options tab.

4.

Select the Show Autotype list check box. The Options button becomes active.

5.

Click the Options button. The Options dialog box opens

6.

If necessary, click the General tab.

7.

Select the Show as drop-down list check box.

8.

If you want the list to be non-editable, select the user must select item from list check box.

9.

Click Ok. The Options dialog box closes.

10.

Click OK. The Format dialog box closes and the drop-down list is created.

Troubleshooting AutoType

On rare occasions after setting up AutoType for forms, the AutoType dialog box has shown up completely blank - no list nor any icons to choose. This is a fairly simple problem to fix. To fix a blank AutoType dialog box: Step

Action

1.

Right-click the form field that has the problem.

2.

Select Contents Format from the pop up menu.

3.

Click the Options tab.

4.

Under editing, check the Show AutoType List check box.

5.

Click Options.

6.

Click the Listed Items tab.

7.

Ensure that the proper library hierarchy item is checked.

8.

Click OK. AutoType should now display properly.

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Chapter 7: Customizing Forms and Worksheets

CHAPTER 7: CUSTOMIZING FORMS AND WORKSHEETS The spreadsheets and forms in PHA-Pro are fully customizable. PHA-Pro allows you to alter the look of your worksheets and reports by setting colors for fonts and backgrounds, hiding and displaying columns and column headings, and rearranging the order of the information. Note: The layout and appearance of formatting changes may not always match the on screen formatting of your file. They are visible in the print preview feature, as well as when you print or export the file.

This section discusses the following topics: Customizing Headers and Data Fields on page 159. Customizing Columns on page 172. Customizing Column Headings on page 183. Customizing Multiple Sheets or All Columns on a Single Sheet on page 188. Customizing Individual Cells on page 192.

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Customizing Headers and Data Fields Headers are fields of information that appear at the top of a sheet or page. ( ) You can select which fields appear in each sheet, and as well as the names, fonts and colors for header fields. Data fields are fields of information that appear in forms. PHA-Pro refers to the names of the data fields as labels. You can select which fields appear in each sheet, and as well as the names, fonts and colors for each data field. This section discusses the following topics: Adding New Headers and Data Fields on page 160. Hiding or Displaying Header and Data Fields Using the Right-Click Menu on page 160. Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box on page 160. Hiding or Displaying Headers and Data Fields Using Project Settings on page 161. Creating Drop-Down Lists for Data Fields on page 161. Adding Check Boxes on page 162. Editing Check Boxes on page 163. Adding a Radio Button Group on page 163. Editing a Radio Button Group on page 164. Removing a Radio Button Group on page 164. Renaming Headers and Data Field Labels on page 165. Modifying Callouts for Data Field Labels on page 165. Formatting Fonts for Headers and Data Fields on page 166. Changing the Text Flow for Headers and Data Fields on page 167. Formatting Colors for Headers and Data Fields on page 167. Modifying the Placement of Headers on page 168. Changing the Order of Headers and Data Fields on page 169. Grouping Headers and Data Fields Under Main Headings on page 169. Hiding Main Headings on page 170. Setting Conditional Formatting for Data Fields on page 170.

Figure 7-1: In this example, the headers at the top of the Develop HAZOP sheet present details about the Node and Deviation being analyzed.

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To add a new header or data field to your form: Step 1.

Action Add the new field for the header or data field to the hierarchy. For more information, see Adding Items to the Hierarchy on page 262.

2.

Display the field as a header or data field. For more information, see Hiding or Displaying Headers and Data Fields Using Project Settings on page 161.

Hiding or Displaying Header and Data Fields Using the Right-Click Menu

You can display or hide headers and data fields using the right-click menu. To hide or display data fields using the right-click menu: Step 1.

Action Right-click the header or data field you want to hide or the area that you want to add a data field. The right-click pop-up menu opens.

2.

To hide the header or data field, click Hide . The field disappears from your screen. To display the data field: 1.

Click Show.

A pop-up menu listing the names of the hidden data fields and headers appears. 2. Click the name of the data field you want to display. The data field is added.

Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box

The options described above for hiding or displaying headers and data fields are also available in the Sheet Properties dialog box. To open the Sheet Properties dialog box: Step 1.

Action Right-click any cell in the page. Or Select Format from the menu. A pop-up menu opens.

2.

On the pop-up menu, click Sheet Properties. The Sheet Properties dialog box is displayed.

3.

Click the Form Fields tab. The Form Fields page opens.

4.

Select (deselect) data fields by selecting (deselecting) the check box next to their name. Tip: The hierarchy tree shown in the box only shows the data fields from the existing sheets. Other hierarchy information, for example Codes and Categories, can be accessed by clicking the More Options.

5.

Click OK.

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Chapter 7: Customizing Forms and Worksheets

This procedure lets you define which headers appear at the top of a sheet or page, or which data fields appear on a form. To hide or display headers and data fields: Step 1.

Action Display Project Settings by carrying out one of the following: • •

2.

Click the Settings tab. Go to View>Project Settings.

Click Sheets. The Sheets section opens.

3.

In the left pane, click the sheet of interest. Note: If you want a page that is part of a sheet or collection, open the sheet or collection.

4.

In the right pane, click the Form Fields tab. (Figure 7-2)

5.

Select or deselect the data fields and headers that you want to hide or display. Tip:

6.

A check mark beside a header or data field means that it is currently visible, and an empty check box beside a header or data field means that it is hidden.

When you finish selecting and deselecting headers and data fields, click any tab to continue working.

Figure 7-2: The Form Fields tab of Project Settings makes it easy to specify which headers and data fields you want to display.

Creating Drop-Down Lists for Data Fields

You can create drop-down lists for the data fields on your forms. These lists can be either editable or non-editable. A non-editable list means that the user must select one of the options from the list, they cannot manually enter text. To create the drop-down lists, you use PHA-Pro’s clipbook feature.

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To create a drop-down list for a form field: Step

Action

1.

Add a clipbook containing the list of options to the text field that corresponds to the field on the form. For more information, see Adding Clipbooks To Text Fields on page 284.

2.

Open the form to which you want to add the drop-down list.

3.

Right-click the form field. The right-click menu opens.

4.

Select Format. Tip:

If you clicked next to the form field, select Contents Format.

The Format dialog box opens. 5.

Click the Options tab.

6.

Select the Show Autotype list check box. The Options button becomes active.

7.

Click the Options button. The Options dialog box opens

8.

If necessary, click the General tab.

9.

Select the Show as drop-down list check box.

10.

If you want the list to be non-editable, select the user must select item from list check box.

11.

Click Ok. The Options dialog box closes.

12.

Click OK. The Format dialog box closes and the drop-down list is created.

Adding Check Boxes

You can add check boxes to your forms. The check boxes are connected to items in the hierarchy, and are automatically selected or de-selected depending on the set up of the check box. To add a check box to your form: Step 1.

Action Right-click the form where you want to add the check box. The right-click pop-up menu appears.

2.

Go to Show>New Check box. The New Check Box window opens.

3.

Enter name for the check box in the Name field. Tip:

4.

This name appears next to the check box in the form.

In the linked data tree, select the information that you want the check box to be linked to.

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Step 5.

Action If you want the box to be: • •

6.

From the display other values drop-down list, select either: • •

7.

Automatically checked at a certain value, enter the value in the Checked Value field. (Optional) Automatically unchecked at a certain value, enter the value in the Unchecked Value field. (Optional)

Unchecked. Checked.

Click OK. The window closes and the check box is added to the form.

Editing Check Boxes

To edit an existing check box in your form: Step 1.

Action Right-click the check box. The right-click pop-up menu appears.

2.

Click Check Box Properties. The Check Box Properties window opens.

3.

Enter a new name for the check box in the Name field. (Optional) Tip:

This name appears next to the check box in the form.

4.

In the linked data tree, select the information that you want the check box to be linked to. (Optional)

5.

If you want the box to be: • •

6.

From the display other values drop-down list, select either: (Optional) • •

7.

Automatically checked at a certain value, enter the value in the Checked Value field. (Optional) Automatically unchecked at a certain value, enter the value in the Unchecked Value field. (Optional)

Unchecked. Checked.

Click OK. The window closes and the check box is added to the form.

Adding a Radio Button Group

You can add a radio button group to your form as well as adding check boxes. You must add a minimum of two radio buttons to a group. To add a group of radio buttons: Step 1.

Action Right-click the form where you want to add the group. The right-click pop-up menu appears.

2.

Go to Show>New Radio Button Group. The Radio Button Group Properties window opens.

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Step 3.

Action For each radio button in the group: 1. 2.

Click Add to add a radio button. Enter the Label for the radio button.

Tip: This name appears next to the check box in the form. 3. Enter the checked value for the button. Tip: This value appears in the field to which the group is linked. 4. Click OK. 4.

In the linked data tree, select the hierarchy item that you want the radio button group to be linked to. Tip:

5.

The hierarchy item selected is the name of the group.

Click OK. The window closes and the group is added to the form.

Editing a Radio Button Group

When you edit a radio button group, you can delete radio buttons, add new ones or edit the existing ones. You can also change the linked data for the group. To edit a radio button group: Step

Action

1.

Right-click the group.

2.

Select Radio Button Group Properties from the pop-up menu.

3.

To change the hierarchy data link of the group: 1.

4.

To edit an existing radio button: 1. 2. 3. 4.

5.

Removing a Radio Button Group

Click Add to add a radio button. Enter the Label for the radio button. Enter the checked value for the button. Click OK.

To remove a radio button: 1. 2.

7.

Select the button. Click Edit. Make the required edits. Click OK.

To add a button: 1. 2. 3. 4.

6.

Select the new hierarchy item.

Select the button. Click Select.

Click OK.

To remove a radio button group: Step

Action

1.

Right click the group that you want to delete.

2.

Select Remove Radio Button Group from the pop-up menu. The group is removed.

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Renaming Headers and Data Field Labels

Chapter 7: Customizing Forms and Worksheets

You can rename headers or data field labels. Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the header or data field, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278.

To rename headers and data field labels: Step 1.

Action Display Project Settings by carrying out one of the following: • •

2.

Click the Settings tab. Go to View>Project Settings.

Click Sheets. The Sheets section opens.

3.

In the left pane, click the sheet of interest. Note: If you want to access a page that is part of a sheet or collection, open the sheet or collection.

4.

In the right pane, click the Data Fields/Headers tab. (Figure 7-2)

5.

Expand the list if necessary. Note: A check mark beside a header or data field means that it is currently visible, and an empty check box beside a header or data field means that it is hidden.

6.

Click the header or data field you want to rename.

7.

Click the Name arrow to open a drop-down list of naming conventions.

8.

On the drop-down list, click the name you want to use. Note: If you select Other: an additional field becomes active so you can type a custom name. Note: If you want to add a prefix to the name: 1. Click the Prefix arrow to open a drop-down list of options. 2. Select the prefix you want from the drop-down list.

Tip: The options described above for renaming headers and data fields are also available in the Sheet Properties dialog box. To open this dialog box: 1. Right-click any cell in the sheet or page of interest. Or Select Format from the menu. A pop-up menu opens. 2. On the pop-up menu, click Sheet Properties. The Sheet Properties dialog box is displayed. 3. Click the Headers tab.

Modifying Callouts for Data Field Labels

Data field label callouts remind your team members what information should be entered in the data field. When you move the cursor over a data field label, a call out containing the item + full name + comments appears in a box. You can modify - change, add or remove - the callout to meet your needs.

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Figure 7-3: The Help Text page in the Heading Format dialog box allows you to customize the data field label or headers callouts.

To modify a data field label callout: Step 1.

Action Right-click the name of the data field. A pop-up menu opens.

2.

Select Label Format.

3.

Click the Help Text tab.

4.

Select one of the following options by clicking the appropriate radio button: •

Automatically chosen text (usually name of containing item + full name + comments). • Comments for Hierarchy item (if any). • Do not show any text. • Other. Note: If Other is chosen, enter the callout message in the text field. 5.

Formatting Fonts for Headers and Data Fields

Click OK.

To format fonts for headers and data fields: Step 1.

Action Select Format from the menu. Or Right-click the header or data field whose colors you want to format. A pop-up menu opens.

2.

Click either: • Label Format. This option allows you to format the data field name. Tip: If using the Format drop-down menu, select Header Format. •

Contents Format. This option allows you to format the information inside the data field. Tip: If using the Format drop-down menu, select Column Format. The Format dialog box opens.

3.

Click the Font tab. The Font dialog box opens.

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Step 4.

Action Select your font from the list. (Optional) Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system.

5.

Select your Font Size from the list. (Optional) Note: The default font size is 8-point. To use a different size, select an option from the list.

6.

If you wish to bold or italicize the text, click the box beside Bold or Italic. Tip:

7.

Changing the Text Flow for Headers and Data Fields

Click both boxes if you wish to both bold and italicize the text.

Click OK.

You can enter data in either left to right or right to left order. The right to left order allows you to use languages that read from right to left. When you change the data entry, the justification automatically adjusts to the new style. The default justification for left to right data entry is left justification; the default justification for right to left data entry is right justified. Note: The default text flow is left to right.

To change the text flow in a header or data field: Step 1.

Action Select Format from the menu. Or Right-click the header or data field whose colors you want to format. A pop-up menu opens.

2.

Click either: • Label Format. This option allows you to format the data field name. Note: If using the Format drop-down menu, select Header Format. •

Contents Format. This option allows you to format the information inside the data field. Note: If using the Format drop-down menu, select Column Format. The Format dialog box opens.

3.

Click the Text Flow tab.

4.

Select the direction of the text flow by selecting the appropriate radio button: • •

5.

Formatting Colors for Headers and Data Fields

Left to Right. Right to Left.

Click OK.

Choosing the text and background colors for a header, or a data field, is a simple task.

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To format colors for headers and data fields: Step 1.

Action Select Format from the menu. Or Right-click the header or data field whose colors you want to format. A pop-up menu opens.

2.

Click either: • Label Format. This option allows you to format the data field name. Note: If using the Format drop-down menu, select Header Format. •

Contents Format. This option allows you to format the information inside the data field. Note: If using the Format drop-down menu, select Column Format. The Format dialog box opens.

3.

Click the Font tab.

4.

Select your Text Color. Black is the default font color. To use a different color: 1. 2.

5.

Click the arrow to display a pop-up palette. Click the color you want to use for the font color.

Select your Background Color. White is the default background color. To use a different color: 1. 2.

6.

Modifying the Placement of Headers

Click the arrow to open a pop-up palette. Click the color you want to use for the background color.

Click OK.

You can modify the placement of headers on your worksheets for printing. You can use the placement options to reduce the amount of pages printed in your report. Each header is modified independently of each other. PHA-Pro has three options for modifying the placement of headers: •

•

•

Repeat on each page. When you select this check box, the same header repeats on each page. If this box is deselected, the header appears only at the top of each new table. Insert between column heading and content. This option moves the header from above the column headings to the first row, inside the table, that is between the heading and content. Omit if blank. This option removes a header from its table if there is no information for that particular header.

To modify the placement of the headers: Step 1.

Action Right-click the header whose placement you want to modify. The Right-click menu opens.

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Step 2.

Action From the menu, select either of the following: • Label Format. • Content Format. The Format dialog box opens. Tip:

3.

Click the Print tab.

4.

From the drop-down list, select the header on what you want the header to repeat for.

5.

Select or deselect the following check boxes as required: • • •

6.

Changing the Order of Headers and Data Fields

Any changes you make to one, applies to the other.

Repeat on each page. Insert between column heading and content. Omit if blank.

Click OK.

You can quickly rearrange headers and data fields so that they appear in the order you want. To re-arrange the order of headers and data fields: Step

Action

1.

Position your mouse pointer over the header or data field you want to move.

2.

Hold down the left mouse button.

3.

Drag the header or data field to the new position. A red line indicates the object’s new position.

4.

Release the mouse button. The header or data field moves into its new position.

Grouping Headers and Data Fields Under Main Headings

You may find it useful to group together the headers at the top of a sheet or page, or the data fields in a form. A main heading appears above grouped headers and data fields, and a black rectangular outline runs around the grouped objects. The grouping can help to show how information elements are related to each other. To group headers and data fields under main headings: Step 1.

Action Right-click a header or data field. A pop-up menu opens.

2.

Select Show Enclosing Group Box.

3.

Click the option that lets you display the main heading you want. The software displays the chosen heading and draws a rectangle around all headers or data fields that pertain to the heading.

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If you no longer want to group a series of headers or data fields, you can hide the main headings. To hide the main headings: Step 1.

Action Right-click the main heading for a header or data field. A pop-up menu opens.

2.

Click Hide Label for . The heading is hidden.

Setting Conditional Formatting for Data Fields

You can set conditions that would trigger specialized formatting in a data field. This allows you to have the background color or the text color and formatting modified if certain conditions are met. To set conditional formatting for a data field: Step 1.

Action Select the data field and click Format on the menu. Or Right-click the data field. A pop-up menu opens.

2.

Click Contents Format. Tip:

If you use Format on the menu, select Column Format.

The Contents Format dialog box opens. 3.

Click the Conditional Format tab.

4.

Click Add. The conditional format window opens.

5.

Select the Evaluation context from the drop-down list.

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Step 6.

Action Define your new formula in the workspace: Selecting the Reference 1. 2. 3.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

2. 3.

Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 7.

From the Apply format if formula result is drop-down list, select either: • •

8.

Apply the formatting by selecting the appropriate check boxes. Tip:

9. 10.

True. False.

If you select either Text Color or Background, you must set the color: 1. Click the Select drop-down list arrow. 2. Select the color from the palette.

Enter a description in the Description field. Click OK. The dialog box closes and the formatting is applied to the data field.

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Customizing Columns The columns in PHA-Pro are customizable. You can select the names, fonts and colors for the columns. Not all changes are visible when you view your worksheets through regular view. This section discusses the following topics: Adding New Columns on page 172. Alternative Method of Adding a Column on page 172. Hiding or Displaying Columns Using the Right-Click Menu on page 173. Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173. Hiding or Displaying Columns Using the Project Settings on page 174. Renaming Columns Using the Right-Click Menu on page 174. Renaming Columns Using Project Settings on page 175. Resizing Columns on page 176. Repositioning Columns on page 176. Numbering Data in a Column on page 176. Formatting Fonts for Columns on page 177. Changing the Text Flow for Columns on page 178. Formatting Colors for Columns on page 178. Aligning Data in Columns on page 179. Formatting Grid Lines on page 179. Making Columns Read-Only on page 180. Setting Conditional Formatting for Columns on page 181. Adding New Columns

To add a new column to your worksheet: Step 1.

Action Add the new field to the hierarchy. For more information, see Adding Items to the Hierarchy on page 262.

2.

Display the field as a column. For more information, see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173.

Alternative Method of Adding a Column

An alternative method of adding a column is to: Step 1.

Action Go to Insert>Column. Or Right-click a column heading and go Show Column>New Column. New Column dialog box opens.

2.

Enter the name of the field in the Name field.

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Step

Hiding or Displaying Columns Using the RightClick Menu

Action

3.

Select the type of field in the drop-down Column Contains field.

4.

If data is part of list, select the list from the Column data is part of field.

5.

If new column is a list, click the Create a new sub-list check box.

6.

Click Ok.

To hide or display a column using the right-click menu: Step 1.

Action Right-click either the heading for the column that you want to hide, or any column heading if you want to display a column. The right-click pop-up menu opens.

2.

To hide the column, click Hide This Column. The column disappears from your screen. To display the column: 1.

Click Show Column.

A pop-up menu listing the names of the hidden columns appears. 2. Click the name of the column you want to display. The column is added. You can move the column to where you want it on the worksheet. For more information, see Repositioning Columns on page 176.

Hiding or Displaying Columns Using the Sheet Properties Dialog Box

The options described above for hiding or displaying columns are also available in the Sheet Properties dialog box. To hide or display a column using the Sheet Properties dialog box: Step 1.

Action Right-click any cell in the page. Or Select Format from the menu. A pop-up menu opens.

2.

On the pop-up menu, click Sheet Properties. The Sheet Properties dialog box is displayed.

3.

Click the Columns tab. The Columns page opens.

4.

Select (deselect) columns by selecting (deselecting) the check box next to their name.

5.

Click OK.

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Hiding or Displaying Columns Using the Project Settings

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To hide or display a column using Project Settings: Step 1.

Action Display Project Settings by carrying out one of the following: • Click the Settings tab. • Go to View>Project Settings. Project Settings opens.

2.

Click Sheets. The Sheets section opens.

3.

In the left pane, click the sheet or page of interest. Note: If you want a page that is in a sheet or collection, open the sheet or collection.

4.

In the right pane, click the Columns tab. (Figure 7-4) A list of column options appears.

5.

Select and deselect check boxes as required. Tip:

If necessary, open an object to expand a list.

Tip:

A check mark beside a column name means that it is currently visible, and a check box beside a column means that it is hidden.

Figure 7-4: Selecting and deselecting check boxes in the Columns tab in Project Settings lets you define which columns appear in a sheet.

Renaming Columns Using the Right-Click Menu

The names of columns are fully customizable. Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the column, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278.

To rename columns using the right-click menu: Step 1.

Action Right-click the column heading. The right-click menu opens.

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Step 2.

Action Select Name. The right-click Name menu opens.

3.

Renaming Columns Using Project Settings

From the Name menu, click the name you want to use. Tip:

If you select Other: an additional field becomes available to the right of the Name field, allowing you to type a custom name for the column.

Tip:

If you want add a prefix to the name: 1. Click the Prefix arrow to open a drop-down list of options. 2. From the drop-down list, select the prefix you want to use.

To rename columns using Project Settings: Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the column, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278. Step 1.

Action Display Project Settings by carrying out one of the following: • •

2.

Click the Settings tab. Go to View>Project Settings.

Click Sheets. The Sheets section opens.

3.

In the left pane, click the sheet of interest. Note: If you want a page that is in a sheet or a collection, open the sheet or collection.

4.

In the right pane, click the Columns tab. (Figure 7-4)

5.

In the Columns window, select the column name that you want to change. Note: Ensure that the Show label check box is checked.

6.

From the Name drop-down list, click the name you want to use. Tip:

If you select Other: an additional field becomes available to the right of the Name field, allowing you to type a custom name for the column.

Tip:

If you want add a prefix to the name: 1. Click the Prefix arrow to open a drop-down list of options. 2. From the drop-down list, select the prefix you want to use.

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Tip: The options described above for renaming columns are also available in the Sheet Properties dialog box. To open this dialog box: 1. Right-click any cell in the sheet or page of interest. Or Select Format from the menu. A pop-up menu opens. 2. On the pop-up menu, click Sheet Properties. The Sheet Properties dialog box opens. 3. Click the Columns tab. The Columns tab opens.

Resizing Columns

You can easily change the width of a column to have it display more or less information. To resize columns: Step

Repositioning Columns

Action

1.

Position your mouse pointer over the right edge of the column heading.

2.

Hold the left mouse button down.

3.

Drag the mouse either left or right until the column is the desired width.

4.

When column is desired width, release left mouse button.

You can quickly move a column to a different place on your screen so your data appears in the order you want. To reposition columns: Step

Action

1.

Position your mouse pointer over the column heading.

2.

Hold left button down.

3.

Drag the heading to a new position. A red vertical line indicates the column’s new position.

4.

Release the mouse button. The column moves into its new position.

Numbering Data in a Column

You can either turn on or off numbering of data in a column. To number data in a column Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

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Step 2.

Action Click Column Format. The Column Format dialog box opens.

3.

Click the Options tab. The Options tab is displayed. Note: A check mark appears beside Show Item Number if the data in the column is currently numbered.

4.

Select the Show Item Number check box to turn numbering on. or Deselect the Show Item Number check box to turn numbering off.

Tip: The style of the numbers that the software displays can also be changed. By following the procedure on Setting Numbering Options for Number Fields on page 279, you can use one of the following styles: • (None) • 1, 2, 3, 4, … • A, B, C, D, … • a, b, c, d, … • I, II, III, IV, … • i, ii, iii, iv, … • Extended Upper (1, 1A, 2, 3A, 3B.) • Extended Upper (1, 1a, 2, 3a, 3b.) • Custom (any text allowed)

Formatting Fonts for Columns

You can customize the appearance of data in any column by selecting the font and size of the data. To format the fonts in a column: Step 1.

Action Select Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Column Format. The Column Format dialog box opens.

3.

Click the Font tab. The Font page opens.

4.

Select your Font from the list. (Optional) Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system.

5.

Select your Font Size from the list. (Optional) Note: 8-point type is the default size.

6.

If you wish to bold or italicize the text, click the box beside Bold or Italic. Tip:

7.

Click both boxes if you wish to both bold and italicize the text.

Click OK.

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Changing the Text Flow for Columns

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You can enter data in either left to right or right to left order. The right to left order allows you to use languages that read from right to left. When you change the data entry, the justification automatically adjusts to the new style. The default justification for left to right data entry is left justification; the default justification for right to left data entry is right justified. Note: The default text flow is left to right.

To change the text flow in a column: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Column Format. The Column Format dialog box opens.

3.

Click the Text Flow tab.

4.

Select the direction of the text flow by selecting the appropriate radio button: • •

5.

Formatting Colors for Columns

Left to Right. Right to Left.

Click OK.

You can change the text and background colors for any column. To format the text or background colors for a column: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Column Format. The Column Format dialog box opens.

3.

Click the Font tab. The Font page appears.

4.

Select your Text Color. Black is the default font color. To use a different color: 1. 2.

Click the arrow to display a pop-up palette. Click the color you want to use for the font color.

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Step 5.

Action Select your Background Color. White is the default background color. To use a different color: 1. 2.

6.

Aligning Data in Columns

Click the arrow to open a pop-up palette. Click the color you want to use for the background color.

Click OK.

The software automatically aligns data as you enter it into a cell. You can change both the vertical and horizontal alignment of your data. Note: Alignment modifications affect the entire column, not just the one selected cell.

To align the data in a column: Save 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Column Format. The Column Format dialog box opens.

3.

Click the Alignment tab. The Alignment page opens.

4.

To change the vertical placement of your data, click the arrow under Vertical Alignment. A drop-down list opens.

5.

Click either Top, Center or Bottom.

6.

To change the horizontal placement of your data, click the arrow under Horizontal Alignment. A drop-down list opens.

7.

Click either Left, Center or Right.

8.

Click OK. All data in the column is now realigned.

Formatting Grid Lines

Grid lines are fully customizable. You can set the appearance of the grid lines that run along the left and right sides of a particular column. You can also adjust the appearance of horizontal grid lines within the current sheet.

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To format grid lines: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Column Format. The Column Format dialog box opens.

3.

Click the Grid Lines tab.

4.

Under Left, click the Color arrow. A pop-up color palette opens.

5.

Click the color you want to use for the grid line that runs along the left side of the column.

6.

Click the Style arrow. A drop-down list of line styles opens.

7.

Click the style you want to use for the grid line that runs along the left side of the column.

8.

Click the Width arrow. A drop-down list of line widths measured in points opens.

Making Columns Read-Only

9.

Click the width you want to use for the grid line that runs along the left side of the column.

10.

Under Right, repeat steps 4 to 9 for the grid line that runs along the right side of the chosen column.

11.

Under Between Rows, repeat steps 4 to 9 for the horizontal grid lines that run between rows in the current sheet/report.

12.

Click OK.

You can protect information in a column from accidently being changed by making the column read-only. When you make an individual column read-only, you can still edit data in other columns on the worksheet. Note: When you make a column read-only in a worksheet that has multiple tables, that column is read-only in all of the tables.

To make a column read-only: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

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Step 2.

Action Click Column Format. The Column Format dialog box opens.

3.

Click the Options tab. The Options tab is displayed. Note: A check mark appears beside Show Item Number if the data in the column is currently numbered.

4.

Select the Disable Editing (Read-Only) check box to make the column read-only. or Deselect the Disable Editing (Read-Only) check box to turn the editing back on.

Setting Conditional Formatting for Columns

You can set conditions that would trigger specialized formatting in a column. This allows you to have the background color or the text color and formatting modified if certain conditions are met. For example, you could set the cell background to red for the recommendations with the high priority, yellow for recommendations with medium priority and leave the rest of the recommendations with white cells. Note: If you have several conditions for formatting a column, the conditions at the top of the list override the conditions further down the list. You can change the order of the conditions by selecting one condition and using the up and down arrows to reposition it.

To set conditional formatting for a column: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Column Format. The Column Format dialog box opens.

3.

Click the Conditional Format tab.

4.

Click Add. The conditional format window opens. Note: Click: • Edit - to edit an exiting condition. • Remove - to remove an existing condition.

5.

Select the Evaluation context from the drop-down list.

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Step 6.

Action Define your new formula in the workspace: Selecting the Reference 1. 2. 3.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

2. 3.

Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 7.

From the Apply format if formula result is drop-down list, select either: • •

8.

Apply the formatting by selecting the appropriate check boxes. Tip:

9. 10.

True. False.

If you select either Text Color or Background, you must set the color: 1. Click the Select drop-down list arrow. 2. Select the color from the palette.

Enter a description in the Description field. Click OK. The dialog box closes and the formatting is applied to the column.

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Customizing Column Headings You can also format and modify the column headings. You can select the names, fonts and colors for the headings, as well as create and customize help callouts for them. This section discusses the following topics: Hiding Column Headings on page 183. Displaying Column Headings on page 183. Modifying Callouts for Column Headings on page 183. Formatting Fonts for Column Headings on page 184. Changing the Text Flow for Column Headings on page 185. Formatting Colors for Column Headings on page 185. Aligning Column Headings on page 186. Changing Column Heading Orientation on page 187. Hiding Column Headings

To hide a column heading: Step 1.

Action Right-click the column heading you want to hide. A pop-up menu opens.

2.

Click Hide Heading. The heading disappears from your screen, but the column remains visible.

Displaying Column Headings

To display a hidden column heading: Step 1.

Action In the column that you want to redisplay the heading, right-click either: • The blank gray area at the top of the column. • A cell within the column. A pop-up menu opens.

2.

Select Show Heading. The column headings appear.

3.

Click the column heading you want to display. The heading reappears on your screen.

Tip: You can also use the above three steps to display a main heading above other column headings. The software displays a gray rectangle that runs across the sheet above the other column headings, and the name you chose appears inside the gray area.

Modifying Callouts for Column Headings

Heading callouts remind your team members what information should be entered in the column. When you move the cursor over a column heading, a call out containing the item + full name + comments appears in a box. You can modify change, add or remove - the callout to meet your needs.

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Figure 7-5: The Help Text page in the Heading Format dialog box allows you to customize the heading callouts.

To modify a column heading callout: Step 1.

Action In the column that you want to change the callout, right-click the column heading. A pop-up menu open.

2.

Select Heading Format.

3.

Click the Help Text tab. Note: If you have selected cells from multiple columns, the Help Text tab does not appear.

4.

Select one of the following options by clicking the appropriate radio button: •

Automatically chosen text (usually name of containing item + full name + comments) • Comments for Hierarchy item (if any) • Do not show any text. • Other Note: If Other is chosen, enter the callout message in the text field. 5.

Formatting Fonts for Column Headings

Click OK.

To format the font for a column heading: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Heading Format. The Heading Format dialog box opens.

3.

Click the Font tab. The Font page opens.

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Step 4.

Action Select your font from the Font list. (Optional) Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system.

5.

Select your font size from the Size list. (Optional) Note: 8-point type is the default size.

6.

If you wish to bold or italicize the text, click the box beside Bold or Italic. Note: Click both boxes if you wish to both bold and italicize the text.

7.

Changing the Text Flow for Column Headings

Click OK.

You can enter data in a left to right or right to left order. The right to left order allows you to enter languages that read from right to left. When you change the data entry, the justification automatically adjusts to the new style. The default justification for left to right data entry is left justification; the default justification for right to left data entry is right justified. Note: The default text flow is left to right.

To change the text flow in a column heading: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Heading Format. The Heading Format dialog box opens.

3.

Click the Text Flow tab.

4.

Select the direction of the text flow by selecting the appropriate radio button: • •

5.

Formatting Colors for Column Headings

Left to Right. Right to Left.

Click OK.

To select text and background colors for a column heading: Note: The text and background color option for column headings affects the print or export output only. It does not change the on-screen appearance.

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Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Heading Format. The Heading Format dialog box opens.

3.

Click the Font tab. The Font page opens.

4.

Select your Text Color. Black is the default font color. To use a different color: 1. 2.

5.

Click the arrow to display a pop-up palette. Click the color you want to use for the font color.

Select your Background Color. White is the default background color. To use a different color: 1. 2.

6.

Aligning Column Headings

Click the arrow to open a pop-up palette. Click the color you want to use for the background color.

Click OK.

Headings are centered, both vertically and horizontally, by default. To change the alignment for any column heading: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Heading Format. The Heading Format dialog box opens.

3.

Click the Alignment tab. The Alignment page opens.

4.

To change the vertical placement, click the arrow under Vertical Alignment. A drop-down list opens.

5.

Click one of the following: • • •

6.

Top. Center. Bottom.

To change the horizontal placement, click the arrow under Horizontal Alignment. A drop-down list opens.

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Step 7.

Action Click one of the following: • • •

8.

Left. Center. Right.

Click OK. All data in the column is now realigned.

Changing Column Heading Orientation

There are four types of orientation that you can have for the text in the column heading: • • • •

Horizontal. Vertical (Up). Vertical (Down). Vertical (Stacked Letters).

To change the orientation for any column heading: Step 1.

Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens.

2.

Click Heading Format. The Heading Format dialog box opens.

3.

Click the Alignment tab. The Alignment page opens.

4.

To change the text orientation, click the arrow next to Orientation. A drop-down list opens.

5.

Select one of the following: • • • •

6.

Horizontal. Vertical (Up). Vertical (Down). Vertical (Stacked Letters).

Click OK. All data in the column is now realigned.

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Customizing Multiple Sheets or All Columns on a Single Sheet Multiple Format allows you to apply a single format for your fonts, text and background color, and cell alignment for multiple sheets or for all the columns in one sheet. Note: Format Multiple may remove formatting of individual columns, depending on the options selected. For example, a colored background in a particular column is retained as long as you do not set the background color in the Format Multiple options. If you use Format Multiple to set the background color for all columns, or all columns in a sheet, then the color in that one column will be overridden. Note: The Multiple Format function does not work with charts, diagrams or imported third party software pages.

This section discusses the following topics: Selecting Features for Multiple Formatting on page 188. Formatting Fonts in Multiple Features on page 189. Changing the Text Flow in Multiple Features on page 189. Formatting Colors in Multiple Features on page 190. Aligning Data in Columns on page 190.

Figure 7-6: Formatting sheets/reports is easy by using the Format Multiple dialog box.

Selecting Features for Multiple Formatting

The table below gives the combinations you need for formatting the various features: To format:

Select these check boxes:

Worksheet Header Labels

Worksheet Headers & Labels

Worksheet Header Content

Worksheet Header & Contents

Worksheet Column Heading

Worksheet Columns & Labels

Worksheet Column Content

Worksheet Columns & Contents

Form Labels

Form Field & Labels

Form Contents

Form Field & Contents

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Tip: You can create different settings for headers, label and content, and for columns, headings and content, by repeating the procedure for the same pages a number times. Each time you repeat the procedure, you select the different features.

Formatting Fonts in Multiple Features

To format the font: Step 1.

Action Go to Format>Format Multiple. The Format Multiple dialog box opens.

2.

Click the check box beside the sheet you want to include. Note: If you only want to include some, but not all, of the sheets of a collection, open the collection containing the sheets that you want to include.

3.

Repeat step 2 until you have specified all of the sheets you want formatted.

4.

Select the feature that you want to be formatted by selecting the appropriate check box(es). For more information, see Selecting Features for Multiple Formatting on page 188.

5.

Click the Font/Color tab. The Font page opens.

6.

Select the new font from the Font list. Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system.

7.

Select the new font size from the Font Size list. Note: 8-point type is the default size.

8.

Select the Bold check box if you want to bold the text (Optional).

9.

Select the Italic check box if you want to italicize the text (Optional).

10.

Changing the Text Flow in Multiple Features

Click OK.

To change the text flow in multiple features: Step 1.

Action Go to Format>Format Multiple. The Format Multiple dialog box opens.

2.

Click the check box beside the sheet you want to include. Note: If you only want to include some, but not all, of the sheets of a collection, open the collection containing the sheets that you want to include.

3.

Repeat step 2 until you have specified all of the sheets you want formatted.

4.

Select the feature that you want to be formatted by selecting the appropriate check box(es). For more information, see Selecting Features for Multiple Formatting on page 188.

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Step

Action

5.

Click the Text Flow tab.

6.

Deselect the Use Default check box. Note: Default text flow is left to right.

7.

Select the direction of the text flow by selecting the appropriate radio button: • •

8.

Formatting Colors in Multiple Features

Left to Right. Right to Left.

Click OK.

To change the text and background colors: Step 1.

Action Go to Format>Format Multiple. The Format Multiple dialog box opens.

2.

Click the check box beside the sheet you want to include. Note: If you only want to include some, but not all, of the sheets of a collection, open the collection containing the sheets that you want to include.

3.

Repeat step 2 until you have specified all of the sheets you want formatted.

4.

Select the feature that you want to be formatted by selecting the appropriate check box. For more information, see Selecting Features for Multiple Formatting on page 188.

5.

Click the Font/Color tab. The Font page opens.

6.

Select your Text Color. Black is the default font color. To use a different color: 1. 2.

Aligning Data in Columns

Click the arrow to display a pop-up palette. Click the color you want to use for the font color.

7.

Select your Background Color.

8.

Click OK.

To align the data: Save 1.

Action Go to Format>Format Multiple. The Format Multiple dialog box opens.

2.

Click the check box beside the sheet you want to include. Note: If you only want to include some, but not all, of the sheets of a collection, open the collection containing the sheets that you want to include.

3.

Repeat step 2 until you have specified all of the sheets you want formatted.

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Save 4.

Action Select the feature that you want to be formatted by selecting the appropriate check box. For more information, see Selecting Features for Multiple Formatting on page 188.

5.

Click the Alignment tab. The Alignment page opens.

6.

To change the vertical placement of your data, click the arrow under Vertical Alignment. A drop-down list opens.

7.

Click either Top, Center or Bottom.

8.

To change the horizontal placement of your data, click the arrow under Horizontal Alignment. A drop-down list opens.

9. 10.

Click either Left, Center or Right. Click OK. All data in the worksheet(s) is now realigned.

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Customizing Individual Cells Cell Format allows you to apply special formatting to one cell. You can select a different font, character size, text color and background color for a cell of interest. These formatting changes affect the appearance of data both on your screen and in your reports. As well, the appearance of the chosen data element changes in all places that it is used throughout your file, not just in the current sheet. This feature allows you to highlight any information that you consider to be important. Applying special formatting to cells highlights and draws attention to the contents of such cells. This section discusses the following topics: Formatting Fonts in an Individual Cell on page 192. Changing Text Flow in an Individual Cell on page 193. Short Cuts for Changing Text Flow in Cells on page 193. Formatting Colors in an Individual Cell on page 194. Applying Cell Formatting to Multiple Cells on page 194. Formatting Fonts in an Individual Cell

To change the font and size of data in an individual cell: Step 1.

Action Select the cell and click Format on the menu. Or Right-click the cell of interest. A pop-up menu opens.

2.

Click Cell Format. The Cell Format dialog box opens.

3.

Click the Font tab. The Font page opens.

4.

Change the font (optional): 1. 2.

Deselect the Use Default check box. Select the new font from the Font list.

Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system. 5.

Change the font size (optional): 1. 2.

Deselect the Use Default check box. Select the new font size from the Font Size list.

Note: 8-point type is the default size. 6.

Bold the text (Optional): 1. 2.

7.

Under Weight, deselect the Use Default check box. Click the Bold radio button.

Italicize the text (Optional): 1. 2.

Under Style, deselect the Use Default check box. Click the Italic radio button.

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Step 8.

Action Click OK.

Tip: You can also apply bold, italic, and underline formatting to a selected cell or selected text by clicking

,

, and

, respectively, on the tool bar.

Tip: You can also superscript or subscript selected text by clicking respectively on the tool bar.

Changing Text Flow in an Individual Cell

or

,

To change the text flow in a cell: Step 1.

Action Select the cell and click Format on the menu. Or Right-click the cell of interest. A pop-up menu opens.

2.

Click Cell Format. The Cell Format dialog box opens.

3.

Click the Text Flow tab.

4.

Deselect the Use Default check box. Note: Default text flow is left to right.

5.

Select the direction of the text flow by selecting the appropriate radio button: • •

6.

Short Cuts for Changing Text Flow in Cells

Left to Right. Right to Left.

Click OK.

There are two short cuts that you can use to change the data entry text flow in an individual cell. To change the text flow in a cell using the short cuts: Step 1.

Action Select the cell. Tip:

These short cuts work for multiple cells as well. To select multiple cells: 1. Hold down the Ctrl key on your keyboard. 2. Click each cell, one at a time. or, if the cells are next to each other, either horizontally or vertically: 1. Click the first cell. 2. Shift+click the last cell.

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Step

Action

2.

Either On the tool bar, click: •

for left to right data entry.

•

for right to left data entry.

or On the keyboard, click: • •

Formatting Colors in an Individual Cell

The Ctrl+Shift key on the left side of the keyboard for left to right data entry. The Ctrl+Shift key on the right side of the keyboard for right to left data entry.

To change the text and background colors for an individual cell: Step 1.

Action Select the cell and click Format on the menu. Or Right-click the cell of interest. A pop-up menu opens.

2.

Click Cell Format. The Cell Format dialog box opens.

3. 4.

Click the Color tab. Select your Text Color. Black is the default font color. To use a different color: 1. 2.

5.

Click the arrow to display a pop-up palette. Click the color you want to use for the font color.

Select your Background Color. White is the default background color. To use a different color: 1. 2.

6.

Applying Cell Formatting to Multiple Cells

Click the arrow to open a pop-up palette. Click the color you want to use for the background color.

Click OK.

You can also apply the same cell formatting to multiple cells in a row, or a number of rows. Note: When you highlight cells for formatting in a number of rows, the cells from the same columns are highlighted in each row selected.

To apply cell formatting to multiple cells: Step 1.

Action Select the cells you want to format by holding down the control key and clicking each cell that you want to format.

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Step 2.

Action Select Format on the menu. Or Right-click one of the cells of interest. A pop-up menu opens.

3.

Click Cell Format. The Cell Format dialog box opens.

4.

Click the Font tab.

5.

Change the font formatting as you would for a single cell. For more information, see Formatting Fonts in an Individual Cell on page 192.

6.

Click the Color tab.

7.

Change the color formatting as you would for a single cell. For more information, see Formatting Colors in an Individual Cell on page 194.

8.

Click the Text Flow tab.

9.

Change the data entry flow as you would for a single cell. For more information, see Changing Text Flow in an Individual Cell on page 193.

10.

Click OK.

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CHAPTER 8: PRINTING AND EXPORTING When your team finishes performing its workplace risk assessment, you need to distribute your study to other members of your organization, and possibly to regulating authorities. PHA-Pro makes it easy to print and export data from one sheet at a time or from multiple sheets at the same time. This chapter shows you how to format the reports you want to print and preview them in advance. It also teaches you how to export your data in a variety of file formats, including HTML, Microsoft® Word, comma- or tab-delimited text, database (DBF) and Portable Document Format (PDF). This section discusses the following topics: Generating Reports on page 197. Printing Reports on page 205. Exporting Data on page 211.

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Generating Reports As discussed in Chapter 7: Customizing Forms and Worksheets on page 158, your on screen sheets and your reports are coordinated so that when you customize the content and layout of your on screen file, you are automatically define the content and layout of your reports. The software is designed in this way to simplify documentation and report generation. Note: The layout and appearance of some export file formats may not necessarily match the on screen formatting of your file.

This section discusses the following topics: Printing or Exporting a Single Sheet on page 197. Printing or Exporting Multiple Sheets on page 198. Creating Collections of Data on page 199. Selecting Items to Print on page 200. Adding Print Filters on page 201. Editing Print Filters on page 203. Removing Print Filters on page 203. Printing or Exporting a Single Sheet

To print or export the data contained in one sheet of your PHA-Pro file: Step 1.

Action Click

on the tool bar.

Or Go to File>Print. 2.

On the drop-down menu, click the name of the sheet or data page of interest. The Print dialog box opens.

3.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

4.

At the top of the tab, select the type of output you want to produce: • • •

•

•

Print – Click this option to generate a hard copy on paper. For more information on printing reports, see Printing Reports on page 205. HTML – Click this option to export your data as an HTML file. For more information, see Exporting as HTML Files on page 211. Word Document – Click this option to export your data as a Word document. For more information, see Exporting as Microsoft Word Files on page 211. Text Export (comma or tab-delimited file) – Click this option to export your data as a comma- or tab-delimited text file. For more information, see Exporting as Comma- or Tab-Delimited Text Files on page 212. DBF Export (database file) – Click this option to export your data as a database file. For more information, see Exporting as Database Files on page 213.

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Tip: To display the Print dialog box for a single sheet, you can also: 1. Right-click the tab at the top of the sheet. Or Right-click the name of the data page. Pop-up menu opens. 2. On the pop-up menu, click Print.

Figure 8-1: PHA-Pro is printing the Recommendations sheet.

Printing or Exporting Multiple Sheets

PHA-Pro allows you to print or export the contents of all sheets of your PHA-Pro file, or all pages within a particular sheet, at the same time. To print or export multiple sheets: Step 1.

Action Click

on the tool bar.

A pop-up menu opens. 2.

Select one of the following options for printing or exporting multiple sheets: • • •

To print or export all pages of a Collection, select the collection and select Print All from the drop-down menu. Print All – Click this option to print or export all sheets in the study. Create New Report Collection – Click this option to open a dialog box to specify the multiple sheets that you want to print or export. For more information, see Creating Collections of Data on page 199.

3.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

4.

At the top of the tab, select the type of output you want to produce: • • •

Print – Click this option to generate a hard copy on paper. For more information on printing reports, see Printing Reports on page 205. HTML – Click this option to export your data as an HTML file. For more information, see Exporting as HTML Files on page 211. Word Document – Click this option to export your data as a Word document. For more information, see Exporting as Microsoft Word Files on page 211.

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Tip: To display the Print dialog box so you can print or export all pages within a particular sheet, you can also open the File menu, select Print, select the name of the sheet, and then click Print All. Tip: Print Active Sheet and Create New Report Collection are also available on the File menu.

Creating Collections of Data

If you want to print or export more than one sheet from your PHA-Pro file - but not all sheets - you must first group together the desired sheets into a collection. You can then print or export all data contained within the collection. For example, you might want to generate a report containing only data from the Worksheet and Recommendations sheets. To create a collection of data: Step 1.

Action Click

on the tool bar.

A pop-up menu opens. 2.

Click Create New Report Collection. The New Sheet Collection dialog box opens, displaying options that allow you to choose a name for your collection of data. (Figure 8-2)

3.

Create a custom label by clicking Use the following name, and then typing the name in the available field. Or Use the name of an object from your project hierarchy, by clicking the second option and then choosing the appropriate object from the list. Tip:

4.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet Collection - Contents page opens. (Figure 8-3)

5.

Review the list of sheets contained in your file and click each one that you want to include in the new collection.

6.

Click Finish. PHA-Pro displays the new collection on your screen. You can now follow the procedures described in this chapter to print or export data from this collection.

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Figure 8-2: The first step of completing the New Sheet Collection dialog box choosing a name for your collection of data.

Figure 8-3: PHA-Pro makes it easy to specify which sheets you want to include in your collection of data.

Selecting Items to Print

You can easily specify which data elements within a particular sheet you want to include in your report. To select items to print: Step

Action

1.

Select your option for printing the report by clicking the appropriate icon in the Print dialog box.

2.

Click the Items tab. (Figure 8-4)

3.

Select one of the two data selection options: • •

4.

Print all items - Click this option if you want your report to include all data elements from the sheet. Go to step 6. Print selected items - Click this option if you want your report to include only some of the data elements from the sheet. Go to step 4.

Click the check box beside each data element you want to include in your report. Tip:

If necessary, open an object to expand the list of data elements until you find the information you want to select.

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Step 5.

Action When you are finished selecting the items, click: • Print - to print the report. • Preview - to open the print preview screen. • Close - to save the selection for that page and close the dialog box. Tip: A warning dialog box opens, informing you that only the selected items will be printed or exported. To disable this warning, uncheck the warn when printing/exporting selected items check box.

6.

If the warning dialog box appears, click OK. The report is printed or exported.

Figure 8-4: The Items tab of the Print dialog box allows you to specify which data elements you want to include in your report.

Adding Print Filters

PHA-Pro allows you to create filters to show data that meets specific criteria. You can filter which data, within a particular sheet, that you want to include in your printed or exported report. You can also use this feature to filter the information that you see on-screen, which is useful when you have a workplace risk assessment of hundreds of lines of information. You can filter the information using values, markers or words. Tip: When you create multiple filters, PHA-Pro applies the filters to the page in the order that they were created. After the first filter has been applied and filtered the information, the second filter is applied to the remainder of the information on the page.

To add a print filter: Step

Action

1.

Select your option for printing the report by clicking the appropriate icon in the Print dialog box.

2.

Click the Filter tab. The Print page opens.

3.

Click Add. The Add Filter dialog box opens.

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Step 4.

Action From the Filter drop-down list, select your filter. The Filter drop-down list contains all of the list hierarchy items found on the page. The By field shows all of the hierarchy items that fall under the filter for the page you are on.

5.

In the tree in the By field, click the data element you want to include in your report. Tip:

6.

If necessary, in the By field, open an object to expand the list of data elements until you find the information you want to select.

If you want to use a formula to filter the printing: 1.

Click Formula.

Selecting the Reference 1. 2. 3. Tip:

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK. If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

2. 3.

Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 7.

Click OK. The Filter Properties dialog box opens.

8.

From the drop-down list, select the properties of the filter by: 1. 2.

Selecting the case from the drop-down box. Selecting the check boxes of all the variables you want to use.

or 3.

Entering the appropriate information in the text field.

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Step 9.

Action Click OK.

10.

The Filter Properties dialog box closes and the filters are listed in the Print page.

11.

If you wish to add more than filter to the sheet, repeat steps 3 to 9 for each filter.

12.

From the Apply Filters to drop-down list select one of the following: • •

13.

Print/exported report only. Print/exported report and on-screen view.

Click: • Print - to print the report. • Preview - to open the print preview screen. • Close - to save the filter for that page and close the dialog box. Tip: If you are printing or exporting the file, a warning dialog box opens informing you that only the output will be filtered. To disable this warning, uncheck the warn when printing/exporting filtered data check box.

Editing Print Filters

To edit a print filter: Step

Action

1.

Select your option for printing the report by clicking the appropriate icon in the Print dialog box.

2.

Click the Filter tab. The Print page opens.

3.

Select the filter that you want to edit.

4.

Click Properties. The Filter Properties window opens.

5.

Make the required changes to the filter.

6.

Click OK.

7.

Click: • Print - to print the report. • Preview - to open the print preview screen. • Close - saves the filter for that page and closes the print dialog box. Tip: If you want to apply the filter to the on-screen view, click Close. Tip:

Removing Print Filters

If you are printing or exporting the file, a warning dialog box opens informing you that only the output will be filtered. To disable this warning, uncheck the warn when printing/exporting filtered data check box.

To remove a print filter: Step 1.

Action Select your option for printing the report by clicking the appropriate icon in the Print dialog box.

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Step 2.

Action Click the Filter tab. The Print page opens.

3.

Select the filter that you want to remove.

4.

Click Remove. The filter is removed.

5.

Click: • • •

Print - to print the report. Preview - to open the print preview screen. Close - to close the dialog box.

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Printing Reports PHA-Pro allows you to customize your report before printing it. You can change the orientation of the report, adjust the margin, specify colors as well as adding your corporate logo. These customizations allow you to produce professional looking reports. This section discusses the following topics: Setting the Paper Orientation on page 205. Setting the Paper Size on page 205. Adjusting Margins on page 206. Specifying Color Printing on page 206. Defining Headers and Footers on page 206. Adding a Corporate Logo on page 208. Previewing Your Report Before Printing on page 209. Printing Your Report on page 210. Setting the Paper Orientation

PHA-Pro allows you to change the orientation of data on your printed pages. By default, the software uses landscape orientation, but you can easily change to portrait orientation. To set the orientation of paper for a report: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Print icon.

3.

Under Paper Orientation, select either Portrait or Landscape. By default, reports are printed in Landscape format.

Setting the Paper Size

PHA-Pro allows you to change the size of your printed pages. By default, the software uses letter size, but you can easily change the size to meet your requirements. To set the paper size for a report: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Print icon.

3.

Click the Paper tab.

4.

From the Paper Size drop-down list, select the size you want. Tip:

If you select Custom, you can set both the width and height of the paper to meet your requirements. To change these settings, double-click the number in displayed in the appropriate field and then enter the new number.

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Chapter 8: Printing and Exporting

The widths of the margins in your printed reports are fully customizable, allowing you to precisely set the size of your top, bottom, left and right margins. By default, all four margins are three-quarters of an inch wide. To adjust one or more of the margins for your printed reports: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Print icon.

3.

Under Margins (Inches), for each margin you want to change, double-click the number currently displayed in the corresponding field and then type a new value. Note: Margin sizes are measured in inches.

Specifying Color Printing

The Print dialog box also lets you define whether your reports are printed in color or in black and white. If you have formatted your file to display various colors but are not using a color printer, you may still find it beneficial to select the color option. In this case, your black-and-white printer uses shades of gray to represent the various colors, thereby increasing the attractiveness of your printouts. You may prefer to print in black and white even if you have a color printer to save on printing costs. To specify ink colors for your printed reports: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Print icon.

3.

Under Color, select: • •

Defining Headers and Footers

Print Colors (or shades of gray if color not available) if you want the software to print in color. Print In Black and White Only if you want to print in black and white.

To define headers and footers for each printed page of your report: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Print icon.

3.

Click the Headers/Footers tab. (Figure 8-5)

4.

Under Page Header, the software displays three fields so you can define a header for the left side, center and right side of each page. Tip:

You can print one or more types of information in any of these positions, or you can choose to have nothing appear in a particular position. Click inside the appropriate field.

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Step 5.

Action Set the justification for the section by clicking the appropriate justification icon. (Optional) Note: The default justifications are: • Left field - align left. • Center field - align center. • Right Field - align left, shift right.

6.

Type the text for your header, or click a button on the tool bar at the top of the dialog box to quickly enter information from your file: Page Number. Number of Pages. Report Title. Report Section – This identifies the section of your file, such as “Product Information”. File Name. File Name with Path. Date. Time. File Checksum – This option prints your file’s checksum. For more information, see Viewing the Checksum on page 323. Revision/Approval – This option indicates whether your file is a draft, a revision or an approved version. For more information, see Using Release Management on page 313. Image - This option allows you to add a logo or image to your report. For information on adding your corporate logo, see Adding a Corporate Logo on page 208. Other Fields – Click this button to open a drop-down list that lets you choose from these options: • Company. • Location. • Unit. • Project Name. • Contact Title. • Contact Name. • Start Date. • End Date. • Type. • Objective. • Scope. Tip: To use the Other Fields button: 1. Click

.

2. A drop-down menu appears with your options. 3. Select the field that you want to add to your header/ footer. The field information is added to the header/footer. 7.

Repeat steps 4 to 6 to define additional header elements.

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Step

Action

8.

Under Page Footer, repeat steps 4 to 6 to define one or more footers for each printed page.

9.

Change the font of the header and footer: (Optional) 1. 2. 3.

4. 5.

Click Font. Select the font from the Font list. Enter the new size of the font by: • Entering the new font size in the field. • Selecting from the Font Size list. Select the Bold or Italic check boxes if you want the page number in Bold or Italics. Click OK.

Note: This formatting applies to all text in the header and footer. 10.

If you choose to print page numbers, use the field titled Start page numbering at to indicate the number to appear on the first page, with the remaining pages being numbered. Tip:

Adding a Corporate Logo

This feature is handy if you plan to insert your printout into a larger report. Leave this start page to begin numbering your pages from “1”.

PHA-Pro allows you to add your corporate logo to each page in either the heater or the footer. Before adding your logo, ensure that it is saved as a image file (*.jpg, *.gif, *.tif, etc.) and that you know where the file has been saved. To add your corporate logo to your report: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Print icon.

3.

Click the Headers/Footers tab. (Figure 8-5)

4.

Click inside the header or footer field that you want to place your corporate logo.

5.

Set the justification for the section by clicking the appropriate justification icon. (Optional) Note: The default justifications are: • Left field - align left. • Center field - align center. • Right Field - align left, shift right.

6.

Click

on the tool bar at the top of the dialog box.

The Insert Image dialog box opens. 7.

Click Load. The Load Image box opens. If you have already used your logo, it is listed in the Available Image field. Go to step 9.

8.

Navigate to the folder that contains your logo.

9.

Select the image file.

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Step 10.

Action Click Open. The Image dialog box opens, and the file is highlighted.

11.

If necessary, adjust the print size by double-clicking the height field and entering the new height.

12.

Click OK. The Header/Footer page re-appears. Tip:

You should ensure that the height is not greater than half an inch or you may lose too much space on the reports to your logo. When adjusting the height of the logo, ensure that the Keep proportions same as original size is checked to ensure that the logo has the proper proportions.

13.

Click Preview to preview the report with your logo.

14.

After previewing the report, click: • Close to return to the Header/Footer page. • Print to print the report. Tip: If the logo is the wrong size, click Close. The Header/Footer page re-appears. Highlight and delete the logo and repeat steps 4 to 13, adjusting the logo size at step 11. Tip:

If you have to crop the image, crop the image using your image application. You must re-load the cropped image back into PHA-Pro in step 7.

Figure 8-5: The Headers/Footers tab of the Print dialog box makes it easy to define headers and footers for your printed report.

Previewing Your Report Before Printing

The Print Preview feature of PHA-Pro allows you to check on screen the format of your finished report. Previewing your report saves time and printing costs by helping to identify problems prior to printing. To preview your report: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

At the top of the tab, click the Print icon.

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Step 3.

Action At the bottom of the dialog box, click Preview. The Print Preview window appears, displaying your report.

4.

Use the controls in the window to zoom in and out, and scroll through the pages.

5.

After previewing your report, click Close.

Tip: If the Print dialog box is not open, you can click

on the tool bar to

preview whichever sheet or page is currently active on your screen. Tip: To display the Print Preview window, you can also right-click the tab at the top of the sheet, or right-click the name of the Administration page, that you want to preview. On the pop-up menu, click Print Preview.

Printing Your Report

When you finish formatting your report, and you are satisfied with the way the report looks in Print Preview, you can generate a hard copy. To print your report: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

At the top of the tab, click the Print icon.

3.

If you are printing data from a single sheet, you can print the title on the pages of your report. Click the Title arrow to open a dropdown list, and then choose an option: • Don’t Print Title. • Print Title on First Page Only. • Print Title on Every Page. If you are printing data from multiple sheets, you can have the title of each section appear on your printout. Click the Section Headings arrow to open a drop-down list, and then choose an option: • None. • On First Page of Section. • On Every Page. Tip: If you are printing data from multiple sheets of your file, you can add a page containing the table of contents at the start of your printed report. To add a table of contents, select the check box titled Include Table of Contents.

4.

At the bottom of the dialog box, click Print. An additional Print dialog box opens, allowing you to specify which printer to use, the number of copies to print, etc.

5.

Click OK.

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Chapter 8: Printing and Exporting

Exporting Data PHA-Pro allows you to export your reports in several different formats including HTML, Microsoft Word, text files, database files and PDF format. This section discusses the following topics: Exporting as HTML Files on page 211. Exporting as Microsoft Word Files on page 211. Exporting as Comma- or Tab-Delimited Text Files on page 212. Exporting as Database Files on page 213. Generating PDF Files on page 213. Exporting as HTML Files

You can export your reports as Hypertext Markup Language (HTML) files. This ability greatly enhances the usefulness of the software as a report generation tool. HTML is rapidly becoming a standard file format within many companies because of its ease of distribution. You can publish HTML versions of your reports on the World Wide Web or on your company’s intranet. To export your data as an HTML file: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the HTML icon. If you are exporting data from multiple sheets of your study, you can add a table of contents at the top of your HTML file. Each entry in the table of contents is a link that can be clicked to jump directly to the corresponding section of the HTML file. To use this feature, select the check box titled Include Table of Contents. Note: If you are exporting a single sheet, this feature is not available.

3.

Select the check box titled Include Index if you want to insert an index at the beginning of each long section of the HTML file. Each section is a separate page in the sheet. Each index entry is a link that can be clicked to jump directly to the corresponding data. This feature helps you to navigate through long HTML files.

4.

At the bottom of the dialog box, click Export. The Export to HTML File dialog box opens.

5.

In the File name field, enter a name for your HTML file.

6.

In the Save in field, specify where you want to save your HTML file.

7.

Click Save. PHA-Pro saves the file. Note: If you have a web browser installed on your computer, PHA-Pro launches the browser and opens the HTML file.

Exporting as Microsoft Word Files

PHA-Pro also lets you export your data as a Microsoft Word file.

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To export your data as a Word file: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Word Document icon.

3.

Under Paper Orientation, select either Portrait or Landscape. By default, your reports are printed in Landscape format.

4.

Set the Margins, which are three-quarters (.75) of an inch wide by default. For more information, see Adjusting Margins on page 206.

5.

Specify the Color. For more information, see Specifying Color Printing on page 206.

6.

From the Title drop-down list, select how you want to print your title.

7.

If you want to include the information in your notes, select the Include text for note check box.

8.

If you want to allow rows to break over pages, select the Allow text to break across pages check box.

9.

At the bottom of the dialog box, click Export. The Export to Word Document dialog box opens.

10.

In the File name field, enter a name for your Word file.

11.

In Save in field, specify where you want to save your Word file.

12.

Click Save. PHA-Pro saves your file. Note: If you have Word installed on your computer system, PHA-Pro launches Word and opens the Word file.

Exporting as Comma- or TabDelimited Text Files

To export data from a single sheet as a comma- or tab-delimited text file: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the Text Export (comma or tab-delimited file) icon.

3.

Under Data Layout, click: • •

4.

Under Column Headings, click: • •

5.

Spreadsheet if you want a spreadsheet layout. Database if you want a database layout.

Print column headings as first row if you want the first row of your export file to contain your column headings. Don’t include column headings if you do not want the first row of your export file to contain your column headings.

At the bottom of the dialog box, click Export. The Export to Text File dialog box opens.

6.

In the File name field, type a name for your export file.

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Step 7.

Action From the Save as type drop-down list, select either: • •

Comma-Delimited. Tab-Delimited.

8.

In the Save in field, specify where you want to save your export file.

9.

Click Save. PHA-Pro saves the file. Note: If you have spreadsheet software on your computer, and you chose Comma-Delimited in step 7, PHA-Pro launches the spreadsheet and opens the export file.

Exporting as Database Files

To export data from a single sheet as a database file: Step

Action

1.

Click the Output Type tab in the Print dialog box. (Figure 8-1)

2.

Click the DBF Export (database file) icon.

3.

At the bottom of the dialog box, click Export. The Export to DBF File dialog box opens.

4.

In the File name field, type a name for your export file.

5.

Select one of the following database file formats from the Save as type drop-down list: • • • •

dBase III. dBase IV. dBase 5. FoxPro 3.0.

6.

Use the Save in field to specify where you want to save your export file.

7.

Click Save. PHA-Pro saves the file.

Generating PDF Files

The Adobe® Portable Document Format (PDF) is a popular file format. It ensures a consistent document layout and appearance regardless of the computer system or platform recipients are using to open PDF files. PHA-Pro does not contain the Adobe PDF printer drivers. You must install an appropriate PDF printer driver, such as Adobe Acrobat® PDF Writer or Adobe Acrobat® Distiller, before you can perform the following procedure. Once a driver is installed on your computer system, you can easily create a report containing your data in the PDF format.

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To generate a PDF file: Step 1.

Action If you want to export a single sheet, perform steps 1 to 4 in Printing or Exporting a Single Sheet on page 197. In step 4, click Print. If you want to export more than one sheet, perform steps 1 to 4 in Printing or Exporting Multiple Sheets on page 198. In step 4, click Print.

2.

Customize your report by: • • • • You

Setting the paper orientation. Adjusting the margins. Specifying the colors. Defining headers and footers. can also preview the report before exporting it as a PDF file.

Note: For more information on these topics, see Printing Reports on page 205. 3.

Perform steps 3 to 6 in Printing Your Report on page 210. In step 5, select an appropriate printer that is capable of generating a PDF file.

4.

Click Properties and adjust any settings for your PDF. Tip:

5.

If you want to view your PDF file immediately after creating it, select the check box called View PDF Results.

After making any adjustments to the settings, click OK. The Print dialog box opens.

6.

Click OK. The Save PDF File As dialog box opens.

7.

In the File name field, type a name for your PDF file.

8.

In the Save in field, specify where you want to save your PDF file.

9.

Click Save. PHA-Pro saves the file. Note: If you selected View PDF File in step 4, and you have Adobe Acrobat or Reader installed on your computer, PHA-Pro launches the program and opens the PDF file.

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Chapter 9: Revalidating Your Data

CHAPTER 9: REVALIDATING YOUR DATA The Occupational Safety and Health Administration’s (OSHA) process safety management regulation, 29 CFR 1910.119, requires companies to update or revalidate the PHA’s at least every five years. You can easily complete this task in PHA-Pro® by using the revalidation features. In this chapter, you will learn a suggested procedure for conducting a revalidation study. The chapter also presents checklists of factors that your team may consider during the revalidation. This section discusses the following topics: Suggested Revalidation Process on page 216. Tracking a Revalidation Study on page 217. Using Revalidation Markers on page 219. PHA Revalidation Checklists on page 220.

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Suggested Revalidation Process The following steps represent a suggested procedure for conducting a revalidation study: Step

Action

1.

Confirm the scope of your revalidation study.

2.

Select a team leader to conduct the revalidation.

3.

Select a revalidation team.

4.

Assemble relevant documents including: • • • • • • For

Previous data. Updated drawings and blueprints. Updated equipment data. Summary of safety incidents since the previous assessment. Management of Change data. Revised operating procedures. more information, see PHA Revalidation Checklists on page 220.

5.

As a team, study available data for concerns, assumptions, level of detail, documentation, responsibilities and schedule.

6.

The team leader should prepare the basis for the updated outline for the assessment.

7.

Conduct and record team sessions to perform the revalidated assessment.

8.

Review and issue the revalidated PHA.

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Tracking a Revalidation Study PHA-Pro has a feature that helps you track the progress of you revalidation study. It provides a Progress Summary table, as well as allowing you to carry out batch revalidations for all specific items at once. This section discusses the following topics: Starting a Revalidation Study on page 217. Checking the Progress of a Revalidation on page 217. Carrying Out a Batch Revalidation on page 217. Finishing a Revalidation Study on page 218. Starting a Revalidation Study

To start a revalidation study: Step 1.

Action Go to Tools>Revalidations>Start. The Revalidation Information dialog box opens.

2.

Enter the date in the Started On field. For more information, see Using Symbols on page 111.

3.

Enter any comments in the Comments field. (Optional)

4.

Click OK. The dialog box closes and the date is entered in the Revalidation History page in the Administration collection.

Checking the Progress of a Revalidation

PHA-Pro allows you to quickly monitor your revalidation study. In the Validation Summary dialog box, you find the following fields: • • •

Items - These are the items that need to be revalidated. Revalidated - The number of revalidations out of the total number of revalidations for that item. Percentage - The percentage of revalidations out of the total number of revalidations for that item.

To access the Validation Summary dialog box: Step 1.

Action Go to Tools>Revalidations>Progress Summary. The Revalidation Summary dialog box opens.

2.

Review the table.

3.

Click Close. The dialog box closes.

Carrying Out a Batch Revalidation

PHA-Pro allows you to carry out batch revalidations. This allows you team to quickly and efficiently mark all the revalidated fields at the end of the study session.

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To carry out a batch revalidation: Step 1.

Action Go to Tools>Revalidations>Mark as Revalidated. The Mark as Revalidated dialog box opens.

2.

Select the item that you want marked as revalidated by selecting the appropriate check box.

3.

Click OK. The dialog box closes. All data fields for the item are marked as revalidated.

Finishing a Revalidation Study

When you have completed your revalidation study, you can easily close out the study in PHA-Pro. To finish a revalidation study: Step 1.

Action Go to Tools>Revalidations>End. The Revalidation Information dialog box opens.

2.

Enter the date in the Finished On field. For more information, see Using Symbols on page 111.

3.

Enter any comments in the Comments field. (Optional)

4.

Click OK. The dialog box closes and the date is entered in the Revalidation History page in the Administration collection.

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Using Revalidation Markers As your team reviews the information in the study, you will want to indicate which information has been confirmed to be valid, accurate and up-to-date. If you mark a cell as being revalidated and then later change your mind about the cell’s revalidated status, you can remove the mark from the cell. Every time you mark or remove a revalidation mark, the change is tracked in the Progress Summary table. This section discusses the following topics: Marking Data as Revalidated on page 219. Removing Revalidation Markers on page 219. Marking Data as Revalidated

To indicate that data has been confirmed to be valid, accurate and up-to-date: Step 1. 2.

Action Click the cell containing the data that has been revalidated. If the Marker button on the tool bar displays the button. If not, click the

, click this

beside the Marker button to open a

drop-down list, and then click Revalidated. The software displays a red check mark in the cell, allowing you to tell at a glance which data on your screen has been revalidated. Tip: You can switch to a different symbol if you do not want to use the red check mark to flag revalidated data. For more information, see Customizing Markers on page 256. Tip: You can further increase the usefulness of your revalidation marker by adding one or more data fields to it. For instance, you might insert a date field so that you can use the software’s built-in pop-up calendar to indicate the date on which you last revalidated each cell. To add fields to your revalidation marker, see Adding Data Fields to a Marker on page 255. In step 1, click Markers and then click Revalidated.

Removing Revalidation Markers

To remove revalidation markers: Step 1. 2.

Action Click the revalidation check mark you want to delete. Click

on the tool bar.

Or Go to Edit>Remove. Or Press the Delete key on your keyboard. The check mark is removed from the cell.

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PHA Revalidation Checklists When revalidating your PHA, there are several areas of the previous that you should consider. The checklists in the section provide a basis for the types of information that you should consider during your validation study. This section discusses the following topics: Quality of Initial PHA on page 220. Management of Change (MOC) Issues on page 221. Process Safety Information (PSI) Package on page 221. Quality of Initial PHA

The following table provides a basis for the type of information you should consider when reviewing the quality of the initial PHA: Question

Response

Was the scope of the previous PHA adequate with all critical items and activities covered? Did the previous team have the correct range of expertise, for example, process design, instrumentation & control, operations, maintenance and so on? Did the previous team have a person knowledgeable in the PHA method that was used? Did the previous team have a person knowledgeable in the process that was assessed? Considering the nature of the process, the potential failure modes that exist, the actual operating experience and the type of design, was the correct PHA methodology used? Was sufficient time spent on the previous PHA so that all the hazardous issues were addressed? Were issues addressed in sufficient detail? Were the actions or recommendations that were developed the logical conclusions of a thorough analysis? Was the previous PHA well documented and could it be easily understood? Were all items resolved during the previous PHA? Were all concerns that were identified, and for which no actions or recommendations were deemed necessary, adequately safeguarded? Were all action items or recommendations that were developed during the PHA addressed and satisfactorily resolved?

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Management of Change (MOC) Issues

Chapter 9: Revalidating Your Data

The following table provides a basis for the type of information you should consider when reviewing MOC issues: Question

Response

Are you familiar with all the MOCs that have been issued since the previous PHA? Do you have a procedure for identifying which MOC issues need PHA? Have there been process or design changes since the previous PHA and have PHA reviews been augmented through the MOC system? Is the MOC documentation adequate? Is the updated PHA documentation adequate? Is there an PHA update available for every applicable MOC? Did the PHA team assessing the MOC have adequate knowledge and expertise?

Process Safety Information (PSI) Package

The following table provides a basis for the type of information you should consider when reviewing the PSI package: Question

Response

Have any new substances been introduced into the manufacturing process with potential for failure effects? Has any new equipment been introduced into the process with potential for failure effects? Have any new procedures been introduced into the process with potential for failure effects? Have changes to the process been included on the drawings or blueprints? Are the drawings or blueprints up-to-date? Have changes to the process or design been included on equipment specification and data sheets? Have changes to the process instrumentation and control systems been included on appropriate documents, such as drawings or blueprints, instrument data sheets and so forth? Have changes to the process been included in the operating procedures, where required? Have changes to the process been included in the instrument alarm lists, where required? Have changes to the process been included in the training manuals, where required? Have changes to the process been included in the contractor orientation materials, where required?

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Chapter 10: Managing Charts

CHAPTER 10: MANAGING CHARTS PHA-Pro provides a powerful array of data analysis tools to help you gain insight about high-risk areas of your products. This chapter shows you how to create and format two-dimensional line and bar charts, three-dimensional bar charts, Pareto Charts, and criticality matrices. This section discusses the following topics: Adding Charts to your Template on page 223. Formatting Charts on page 229.

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Adding Charts to your Template PHA-Pro makes it easy to create charts to help you analyze your data. Viewing a visual representation of data often provides quicker insight than can be achieved through studying lengthy columns of numbers in a worksheet. The software helps you to quickly plot two-dimensional line charts, two- and three-dimensional bar charts as well as Pareto charts and critically matrices. shows an example of a 3-D bar chart that has been inserted into the Analysis collection. This section discusses the following topics: Inserting a 2-D Line Chart, 2-D Bar Chart, or Pareto Graph in your Study on page 223. Inserting a 3-D Bar Chart in your Study on page 224. Inserting a 2-D Scatter Plot in your Study on page 226. Inserting a 2-D Line Chart, 2D Bar Chart, or Pareto Graph in your Study

To insert a 2-D line chart, 2-D bar chart, or pareto graph in your study: Step 1.

Action IN Project Settings by carrying out one of the following: • •

2.

Click the Settings tab. Go to View>Project Settings.

In Project Settings, click Sheets. The Sheets section opens.

3.

In the left pane, click a spot to indicate where you want to insert the new chart.

4.

Click Add on the Sheets bar. Or Right-click your mouse and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file.

5.

Click Chart.

6.

Click Next. The New Sheet - Name dialog box opens.

7.

Name the Chart by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

8.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Chart Types dialog box opens. (Figure 10-1)

9.

Click the type of chart you want to create.

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Step 10.

Action Click Next. The New Sheet - X Axis dialog box opens.

11.

Click the appropriate radio button to specify the type of data you want to plot along the X axis of your new chart.

12.

Click Next. The New Sheet - Formula dialog box opens. (Figure 10-2)

13.

Define your new formula in the workspace: 1.

Click to open the Insert Reference dialog box, which lets you select a data element from your template. When you have selected the data element, click OK.

Note: For most 2-D charts and Pareto graphs, you do not have to enter a formula, you just have to select the Y-Axis field. Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button. 14.

Click Finish.

To modify your chart’s size or appearance, see Formatting Charts on page 229. Inserting a 3-D Bar Chart in your Study

To add a 3-D Bar chart to your study: Step 1.

Action Display Project Settings by carrying out one of the following: • •

2.

Click the Settings tab. Go to View>Project Settings.

Click Sheets. The Sheets section opens.

3.

In the left pane, click a spot to indicate where you want to insert the new chart.

4.

Click Add on the Sheets bar. Or Right-click your mouse and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file.

5.

Click Chart.

6.

Click Next. The New Sheet - Name dialog box opens.

7.

Name the Chart by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

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Step 8.

Action Click Next. The New Sheet - Chart Type dialog box opens. (Figure 10-1)

9. 10.

Select 3-D Bar Chart. Click Next. The New Sheet - X Axis dialog box opens.

11.

Click the appropriate radio button to specify the type of data you want to plot along the X axis of your new chart.

12.

Click Next. The New Sheet - Y Axis dialog box opens.

13.

Click the appropriate radio button next to the type of data you want to plot along the Y axis.

14.

Click Next. The New Sheet - Formula dialog box opens. (Figure 10-2)

15.

Define your new formula in the blank workspace by selecting the references and formula: Selecting the Reference 1.

Click

2. 3.

select a data element from your file. Select the data element. Click OK.

Tip:

to open the Insert Reference dialog box, which lets you

If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

Click

2. 3.

of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

to open a pop-up menu containing the following categories

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =).

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Step 16.

Inserting a 2-D Scatter Plot in your Study

Action Click Finish.

The 2-D Scatter Plot provides a means of identifying and comparing each failure mode to all other failure modes with respect to severity. The scatter plot is constructed by inserting the item or failure mode identification numbers in matrix locations representing the severity categories, and then inserting either the probability of occurrence level or the criticality number (Cr) for the item’s failure modes. To add a new 2-D Scatter Plot to your study: Step 1.

Action Display Project Settings by carrying out one of the following: • •

2.

Click the Settings tab. Go to View>Project Settings.

Click Sheets. The Sheets section opens.

3.

In the left pane, click a spot to indicate where you want to insert a new sheet.

4.

Click Add on the Sheets bar. Or Right-click your mouse and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file.

5.

Click Chart.

6.

Click Next. The New Sheet - Name dialog box opens.

7.

Name the Chart by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

8.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Chart Type dialog box opens. (Figure 10-1)

9. 10.

Select 2-D Scatter Plot. Click Next. The New Sheet Scatter-Plot Items dialog box opens.

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Step 11.

Action Click the appropriate radio button to specify the type of data you want to plotted as scatter-plots. This information should be a potential cause.

12.

Click Next. The New Sheet - Horizontal Axis Items dialog box opens.

13.

Click the appropriate radio button next to the type of data you want to plot as horizontal axis items. This should be one of your risk ranking criteria - for example, either severity, occurrence or detection.

14.

Click Next. The New Sheet - Horizontal Formula dialog box opens. (Figure 10-2)

15.

Enter the data element: 1. 2.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element.

Note:

This should be same data element as you chose for the horizontal (x) axis.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. 3. Click OK. This should be same data element as you chose for the horizontal (x) axis. Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. 16.

Click Next. The New Sheet - Vertical Formula dialog box opens. (Figure 10-2)

17.

Enter the Risk Ranking data element: 1. 2. 3.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the Risk Ranking reference hierarchy item. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. 18.

Click Finish.

To modify your chart’s size or appearance, see Formatting Charts on page 229.

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Figure 10-1: The Chart Type page of the New Sheet dialog box allows you to select from several different types of charts.

Figure 10-2: Using the buttons and menus to insert references and functions in the New Sheet dialog box makes it easy to define a formula for your new chart.

Figure 10-3: This simple 3-D bar chart plots the Severity and Likelihood.

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Formatting Charts PHA-Pro gives you total control over the size, content and appearance of your charts. The formatting features contained within the Chart Options dialog box are divided into two sections. The left pane of the dialog box allows you to specify which aspect of your chart you want to format, such as the X-axis, Y-axis or legend, and the right pane provides a series of tabs containing options you can adjust. This section discusses the following topics: Accessing the Chart Options Dialog Box on page 229 Defining the Title and Size of Your Chart on page 230. Selecting Background and Text Colors on page 230. Changing the Font for Chart Labels on page 230. Rotating a 3-D Bar Chart on page 231. Modifying the Title and Labels for the X-Axis on page 231. Changing Which Data the X-Axis Plots on page 232. Modifying the Title and Data Labels of the Y-Axis on page 232. Defining the Scale of the Y-Axis or Z-Axis on page 232. Editing the Formula for the Z-Axis on page 232. Formatting Data Sets for Pareto Charts on page 233. Hiding, Displaying or Repositioning the Legend on page 235.

Figure 10-4: The Chart Options dialog box provides an extensive set of formatting controls.

Accessing the Chart Options Dialog Box

The Chart Options dialog box provides all of the formatting controls that you require for formatting the size, content and appearance of your charts. To access the Chart Options dialog box: Step 

Action Display the Chart Options dialog box by carrying out one of the following: • Double-clicking the chart. • Right-clicking the chart and clicking Properties on the pop-up menu. The Chart Options dialog box opens.

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The Chart Options dialog box makes it easy to display a main title above your chart to clarify the meaning of the data it displays. You can also quickly adjust the width and height of your chart as well as the thickness of its axis lines. You can even change the positioning of the X- and Y-axes. To modify your chart: Step

Action

1.

In the left pane of the Chart Options dialog box, click Chart.

2.

In the right pane, click the Chart tab.

3.

To display a title above your chart, type it in the Chart Title field.

4.

Specify the desired size of your chart by entering the size in the Width and Height fields. Note: All values are measured in inches.

5.

Change the thickness of the lines used to plot the axes by typing the appropriate value in the Line Thickness field. Note: This number is measured in points. Note: This option is not available for 3-D Bar Charts.

6.

Select Swap X and Y axes to switch the positions of the X- and Yaxes of your chart. Note: This option is not available for 3-D Bar Charts.

7.

Selecting Background and Text Colors

Click OK.

To change the background color of your chart, and the colors of the axis lines and labels: Step

Action

1.

In the left pane of the dialog box, click Chart.

2.

In the right pane, click the Color tab.

3.

Select your Chart Background Color. White is the default background color. To use a different color: 1. 2.

4.

Click the Chart Background Color arrow to open a pop-up palette. Click the color you want to use for the background color.

Select your the color of your axis labels. Black is the default font color. To use a different color: 1. 2.

Click the Text Color arrow to display a pop-up palette. Click the color you want to use for the font color.

Note: This option is not available for 3-D Bar Charts. 5.

Changing the Font for Chart Labels

Click OK.

To modify the fonts of your chart title, axis labels and legend: Note: If you are going to be using Japanese or Chinese, use MS P Gothic font rather than Arial Unicode MS. If you do not use MS P Gothic, you may encounter difficulties when trying to rotate the charts.

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Step

Action

1.

In the left pane of the dialog box, click Chart.

2.

In the right pane, click the Font tab. The Font tab appears.

3.

Under Font, click the font you want to use. Note: The options that appear in this list depend upon which fonts are installed on your computer.

Rotating a 3-D Bar Chart

4.

If you wish to bold or italicize the text, select Bold, Italic or both.

5.

Click OK.

You can rotate your 3-D bar charts in order to get the best effect for the data. To rotate your 3-D bar charts: Step

Modifying the Title and Labels for the X-Axis

Action

1.

Position your mouse pointer on the chart.

2.

Hold the left mouse button down.

3.

Drag the mouse to rotate the chart.

4.

When chart has been rotated to the correct position, release left mouse button.

To modify the title and labels for your chart’s X-axis: Step

Action

1.

In the left pane of the dialog box, click X-Axis.

2.

In the right pane, click the Label tab.

3.

Enter the title of the axis in the Axis Title field.

4.

Set the orientation of data labels along the X-axis: 1. 2.

Click the Label Rotation arrow to open a drop-down list. Select one of the available options.

Note: This option is not available for 3-D Bar Charts. 5.

Set the display format of labels by using the Label Text drop-down list and selecting one of: •

Item Text to display both the number and name of each data element. • Item Number to display only the numbers. Note: This option is not available for 3-D Bar Charts. 6.

Set the length of the x-axis labels by entering the field length in the Max Characters field. (Optional) This field only appears if you select Item Text in step 6. Tip:

7.

Any label that exceeds the maximum value you specify is truncated. This field is set by default to 30 characters, but you can modify this value to suit your needs.

Click OK.

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To change which data element from your file is plotted along the X-axis: Step

Modifying the Title and Data Labels of the Y-Axis

Action

1.

In the left pane of the dialog box, click X-Axis.

2.

In the right pane, click the Items tab.

3.

If necessary, open an object to expand the list.

4.

Click the radio button next to the object that you want to plot.

5.

Click OK.

To modify your chart’s Y-axis title and data labels: Step

Action

1.

In the left pane of the dialog box, click Y-Axis.

2.

In the right pane, click the Label tab.

3.

Enter the title of the axis in the Axis Title field.

4.

Set the orientation of data labels along the Y-axis: 1. 2.

Click the Label Rotation arrow to open the drop-down list. Select one of the available options.

Note: This option is not available for 3-D Bar Charts. 5.

Defining the Scale of the YAxis or Z-Axis

Click OK.

To modify the scale for the data plotted along the Y-axis or Z-axis: Step 1.

Action In the left pane of the dialog box, click either: • •

2.

Y-Axis. Z-Axis.

In the right pane, click the Scale tab. Under Range, the Use Default feature is selected by default, meaning that the software automatically sets the Minimum Value and Maximum Value to limits that are appropriate for the data being plotted.

3.

Change the minimum and maximum values plotted: 1. 2. 3.

Deselect Use Default. Enter the desired number in the Minimum Value field. Enter the desired number in Maximum Value field.

Note: For 2-D Line Charts, you can plot the Y-axis values as logarithms by selecting Use Logarithmic Scale. 4.

Editing the Formula for the ZAxis

Click OK.

You can edit the formula of the Z-axis of your 3-D Bar Chart to show the results of a different calculation. To edit the Z-Axis formula: Step 1.

Action In the left pane of the dialog box, click Value 1.

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Step 2.

Action In the right pane, click the Formula tab. The tab displays the formula that the software is currently using to calculate the data for the Z-axis of your 3-D Bar Chart. (Figure 10-2)

3.

Define your new formula in the blank workspace by selecting the references and formula: Selecting the Reference 1.

Click

2. 3.

select a data element from your file. Select the data element. Click OK.

Tip:

to open the Insert Reference dialog box, which lets you

If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

Click

2. 3.

of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

to open a pop-up menu containing the following categories

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =).

Formatting Data Sets for Pareto Charts

You can also create Pareto charts, which combine a bar graph with a cumulative line graph. The bars are arranged in descending order, while the line graph shows the percent contribution of all preceding bars. Pareto charts help to show where effort should be focused for maximum benefit by helping you answer the following questions: • • •

What are the largest issues facing our team or business? What 20% of sources are causing 80% of the problems? (This is known as the 80/20 rule). Where should we focus our efforts to achieve the greatest improvements.

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PHA-Pro provides a series of options that let you customize the appearance of the Pareto chart’s bars, markers and line, as well as modify the formula of the data set. To format data sets for a Pareto chart: Step

Action

1.

In the left pane of the dialog box, click a Pareto Analysis Data Set (for example: Value (Item Value)).

2.

In the right pane, click the General tab. Note: The Show feature allows you to control whether the data set is plotted as part of the chart or it is hidden. This feature is selected by default, meaning that the software plots the data. If you want to hide it, click this feature to remove the check mark.

3.

Modify the way the software labels the data set in the legend by typing the desired label in the Legend field.

4.

Click the Formula tab in the right pane of the dialog box. The tab displays the formula that the software is currently using to calculate the data set. (Figure 10-2)

5.

Define your new formula in the blank workspace: Selecting the Reference 1.

Click

2. 3.

select a data element from your file. Select the data element. Click OK.

Tip:

to open the Insert Reference dialog box, which lets you

If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

Click

2. 3.

of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

to open a pop-up menu containing the following categories

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =).

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Step 6.

Action Format the line graph portion of your Pareto Chart: 1. 2. 3.

Click the Line Style tab in the right pane of the dialog box. To select a pattern for the line graph, Click the Pattern arrow and then select a pattern from the drop-down list. Type the desired width in the Width field.

Note: The default line width is 1.00 point. 4. Change the color of the line graph: 1. 2. 7.

Click the Color arrow to open a pop-up palette. Select the desired color.

Format the markers used to plot data points along the line. 1. 2. 3.

Click the Symbol Style tab. Click the Shape arrow and then select a shape option from the dropdown list. Change the size of the markers by entering a different point value in the Size field.

Note: The default marker size is 5.00 points 4. Change the color of the markers: 1. 2. 8.

Format the bar graph portion of your Pareto Chart: 1. 2. 3.

Click the Bar Fill Style tab in the right pane of the dialog box. Click the Pattern arrow and then select a fill pattern from the dropdown list. Change the color of the bars: 1. 2.

9. 10.

Hiding, Displaying or Repositioning the Legend

Click the Color arrow to open a pop-up palette. Select the desired color.

Click the Color arrow to open a pop-up palette. Select the desired color.

Repeat steps 1 to 8 for each data set. When you finish formatting the Pareto Chart, click OK

To display the chart’s legend: Note: This option is not available for 3-D Bar Charts. Step 1.

Action In the left pane of the dialog box, click Legend. On the Legend tab in the right pane, the Show Legend feature controls whether or not your chart includes a legend.

2.

To display or hide the legend, select or deselect the Show Legend check box.

3.

Specify where you want the Legend to appear: 1. 2.

4.

Click the Location arrow. Choose an option from the drop-down list

Click OK.

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Chapter 11: Customizing Your Templates

CHAPTER 11: CUSTOMIZING YOUR TEMPLATES Project Settings contains two of the most powerful features of PHA-Pro - Project Settings and Hierarchy. In this chapter you will learn to use these features to modify the templates to suit the needs of your organization. You will also learn to manage your risk systems and codes and categories in existing ones. This section discusses the following topics: Project Settings on page 237. Risk Systems on page 240. Customizing the Risk Systems on page 241. Creating, Importing and Exporting a Risk Matrix on page 245. Codes and Categories on page 248. Markers on page 253. The Hierarchy on page 259. Limitations When Working With Hierarchy Items on page 261 Adding Items to the Hierarchy on page 262. Customizing the Hierarchy on page 277. Sheets on page 294. Adding New Sheets on page 295. Customizing Sheets on page 305.

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Project Settings Project Settings allows users to access to the database management settings of PHA-Pro. It provides the setting for template administrators to customize their templates or to create a new template from scratch. Project Settings is broken into two panes. The left pane is the Project Settings menu and is broken into five sections, while the right hand pane provides a series of tabs containing customization options for the individual page or sheet. When you click on one of the menu bars, the section opens and becomes active. An Add and Remove button appear on the menu bar. These buttons allow you to add or remove pages or sheets to that section. Note: There some mandatory files and sheets in the Hierarchy and Sheets sections that cannot be removed. The Remove button is inactive when these items are selected.

Figure 11-1: Project Settings contains 2 panes. The left hand pane is a menu that allows you access to the various sections. The right hand pane provides information on the individual field, page or sheet in the section.

This section discusses the following topics: Project Settings Menu Items on page 237. Accessing Project Settings on page 238. Accessing a Section in Project Settings on page 238. Expanding the Tree on page 238. Collapsing the Tree on page 239. Project Settings Menu Items

The items in the Project Settings menu are: •

•

Risk Systems. Risk Systems provides industry standard risk systems. It also allows you to customize the risk systems to suit your needs. For more information, see Risk Systems on page 240. Codes and Categories. These are the drop-down lists of codes for the categories that have been created for the study. You can add codes for use of

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•

•

•

the predefined data in conjunction with the reference data type. For more information, see Codes and Categories on page 248. Markers. This section lists the markers that have been created for study. Using this section you can create or modify existing markers for your study. For more information, see Markers on page 253. Hierarchy. This section defines the hierarchical relationships between the different types of data in your file. It contains all of the options you need to customize your project hierarchy. For more information, see The Hierarchy on page 259. Sheets. This section allows you to create sheets or pages that manage how data is being displayed. For more information, see Sheets on page 294.

To customize the structure of your report or create your own template, you use the Hierarchy and Sheets sections. Accessing Project Settings

To access Project Settings: Step 

Action Access Project Settings by carrying out one of the following: • •

Accessing a Section in Project Settings

To access a section in project settings: Step 

Expanding the Tree

Click the Settings tab. Go View>Project Settings.

Action Click the bar containing the name of the section that you want to access.

When you want to expand a tree or sub tree in Project Settings, you can either open the whole tree, or sub tree, including all of its children or open up the tree or sub tree but leave its children collapsed. To expand the tree but leave the children collapsed: Step 

Action Click the plus sign next to the name of the element of the tree that you want to expand.

To expand the tree, or sub tree, including its children: Step

Action

1.

Right-click the element whose area you want to expand.

2.

Select Expand from the drop-down menu.

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To collapse the tree or sub tree: Step 

Action Click the minus sign next to the name of the top element of the tree or sub tree that you want to collapse.

To collapse a tree or sub tree using the right-click menu: Step

Action

1.

Right-click the name of the top element of the area that you want to collapse.

2.

Select Collapse from the drop-down menu.

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Risk Systems A risk matrix is a semi-quantitative methodology that is often used with hazards identification. it permits a first order of magnitude identification of risk by addressing both frequency and consequence. The Risk Matrix can be viewed in Risk Systems, which is found in Project Settings.

Figure 11-2: The above example is the Risk Matrix found in the HAZOP template.

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Customizing the Risk Systems IHS compiled the severity and likelihood scales and created the corresponding Risk Matrices after an extensive assessment of the needs of our clients. The scales and the Risk Matrices are fully customizable, however, allowing you to modify them to meet the unique risk assessment requirements of your organization. This section discusses the following topics: Changing the Name of the Risk System on page 241. Changing the Name of the Axis Labels on page 241. Editing Codes on page 241. Adding a Code on page 242. Deleting Codes on page 242. Re-Ranking Codes on page 243. Changing the Name of the Risk System

To change the name of the Risk System: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system you want to modify.

3.

In the right pane, click the General tab. This tab lets you define naming conventions for the risk system.

Changing the Name of the Axis Labels

4.

Click the field entitled Risk Matrix Name.

5.

To change the axis labels for the Risk Matrix, edit the text displayed under Naming Conventions.

6.

Edit the data.

To change the name of the axis labels: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system you want to modify.

3.

In the right pane, click the General tab. This tab lets you define naming conventions for the risk system.

Editing Codes

4.

Click either the Value 1 or the Value 2 field.

5.

Edit the data.

Although the risk ranking scales in PHA-Pro are industry standard, you can modify them by editing, adding and deleting codes.

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To edit Severity, Likelihood and Risk Ranking levels: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system you want to modify.

3.

In the right pane, click the Severity, Likelihood or Risk Ranking tab. (Figure 11-3) PHA-Pro displays the entire ranking scale.

4.

Click the cell of interest and then click

on the tool bar.

Or Double-click the cell. 5.

Adding a Code

Edit the data.

To add a code: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system you want to modify.

3.

In the right pane, click the Severity, Likelihood or Risk Ranking tab. (Figure 11-3) PHA-Pro displays the entire ranking scale.

4. 5.

Click the cell in the ranking column where you want to enter the new code level. Click

on the tool bar.

A new row appears below the cell you selected.

Deleting Codes

6.

Type a number that accurately represents the new code’s relative position within the list.

7.

Press the Tab key on your keyboard.

8.

Type a description for the new code that serves as a reminder of the code’s meaning.

To delete a code: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system you want to modify.

3.

In the right pane, click the Severity, Likelihood or Risk Ranking tab. (Figure 11-3) PHA-Pro displays the entire ranking scale.

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Step 4.

Action Click the appropriate cell and then either: •

Click

on the tool bar.

• Press the Delete key on your keyboard. If the code is referenced elsewhere in the study, a dialog box opens. It tells you that the code is referenced elsewhere, and asks you if you want to delete the code. Click: • •

Re-Ranking Codes

Yes to delete the code. No to keep the code.

To re-rank the codes: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system you want to modify.

3.

In the right pane, click the Severity, Likelihood or Risk Ranking tab. (Figure 11-3) PHA-Pro displays the entire ranking scale.

4. 5.

Select a code you want to move. Click or position.

on the tool bar to move the code into the correct

Figure 11-3: Modifying the risk ranking scale for severity, likelihood or risk ranking is easy in Project Settings.

Customizing the Risk Matrix

Besides customizing the risk ranking scales, you can further customize your Risk Matrix by switching the risk ranking codes that appear in its cells. When you do so, you change the definition of risk within your study. For example, you might decide that a Severity of 2 versus a Likelihood of 4 should no longer be defined as

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Not Desirable and that from henceforth it should be defined as Unacceptable. You can easily switch codes in the appropriate cell of the Risk Matrix. Editing a Code in a Risk Matrix Cell

To edit a code in a Risk Matrix cell: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system that contains the risk matrix you want to modify.

3.

In the right pane, click the Matrix tab. The Risk Matrix is displayed.

4.

Double-click the cell. A pop-up window appears displaying the risk ranking codes contained in your file.

5.

Click the code you want to enter in the cell. The code in the cell is changed.

Changing the Color of Cells in a Risk Matrix

To change the text or background colors in a Risk Matrix: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click the risk system containing the risk matrix you want to modify.

3.

In the right pane, click the Matrix tab. The Risk Matrix is displayed.

4.

Click the cell whose color you want to format.

5.

Click Color in the upper-right corner of the Matrix tab. The Cell Format dialog box appears.

6.

Select your Text Color. Black is the default font color. To use a different color: 1. 2.

7.

Click the arrow to display a pop-up palette. Click the color you want to use for the font color.

Select your Background Color. White is the default background color. To use a different color: 1. 2.

8.

Click the arrow to open a pop-up palette. Click the color you want to use for the background color.

Click OK. All cells of the risk matrix that contain the same risk ranking code now display the new color coding.

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Creating, Importing and Exporting a Risk Matrix As well as allowing you to customize the existing risk matrix, PHA-Pro allows you to create or import a new matrix. It also allows you to remove matrices that are no longer being used. This section discusses the following topics: Creating a Risk Matrix on page 245. Exporting a Risk Matrix on page 246. Importing a Risk Matrix on page 246. Creating a Risk Matrix

To create a risk matrix: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Click Add on the Risk Systems bar.

3.

Select 2D Risk Matrix.

4.

Click Next. The New Risk System dialog box opens.

5.

Enter a new name in the Risk Matrix Name field.

6.

Add a description of the matrix in the Description field. (Optional)

7.

Modify any of the following fields: (Optional) • • • • • •

Value Name. Abbr. Number of Values. Result Name. Abbr. Number of Values.

8.

Click Finish.

9.

Edit the Severity, Likelihood and Risk Ranking codes. For more information, see Editing Codes on page 241.

10.

Edit the Risk Matrix. For more information, see Customizing the Risk Matrix on page 243.

11.

Click the Usage tab.

12.

Click Add. The Add/Edit Risk Matrix Usage dialog box opens.

13.

Select the item that you want to link to the matrix from the Linked Item drop-down list.

14.

In the name section of the dialog box, deselect the Default check box.

15.

Enter a name in the description field. Note: Carrying out steps 14 and 15 groups your matrix in the Hierarchy in their own group.

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Step

Action

16.

Go to the sheet displaying the field that is linked to the matrix.

17.

Display the columns in the sheet. For more information, see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173.

Exporting a Risk Matrix

To export a risk matrix: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Right-click the matrix you want to export. A pop-up box opens.

3.

Click Export. The Export Risk System dialog box opens.

4.

Using the Save in field, navigate to the folder to which you want to save the matrix. Tip:

5.

If you want to rename the matrix, change the name in the File Name field.

Click Save. The matrix is exported.

Importing a Risk Matrix

To import a risk matrix: Step 1.

Action In Project Settings, click Risk Systems. The Risk Systems section opens.

2.

Right-click the left pane. A pop-up menu opens.

3.

Select Import. The Import Risk System dialog box opens.

4.

Using the Look in field, navigate to the folder containing the study or template whose matrix you want to import.

5.

Select the study or template.

6.

Click Open.

7.

Click the check box of the matrix that you want to import.

8.

Click OK.

9.

Edit the Severity, Likelihood and Risk Ranking codes. (Optional) For more information, see Editing Codes on page 241.

10.

Customize the Risk Matrix. (Optional) For more information, see Customizing the Risk Matrix on page 243.

11.

Click the Usage tab.

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Step 12.

Action Click Add. The Add/Edit Risk Matrix Usage dialog box opens.

13.

Select the item that you want to link to the matrix from the Linked Item drop-down list.

14.

In the name section of the dialog box, deselect the Default check box.

15.

Enter a name in the description field.

16.

Go to the sheet displaying the field that is linked to the matrix.

17.

Display the columns in the sheet. For more information, see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173.

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Codes and Categories Categories are groups of codes that you can assign to various types of data. Using categories can help to make data more meaningful by indicating the relationships between different ideas in your file. For instance, you might want to insert a code next to each consequence to indicate whether it is a health, safety or regulatory concern. This section discusses the following topics: Adding Categories on page 248. Adding Codes on page 249. Editing Codes on page 249. Deleting Codes on page 249. Rearranging Codes on page 250. Deleting Categories on page 250. Exporting Categories on page 250. Importing Categories on page 251. Linking Categories to Worksheets on page 251. Changing the Default Column for a Category on page 252. Changing the Column Accessed on page 252. Adding Categories

To add categories to your file: Step 1.

Action In Project Settings, click Codes and Categories. The codes and categories in your file are displayed.

2.

Click Add on the Codes and Categories.

3.

In the right pane, click the Naming Convention tab. For more information on setting names, see Renaming Hierarchy Items on page 278.

4.

In the right pane, click the Values tab. (Figure 11-4) This tab lists the various categories that already exist for the data element you chose in step 3.

5.

In the Code column, enter the name for the code

6.

In the Description column, enter a description for the new category.

7.

To add another code, click the Enter key. A new row appears.

8.

Repeat Steps 5 to 7 for each new code.

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To add codes: Step 1.

Action In Project Settings, click Codes and Categories. The codes and categories in your file are displayed.

2.

Select the category that you want to edit.

3.

In the right pane, click the Values tab. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2.

4.

Place the cursor in the row above we you want to place the new code and hit Enter. A new row appears.

Editing Codes

5.

In the Code column, enter the new code.

6.

In the Description column, enter a description for the new code.

7.

Repeat steps 4 to 6 for each new code.

To edit codes: Step 1.

Action In Project Settings, click Codes and Categories. The codes and categories in your file are displayed.

2.

Select the category that you want to edit.

3.

In the right pane, click the Values tab. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2.

4.

Click the cell of interest and then click

on the tool bar.

or Double-click the cell.

Deleting Codes

5.

Edit the information in the cell.

6.

Click outside the cell.

To delete codes: Step 1.

Action In Project Settings, click Codes and Categories. The codes and categories in your file are displayed.

2.

Select the category that you want to edit.

3.

In the right pane, click the Values tab. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2.

4.

Select the code you want to delete.

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Step 5.

Rearranging Codes

Action Delete the code, by either: •

Clicking the Code cell and then click

on the tool bar.

•

Pressing the Delete key on your keyboard.

To rearrange codes: Step 1.

Action In Project Settings, click Codes and Categories. The codes and categories in your file are displayed.

2.

Select the category that you want to edit.

3.

In the right pane, click the Values tab. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2.

4. 5.

6.

Deleting Categories

Select the code you want to move. Click or position.

on the tool bar until the code is in the proper

Repeat steps 4 and 5 for each code that you want to rearrange.

To remove unused categories from a file: Step 1.

Action In Project Settings, click Codes and Categories. The codes and categories in your file are displayed.

2.

Click the category that you want to remove.

3.

Either: • Click Remove on the Codes and Categories bar. • Right-click the category and select Delete from the pop-up list. A dialog box opens asking you if you want to remove the category/code.

4.

Click Yes. The category/code is removed.

Exporting Categories

To export categories: Step 1.

Action In Project Settings, click Codes and Categories. The Codes and Categories page opens.

2.

Right-click the category that you want to export. A pop-up box opens.

3.

Click Export. The Export Code/Category List dialog box opens.

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Step 4.

Action Using the Save in field, navigate to the folder to which you want to save the system. Tip:

5.

If you want to rename the category, change the name in the File Name field.

Click Save. The category is exported.

Importing Categories

To import a category: Step 1.

Action In Project Settings, click Codes and Categories. The Codes and Categories page opens.

2.

Right click the field. A pop-up menu opens.

3.

Select Import. The Import Code/Category List dialog box opens.

4.

Select the study or template that contains the category you want to import.

5.

Click Open.

6.

Click the check box of the category that you want to import.

7.

Click OK. The category is imported into your study.

Figure 11-4: The Values tab lets you add, edit, delete, rearrange and print categories for a specific type of data.

Linking Categories to Worksheets

Once you have created your categories, you link them to your forms and worksheets. Note: When you link a category to the column in a worksheet, PHA-Pro automatically creates the link to the uppermost data field in the category’s hierarchy.

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To link a category to a worksheet: Step 1.

Action Link the category to the worksheet. For further information, see Defining Data Linkages on page 285.

2.

In the appropriate category column of the Worksheet, doubleclick the cell corresponding to the data element of interest. A pop-up window appears, displaying the various categories.

3.

Changing the Default Column for a Category

Click the appropriate category.

You can change the default column of the information that a category enters when a code is selected. To change the default column: Step

Changing the Column Accessed

Action

1.

In Project Settings, click Hierarchy.

2.

Open the Category.

3.

Drag and drop the data field to the top.

As well as changing the default column, you can link a specific column in the Category to a specific sheet. To change the column accessed for a specific sheet: Step

Action

1.

In Project Settings, click Sheets.

2.

Select the sheet.

3.

Click the Columns tab in the right hand pane.

4.

Open the Category.

5.

Click the check box of the data field that you want to use.

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Markers In Markers under Project Settings, you can create new markers for marking your data. You can specify which symbol you want for a custom marker and then use it to quickly mark data in your file. This section discusses the following topics: Creating New Markers on page 253. Creating New Markers in Project Settings on page 254. Adding Data Fields to a Marker on page 255. An Alternate Method of Adding a Field on page 256 Customizing Markers on page 256. Deleting a Marker from the File on page 257. Creating New Markers

To create a new marker: Step 1.

Action On the tool bar, click the

beside the Marker button.

A drop-down list of markers and marker options appear. 2.

Click New Marker. The Add Marker dialog box appears. (Figure 11-5)

3.

Enter a name for the new marker in both the Singular and Plural fields.

4.

Type a short form for the marker name in the Abbreviation field. (Optional)

5.

Enter a label in the Keyword field. (Optional) Tip:

6.

Typing a label in the Keyword field helps the software to identify this new data element when you copy data between files or from a library.

Click Next. The symbol selection options page opens. (Figure 11-6) Tip:

7.

If you are creating a new marker from Project Settings, click the Symbol tab.

To select a character for the new marker, click Choose Symbol. The Symbol dialog box opens.

8.

Click the symbol you want to use. Tip:

9.

Use the Font field at the top of the dialog box to change to a different font set if you do not see the character of interest.

In the Symbol dialog box, click OK. The Preview area of the Add Marker dialog box lets you see the results of all your formatting decisions as you make them.

10.

Under Size, click the arrow. A drop-down list of point sizes opens.

11.

Click the size you want the symbol to be.

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Step 12.

Action To define the size, click one of the following: • •

13.

To further customize the symbol, select one or more of the following: • • •

14.

Bold. Italic. Darken.

To change the color of the symbol’s outer border: • •

15.

Font Size Character Height.

Click the Outline Color arrow to open the pop-up color palette. Click the color you want to use.

To change the color that appears inside the symbol: • Click the Fill Color arrow to open the pop-up color palette. • Click the color you want to use. Note: For some symbols, there is no fill color.

16.

Creating New Markers in Project Settings

Click Finish.

To create a new marker: Step

Action

1.

In Project Settings, click Markers.

2.

Click Add. The new marker appears at the bottom of the list.

3.

Click the Name tab in the right hand pane.

4.

Enter a name for the new marker in both the Singular and Plural fields.

5.

Type a short form for the marker name in the Abbreviation field. (Optional)

6.

Click the Symbol tab. The symbol page opens. (Figure 11-5)

7.

To select a character for the new marker, click Choose Symbol. The Symbol dialog box opens.

8.

Click the symbol you want to use. Tip:

9.

Use the Font field at the top of the dialog box to change to a different font set if you do not see the character of interest.

In the Symbol dialog box, click OK. The Preview area of the Add Marker dialog box lets you see the results of all your formatting decisions as you make them.

10.

Under Size, click the arrow. A drop-down list of point sizes opens.

11.

Click the size you want the symbol to be.

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Step 12.

Action To define the size, click one of the following: • •

Font Size Character Height.

13.

To further customize the symbol, select one or more of the check boxes called Bold, Italic and Darken.

14.

To change the color of the symbol’s outer border: • •

15.

Click the Outline Color arrow to open the pop-up color palette. Click the color you want to use.

To change the color that appears inside the symbol: • Click the Fill Color arrow to open the pop-up color palette. • Click the color you want to use. Note: For some symbols, there is no fill color.

Figure 11-5: The first step of completing the Add Marker dialog box is to enter a name for the custom marker you are creating.

Figure 11-6: You can select whatever symbol you want for the new marker and then format its appearance.

Adding Data Fields to a Marker

You can increase the usefulness of your new marker by adding one or more data fields to it. You can add any type of field to a marker by adding a hierarchy item to the marker.

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To add fields to a marker: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Open Markers. The markers are listed.

3.

Click the marker into which you want to insert the new object.

4.

Add the hierarchy item. For more information, see Adding Items to the Hierarchy on page 262.

An Alternate Method of Adding a Field

To add a field without using the hierarchy: Step

Action

1.

Click the Marker to which you want to add the field.

2.

Click List of Marked Items Tab.

3.

Right-click the header.

4.

Go to Show Column>New Column. New Column dialog box opens.

5.

Enter the name of the field in the Name field.

6.

Select the type of field in the drop-down Column Contains field.

7.

Click Ok.

Tip: An alternate method of getting to the New Column dialog box is: 1. On the worksheet to which you want a column, Go to Insert>Column.

Customizing Markers

To customize a marker: Step 1.

Action On the tool bar, click the

beside the Marker button.

A drop-down list of marker options appears. 2.

Click Customize Markers. Project Settings appears. Under Markers in the left pane of Project Settings, the software displays a list of all the markers in your file.

3.

Click the marker you want to modify.

4.

In the right pane, click the Name tab.

5.

Edit the Singular, Plural, and Abbrev. fields to modify the naming conventions for the marker.

6.

Enter additional information about the marker in the Comments field. (Optional)

7.

In the right pane, click the Symbol tab.

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Step 8.

Action To select a character for the new marker, click Choose Symbol. The Symbol dialog box opens.

9.

Click the symbol you want to use. Tip:

10.

Use the Font field at the top of the dialog box to change to a different font set if you do not see the character of interest.

In the Symbol dialog box, click OK. The Preview area of the Add Marker dialog box lets you see the results of all your formatting decisions as you make them.

11.

Under Size, click the arrow. A drop-down list of point sizes opens.

12.

Click the size you want the symbol to be.

13.

To further define the size, click one of the following: • •

Font Size. Character Height.

14.

To customize the appearance of the symbol, select one or more of the check boxes called Bold, Italic and Darken.

15.

To change the color of the symbol’s outer border: • •

16.

Click the Outline Color arrow to open the pop-up color palette. Click the color you want to use.

To change the color that appears inside the symbol: • Click the Fill Color arrow to open the pop-up color palette. • Click the color you want to use. Note: For some symbols, there is no fill color.

17.

Click Finish.

Tip: You can also modify a marker by: 1. In Project Settings, click Markers. 2. Click the marker you want to modify. 3. Carry out steps 4 to 17 in Customizing Markers on page 256.

Deleting a Marker from the File

You may have created markers in previous studies, which you no longer have any use for, and want to delete from the file. Tip: Before deleting a marker, you should check if the marker is being used in the file. You can quickly do this by: 1. In Project Settings, click Markers. 2. Click the marker you want to delete. 3. Click the List of Marked Items tab.

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To delete a marker from the file: Step 1.

Action In Project Settings: 1.

Click Markers in the left hand pane.

Or 1. 2.

Click Hierarchy. Open the Markers folder.

The markers are displayed. 2.

Select the marker you want to delete.

3.

Click Remove on the Markers or Hierarchy bar. or Right-click and select Delete from the drop-down menu. The marker is moved from the file. Tip:

If the marker is being used in the file, a dialog box opens asking you if you want to continue and warning you that data may be lost. Click Yes to remove the marker, No to keep the marker, or Cancel to cancel the procedure.

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The Hierarchy The Hierarchy defines the interrelationships of your data in the report. Using this feature and the Sheets feature, you can create your own customized template for your studies. If you look at the Hierarchy you will notice that Risk Systems, Codes and Categories, and Markers are the first three folders found in the Hierarchy. The information in these folders and in the appropriate sections are the same. The information in these three sections can be updated in either their own section or the Hierarchy. Data Field Icons used in the Hierarchy

There are 12 data types as shown below. The first three types are used for inputting data; the rest are used to manage the input data. The data fields are represented by a number of icons: Icon

Definition Text Field - used for entering text and all symbols in the field. Date Field - used for entering dates in the field using the pop-up calendar only. Number Field - used for entering numbers that can be used in Formulas or Calculations in the field . List - used for creating rows in a worksheet. Structure List - used to depict a variable breakdown of systems or processes, rather than having fixed levels of parent-child tree as one would with the regular List item. Reference - used for creating a one to one correspondence between tables. List of References - used for creating a many to one correspondence between tables. Dependency Matrix - used to compare two or more lists. Lookup in Matrix - used to help you to locate the intersection of x and y points, for example severity and likelihood, in a 2D matrix. Simple Calculation - used for calculating the sum or product of two or three number fields. Formula - used for creating formulas to help analyze your data. These formulas can include statistical, math and trig, and logical functions. Group - has basically the same function as List, but you can only create one instance of a group on a page.

Furthermore, data in PHA-Pro is organized and displayed in a parent and children relationship. The data is either a one-to-one or a one-to-many relationship. In the example shown below, Nodes is the parent, and Node, Equipment ID, Revision #,

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etc. are the children of Nodes. Node, Equipment ID, Revision # are one-to-one relationship. One Node can have many Deviations, which form one-to-many relationship.

Figure 11-7: The Hierarchy feature defines the hierarchical relationships between the different types of data in your file.

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Limitations When Working With Hierarchy Items When you add, move or rename hierarchy items, you must ensure that the item’s name is unique for that list. In other words, you cannot have two fields with the same name under the same parent at the same level. You can, however, have fields with the same name as children of different list fields. If you have hierarchy items with the same name in the same list, you encouter problems when using the update template or compare documents functions.

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Adding Items to the Hierarchy You can add new data fields, or other items to the Hierarchy. Once you have added new fields to your hierarchy, you can display them as headers, data fields or columns in your templates. Note: When you add children - sub-lists and data fields - to a list, all names for that list must be unique. In other words, you cannot have two fields with the same name under the same parent at the same level. You can, however, have fields with the same name as children of different list fields.

This section discusses the following topics: Adding Text Fields, Date Fields, or Groups on page 262. Adding a Number Field on page 263. Adding References or List of References on page 263 Adding a List Field on page 264. Adding a Structure List Field on page 265. Adding a Lookup in Matrix Field on page 266. Adding a Dependency Matrix on page 267. Adding a Simple Calculation Field on page 271. Adding a Formula Field on page 272. Importing Hierarchy Items from Another Template on page 275. Adding Text Fields, Date Fields, or Groups

To add a text field, date field or group to the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the level of your hierarchy into which you want to insert the new object.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 11-8)

4.

Select one of: • • •

Text Field. Date Field. Group.

5.

Click Next to advance to the naming convention options. (Figure 11-9)

6.

Type a name for the new object in the Full Name filed.

7.

To specify a short form of the name, type it in the Abbrev. field. (Optional)

8.

If you want to record additional information about the new object, enter these details in the Comments field.

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Step 9.

Action Click Finish. The new object appears in Project Settings.

Adding a Number Field

To add a number field to the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the level of your hierarchy into which you want to insert the new object.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 11-8)

4.

Select Number field.

5.

Click Next to advance to the naming convention options. (Figure 11-9)

6.

Type a name for the new object in the Full Name field.

7.

To specify a short form of the name, type it in the Abbrev. field. (Optional)

8.

If you want to record additional information about the new object, enter these details in the Comments field.

9.

Click Next. The New Hierarchy - Number Format dialog box opens.

10.

To use scientific notation for your number, select the Scientific Notation check box.

11.

Select the number of digits that you want the software to display after the decimal point in the chosen number field from the Digits after decimal point drop down list. Tip:

Adding References or List of References

If you chose any number other than 0, PHA-Pro displays a check box titled Trim trailing zeros after decimal point. Click the box if you would like the software to discard any zeros after the decimal point.

12.

Add a Prefix or a Suffix to the numbering by entering the information in the appropriate field. (Optional)

13.

Click Finish.

To add a reference or a list of references to the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the level of your hierarchy into which you want to insert the new object.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 11-8)

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Step 4.

Action Select either: • •

Reference. List of References.

5.

Click Next to advance to the naming convention options. (Figure 11-9)

6.

Type a name for the new object in the Full Name or Singular field. Tip:

Instead of entering a name, you can select the check box titled Use name of linked item. This option instructs the software to use the same name as the data element to which this new object will be linked. If you select the check box, the name fields become dimmed and cannot be modified.

Tip:

For some objects, you can also complete an additional field Plural.

7.

To specify a short form of the name, type it in the Abbrev. field. (Optional)

8.

If you want to record additional information about the new object, enter these details in the Comments field.

9.

Click Next. The software displays a list of data elements to which you can establish a link.

10.

If necessary, open a folder to display its contents.

11.

Click the radio button beside the appropriate type of data. Note: You can select only one option from the list.

12.

Click Finish. The new link or list of links appears in the left pane.

Adding a List Field

A list allows you to create sub lists and items so you can further breakdown your study. To add a list field: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the level of your hierarchy into which you want to insert the new object.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 11-8)

4.

Select List.

5.

Click Next. The New Hierarchy Item - Name dialog box opens. (Figure 11-9)

6.

Enter a name for the list in the Singular field.

7.

To specify a plural form of the name, enter it in the Plural field. (Optional)

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Step

Action

8.

To specify a short form of the name, enter it in the Abbrev. field. (Optional)

9.

If you want to record additional information about the new object, enter these details in the Comments field.

10.

Click Next. The New Hierarchy Item - Numbering Style dialog box opens.

11.

Select the number style from the Number Style drop-down list.

12.

If you want to change the separator from a period, you can change it in the Separator field.

13.

Select the Cascaded Numbering check box if you want to be able to use a cascaded structure for numbers in the list, such as the following: 1. 1.1. 1.1.1.

14.

If you turned on cascaded numbering, click the Levels arrow. A drop-down list of numbers opens.

15.

Click the number of cascaded levels that you want to be able to use.

16.

Use the Separator field to specify the type of character that appears between cascaded numbers.

17.

To allow gaps in the numbers, select the Allow gaps in numbering check box. (Optional)

18.

To use place holders for removed items: 1. 2.

19.

Adding a Structure List Field

Select the Keep placeholder for removed item check box. Enter the place holding text in the text field.

Click Finish.

The Structure List item allows users to depict a variable breakdown of systems or processes, rather than having fixed levels of parent-child tree as one would with the regular List item. For example, a system may have multiple sub-systems, but each sub-system may have varying levels of breakdown - Sub-System A is further divided to a Component level and then Item/Part level, while Sub-System B does not require further breakdown. The Structure List provides this flexibility. Note: The Structure List field can only be used at the Top level of the hierarchy. In other words, it can only be located in the root folder “Study”. Note: You cannot use a List of References as the first level of the list.

There are several formulas that you can add to a structured list. For more information, see Adding Formulas to Structure Lists on page 281.

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To add a structure list field: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the Study folder.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy.

4.

Select Structure List.

5.

Click Next. The New Hierarchy Item - Name dialog box opens. (Figure 7-3)

6.

Enter a name for the list in the Singular field.

7.

To specify a plural form of the name, enter it in the Plural field. (Optional)

8.

To specify a short form of the name, enter it in the Abbrev. field. (Optional)

9.

To record additional information about the new object, enter these details in the Comments field. (Optional)

10.

Adding a Lookup in Matrix Field

Click Finish.

To add a lookup in matrix field to the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the level of your hierarchy into which you want to insert the look up in matrix field

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 11-8)

4.

Click Lookup in Matrix.

5.

Click Next. The New Hierarchy Item - Name dialog box opens. (Figure 11-9)

6.

Enter a name for the look up in matrix in the Full Name field.

7.

To specify a short form of the name, type it in the Abbrev. field. (Optional)

8.

If you want to record additional information about the new object, enter these details in the Comments field.

9.

Click Next. The New Hierarchy Item - Matrix to use for look up dialog box opens.

10.

If necessary, open a folder to display its contents.

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Step 11.

Action Click the radio button beside the matrix you want to use. Note: You can select only one option from the list.

12.

Click Next. The New Hierarchy Item - Input 1 dialog box opens.

13.

Click the radio button beside the first input you want to use. Tip:

14.

To expand the list of options for the input value, select the Show More options check box.

Click Next. The New Hierarchy Item - Input 2 dialog box opens.

15.

Click the radio button beside the second input you want to use. Tip:

16.

Adding a Dependency Matrix

To expand the list of options for the input value, select the Show More options check box.

Click Finish.

Frequently decision making in risk assessments is based on two or more conditions being met. The dependency matrix helps you to compare two or more lists. When you have 2 lists, one list is represented by a row across the top of the sheet and the other a column at the left of a sheet. The intersection of the row and column is the matrix selection that correlates adjoining X and Y values. When used in conjunction with conditional data mirroring, Stature can automatically enter data elsewhere in the study, depending on the entry in the matrix. Note: Currently, conditional data mirroring is only supported for dependency matrices.

You would find the dependency matrices and conditional data mirroring useful in the following circumstances: • • • •

In a HAZOP, based on the severity ranking, the associated cause and consequence pair are qualified for LOPA analysis. The QFD I/II/III process of APQP methodology would be easier if qualified data automatically cascaded from QFD I to II and then to III. In a regular Process-FMEA, it would be useful to have data automatically generated and sent to the Control Plan. It would be easier to join the FMEAs and other quality specifications to the Requirements Matrix if data was automatically qualified and mirrored based on weighted scores and importance of the requirements.

To add a dependency matrix: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Select the Study folder.

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Step 3.

Action Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 7-2)

4.

Select Dependency Matrix.

5.

Click Next.

6.

Type a name for the new object in the Full Name field.

7.

To specify a short form of the name, type it in the Abbrev. field. (Optional)

8.

To record additional information about the new object, enter these details in the Comments field. (Optional)

9.

Click Next.

10.

Select the X-axis from the hierarchy. This must be a List field, and can be from any level in the hierarchy tree.

11.

Click Next.

12.

Select the Y-axis from the hierarchy. This must be a List field, and can be from any level in the hierarchy tree. Tip:

You can set the y-axis to the same List field as the x-axis if you want to determine interfaces at the component level.

13.

Click Next.

14.

Select the reference field for the matrix selection. Note: This selection must be an existing reference table, such as from Codes and Categories or another List.

15.

Click Next.

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Step 16.

Action Enter the formulas for both the X- and Y- axes. (optional) Selecting the Reference 1. 2. 3.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

2. 3.

Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 17.

Click Next .

18.

If you want to mirror data based on the matrix results, select the Mirroring Data check box.

19.

Select the destination list field. Note: The list field must already exist in the Hierarchy.

20.

Set the Data Mirroring options between the matrix selection and the destination list. Data Mirroring can be one of the following: •

Conditional. If you set conditional data mirroring, the destination list can only be a Top-level list. • Manual. If you set data mirroring manually, the data can also be sent to a Non-Top level list, in which case the existing data mirroring functionality would be used. For more information, see Data Mirroring on page 287. Note: The destination list needs to be an existing List in the Hierarchy.

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Step 21.

Action If you are using conditional data mirroring, enter the formula: 1. 2.

Enter the reference to the data field of the matrix. Then enter the formula function.

For example, the formula should look like:

User Field 2 Category - Category = "TRUE" Selecting the Reference 1. 2. 3.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

2. 3.

Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 22.

Click Next.

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Step 23.

Action If you are using data mirroring, create the formula to enter the text you want in the destination list: 1. 2. 3.

From the Text formula menu, enter COMBINETEXT Enter the reference to the data field(s) that you want to copy in. Then enter the formula function.

For example, the formula should look like:

COMBINETEXT(, or "TEXT", "joining text") For example TextField 1 is your X- Axis data field, Field 2 is your Y-Axis data field, and "joining text" is " The Priority is ". If you just want to insert information from one field, you must enter two sets of "" otherwise, you will get an error message. In this case, the formula should look like:

COMBINETEXT(,"","") Selecting the Reference 1. 2. 3.

Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

2. 3.

Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 24.

Click Finish. The dependency matrix is completed. You must create a worksheet in the Sheets section to display the matrix. For more information, see Adding a New Sheet - Dependency Matrix on page 298.

Adding a Simple Calculation Field

To add a simple calculation field: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

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Step

Action

2.

Click the level of your hierarchy into which you want to insert the new object.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens, displaying a list of objects you can add to your hierarchy. (Figure 11-8)

4.

Select Simple Calculation.

5.

Click Next. The New Hierarchy Item - Calculation Type dialog box opens.

6.

Select the type of operation by selecting either • •

7.

Multiply. Add.

Select the number of inputs by selecting either: • •

2. 3.

8.

To use scientific notation for your number, select the Scientific Notation check box.

9.

Select the number of digits that you want the software to display after the decimal point in the chosen number field from the Digits after decimal point drop down list. Tip:

If you chose any number other than 0, PHA-Pro displays a check box titled Trim trailing zeros after decimal point. Click the box if you would like the software to discard any zeros after the decimal point.

10.

Add a Prefix or a Suffix to the numbering by entering the information in the appropriate field. (Optional)

11.

Click Next. The Input Value 1 dialog box opens.

12.

If necessary, open a folder to display its contents.

13.

Click the radio button beside the appropriate type of data. Note: You can select only one option from the list.

Adding a Formula Field

14.

Repeat steps 11 to 13 for each additional input value.

15.

Click Finish.

PHA-Pro’s formula creation tools make it easy to define new formulas. Tip: You can use the formula field to calculate the number of days between dates or adding or subtracting a set number of days from a date to give a new date. For example, if you wanted to automatically calculate the number of days difference between the estimated and actual end date, you could create a formula that subtracts the estimated date from the actual date. The result of this calculation would be the number of days that the actual date was after the estimated end date.

When you are creating your formulas, you can reference not only data in your study but also markers and notes, as well as the information in the markers and notes. For example, if you are revalidating a study, you can select only the data that has not been revalidated by creating a formula that references the validation

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markers. Another use of markers would be to mark information that you want to import into your libraries. You could then select only flagged data, and then import the data into your library. Tip: The formula for selecting data that is marked with a marker is:

IF COUNT( Marker ) > 0 THEN TRUE ELSE FALSE ENDIF. • • • •

The first section of the formula, IF COUNT( Marker ) > 0, checks to see if the marker is present in the data field. The next section, THEN TRUE, sets the logical condition if the conditions are met. The third section, ELSE FALSE, sets the logical condition if the conditions are not met, i.e. the marker is not present. The last section, ENDIF, closes the formula.

To add a formula field to the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the spot in your project hierarchy where you want to insert a new formula.

3.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens.

4.

Click Formula.

5.

Click Next The New Hierarchy Item - Name dialog box opens. (Figure 11-9)

6.

In the Full Name field, type a name for the new formula.

7.

To specify a short form of the name, type it in the Abbrev. field. (Optional)

8.

If you want to record additional information about the new object, enter these details in the Comments field.

9.

Click Finish. The name of the new formula appears in the left pane. Make sure it is highlighted.

10.

In the right pane, click the Naming Convention tab. (Optional)

11.

Complete the Keywords field. (Optional) Tip:

12.

Completing the Keywords field helps the software to identify this new formula when you copy data between files and from libraries.

In the right pane, click the Formula tab. The Formula page opens. (Figure 11-10)

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Step 13.

Action Define your new formula in the blank workspace by selecting the references and formula: Selecting the Reference 1.

Click

2. 3.

select a data element from your file. Select the data element. Click OK.

Tip:

to open the Insert Reference dialog box, which lets you

If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK.

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1.

Click

2. 3.

of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

to open a pop-up menu containing the following categories

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 14.

When you finish specifying all of the variables and functions, review the bottom of the Formula tab to check the status of your new formula • •

•

15.

If the message No errors appears, the software will be able to successfully execute the formula. If the software displays an error message, such Something is missing, it is not able to properly calculate a result, and you must edit the formula until No errors appears. If #ERROR! appears in a data field or cell containing a formula, the formula has not been properly defined or the values that the formula is using to produce the result are invalid. To resolve the error, repeat the above steps to modify the formula, or edit the invalid data, until the message “No errors” appears at the bottom of the Formula tab.

Display the formula in your study. For more information, see Hiding or Displaying Header and Data Fields Using the Right-Click Menu on page 160, Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box on page 160 or Hiding or Displaying Headers and Data Fields Using Project Settings on page 161.

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You can import hierarchical items from other templates into your current one. When you import an item, its children are automatically imported with it unless you deselect them. On the item is imported, no data is imported. To import hierarchy items from another template: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Right-click the List or Group item of your hierarchy into which you want to import the hierarchy items. The right-click menu opens.

3.

Select Import. The Import Hierarchy Items dialog box opens. Note: If you have not chosen a List or Group item, the Import function is not in the right-click menu.

4.

Select the template from which you want to import the hierarchy items.

5.

Click Open.

6.

Select the item(s) that you want to import by selecting the appropriate check boxes. Tip:

7.

When you select an item, all of that item’s children are automatically selected as well. If you do not want all of the children imported, you can deselect the individual items.

Click OK. The items are imported into PHA-Pro as children of the List or Group selected.

8.

Display the items in your study. For more information, see For more information, see Hiding or Displaying Header and Data Fields Using the Right-Click Menu on page 160, Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box on page 160 or Hiding or Displaying Headers and Data Fields Using Project Settings on page 161.

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Figure 11-8: The first step of completing the New Hierarchy Item dialog box is to specify what you want to add to your project hierarchy.

Figure 11-9: You can create any name for the new hierarchy object.

Figure 11-10: Using the buttons and menus to insert references and functions makes it easy to define a formula for your new chart.

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Customizing the Hierarchy PHA-Pro allows you to modify your templates by customizing the hierarchy. As well as adding hierarchy items, you can remove items, restructure the hierarchy and redefine the interrelationships in the file. This section discusses the following topics: Deleting Hierarchy Items on page 277. Splitting the Hierarchy on page 277. Renaming Hierarchy Items on page 278. Moving Hierarchy Items on page 279. Setting Numbering Options for Number Fields on page 279. Setting Numbering Options for Lists on page 280. Adding Formulas to Structure Lists on page 281. Sample Structured List Formulas on page 283. Adding Clipbooks To Text Fields on page 284. Adding Global Names on page 284. Adding Keywords on page 284. Defining Data Linkages on page 285. Replacing Text Fields with List Fields on page 286. Data Mirroring on page 287. Adding Data Mirroring to Different Hierarchy Levels on page 289. Creating a Disable Remove or Disable Edit Dialog Box on page 291. Adding Hyperlinks to Mirrored Text Fields on page 292. Setting Hyperlink Options on page 292. Removing Data Mirroring from a Field on page 293. Deleting Hierarchy Items

You can delete items from the hierarchy. To delete an item from the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

In the left pane, select the object you want to delete.

3.

Click Remove on the Hierarchy bar.

4.

In the confirmation dialog box, click Yes. The chosen object disappears from your hierarchy.

Splitting the Hierarchy

Splitting allows you to copy your hierarchy from one part of the study to another, and set up parallel hierarchy items. You can use the data mirroring function and

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global names when splitting. For more information, see Data Mirroring on page 287 and Adding Keywords on page 284. To split a list, field, link or folder in the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

In the left pane, right-click the object you want to split. A pop-up menu opens.

3.

Select Split. The Split Hierarchy Item - name dialog box opens.

4.

Enter the new name of the item in the Name for new copy of hierarchy item field.

5.

If you want to mirror data, select the Enable data mirroring check box. For more information, see Data Mirroring on page 287.

6.

Click Next. The Split Hierarchy Item - References dialog box opens.

7.

Select an action for each additional item that contains the item: 1. 2.

8.

Click . Select an action from the drop-down list.

Click Next. The Split Hierarchy Item - Sheets dialog box opens.

9.

Select an action for each sheet that contains the item: 1. 2.

10.

Click . Select an action from the drop-down list.

Click Finish. The item is split.

Renaming Hierarchy Items

To rename an item in the hierarchy: Note: When you rename a hierarchy item you must ensure that its name is unique in the new position. Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

In the left pane, select the list, field, link or folder you want to rename.

3.

In the right pane, click the Naming Convention tab.

4.

Edit the information contained in the various name fields.

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Note: For a reference or list of references , the software provides the check box titled Use name of linked item. This option instructs the software to use the name of the data element to which this object is linked. If this check box is selected, the name fields cannot be modified. Note: The fields that are available depend on the object you are renaming. Providing an abbreviation for the name is optional. Tip: Completing the Keywords field helps PHA-Pro to identify the object you are renaming when you copy data between files and from libraries. Tip: Use the Comments field if you want to record additional details about the object you are renaming.

Moving Hierarchy Items

You can drag and drop items from one place in the hierarchy to other places. When you move a hierarchy item, all of its children are moved with it. Note: When you move a hierarchy item you must ensure that its name is unique in the new position.

To move hierarchy items: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

In the left pane, click the hierarchy item that you want to move.

3.

Holding the left mouse button down, drag the selected object to a new position in the hierarchy. A thick line indicates where the object appears after you release your mouse button.

4.

Setting Numbering Options for Number Fields

Release the mouse button.

To define the number of digits that appear after the decimal point in number fields: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

In the left pane, click the number field for which you want to set the numbering options.

3.

In the right pane, click the Number Format tab. (Figure 11-11) The Number Format tab opens.

4.

Click the Digits after decimal point arrow. A drop-down list of numbers, ranging from 0 to 12 opens.

5.

Select the number of digits that you want the software to display after the decimal point in the chosen number field. Tip:

If you chose any number other than 0, PHA-Pro displays a check box titled Trim trailing zeros after decimal point. Click the box if you would like the software to discard any zeros after the decimal point.

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Figure 11-11: You can control the way a number field works by using the Number Format tab.

Setting Numbering Options for Lists

PHA-Pro lets you specify numbering styles, separators and cascading options for lists of data. The style of the numbers that the software displays can also be changed. You can use one of the following styles: • • • • • • • •

(None). 1, 2, 3, 4, … A, B, C, D, … a, b, c, d, … I, II, III, IV, … i, ii, iii, iv, … Extended Upper (1, 1A, 2, 3A, 3B...). Extended Upper (1, 1a, 2, 3a, 3b...).

•

Custom (any text allowed). Tip: If you use the extended or custom options, you can change the numbering in an individual cell. For more information, see Changing the Numbering of a List Cell on page 105.

To set the numbering options for lists: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Click the list for which you want to set the numbering options.

3.

In the right pane, click the Numbering tab. (Figure 11-12)

4.

Click the Number Style arrow. A drop-down list of numbering styles opens.

5.

Click the numbering style you want to use.

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Step 6.

Action Use the Separator field under Format to specify the type of character that appears between numbers and your data. By default, the software uses a period, but you can enter a different character in this field.

Additional Steps for Cascading Numbering 7.

Select the Cascaded Numbering check box if you want to be able to use a cascaded structure for numbers in the list, such as the following: 1. 1.1. 1.1.1.

8.

If you turned on cascaded numbering, click the Levels arrow. A drop-down list of numbers opens.

9. 10.

Click the number of cascaded levels that you want to be able to use. Use the Separator field to specify the type of character that appears between cascaded numbers.

Figure 11-12: The Numbering tab in Project Settings allows you to select a number style and turn on cascaded numbering for lists of data.

Adding Formulas to Structure Lists

There are several formulas that you can add to a structured list that would provide added value to your study. You add formula fields as children of your structure list. (Figure 11-13) When you create a worksheet for your structure list, these formulas are added as columns. The available formulas are: • •

STRUCTURELEVEL - This is a constant variable that provides the level of the list item in the list. This formula is found in the Text menu. ISSTRUCTURELEAF - This formula separates list items that have children (not a leaf) from those that do not have children (leaf). This formula is found in the Logical menu

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•

•

STRUCTUREMAXCHILDLEVEL - This is a constant variable. It returns the maximum child level that belongs to list item. This formula is found in the Text menu. GETCHILDREN - This formula menu item gets the information for all of the children of list item. This formula is found in the Statistical/Combining menu.

Figure 11-13: You attach the formula field as a child to the structured list as you would attach any field to the hierarchy. When you create your worksheet, the formula(s) are selected as columns.

To add a formula to a structure list: 1.

Click the Structured List to which you want to add a formula. The Hierarchy section opens.

2.

Click Add on the Hierarchy bar. The New Hierarchy Item dialog box opens.

3.

Add the Formula field. For more information, see Adding a Formula Field on page 272.

4. 5.

In the right pane, click the Naming Convention tab. (Optional) Complete the Keywords field. (Optional) Tip:

6.

Completing the Keywords field helps the software to identify this new formula when you copy data between files and from libraries.

In the right pane, click the Formula tab. The Formula page opens.

7.

Define your new formula in the blank workspace by selecting the references and formula.

8.

Display the formula in your study. For more information, see Hiding or Displaying Columns Using the RightClick Menu on page 173, Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173 or Hiding or Displaying Columns Using the Project Settings on page 174.

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The following table provides the syntax of the formula fields shown in : Formula Field

Description and Syntax This returns the level of the list item.

StructureLevel

Syntax: STRUCTURELEVEL This returns which list items that have children (not a leaf) and which list items do not have children (leaf).

IsStructureLeaf

Syntax: IF ISSTRUCTURELEAF THEN "LEAF" ELSE "Not a leaf" ENDIF This returns the maximum child level that belongs to each list item

Max Child Level

Syntax: STRUCTUREMAXCHILDLEVEL

Cost of All Children

This returns the cost of all children that belong to a list item. Syntax: SUM(GETCHILDREN(Cost)) This returns the cost of all children that are leaves that belong to a list item.

Cost of All Leaves

Syntax: SUM(GETCHILDREN(Cost where ISSTRUCTURELEAF)) This returns the sum of all the children that are at the maximum level. Syntax:

Cost of max child levels

LET MAXLEVEL = STRUCTUREMAXCHILDLEVEL;SUM(GETCHILDREN(Cost where ISSTRUCTURELEAF and STRUCTURELEVEL=MAXLEVEL)) This returns the sum of all child folders.

Cost of Child Folders

Syntax: SUM(GETCHILDREN(Cost where NOT ISSTRUCTURELEAF)) This returns the sum of all level 3 children.

Cost of items at level 3

Syntax: SUM(GETCHILDREN(Cost where STRUCTURELEVEL=3)) This return the sum of all level 2 and 3 children.

Cost of items bet levels 2 and 3

Syntax: SUM(GETCHILDREN(Cost where STRUCTURELEVEL>1 and STRUCTURELEVEL, < and =).

Repeat steps 3 to 8 for each hierarchy item under the list field chosen in step 2 that you want to set mirroring conditions for.

You can mirror data between lists that are at different levels of the hierarchy. When you set up the mirroring, there is a second set of options that you need to set. Note: You cannot add mirrored data from one list to a list whose parent if empty. There must be data in the parent before you can add data to the child.

To mirror data between different levels of the hierarchy: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

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Step

Action

2.

Select the hierarchy list field whose data that you want to mirror.

3.

In the right pane, click the Mirroring tab. The Mirroring page opens.

4.

Click Add. The Add Mirroring dialog box opens.

5.

Select the list field to which you want to mirror the data. Note: If you are modifying the data mirroring for a different hierarchy item that is a child of the list field chosen in step 2, match the item type.

6.

Click OK. The Add Mirroring dialog box closes, and the mirror data field(s) appear in the field(s) to mirror field.

7.

From the drop-down lists in the Options section, set the copy options. If the object in the hierarchy has children, you have four drop-down lists one Add and one Remove for each of the two fields. Select the appropriate option for each list. Note: When you set your options, PHA-Pro automatically sets the options in the mirrored field to match. For the two Add lists, your options are: •

Always Add - When data is entered in the other mirrored field, it is automatically added to this field. • Don’t Add - When data is entered in the other mirrored field, it is never added to this field. • Prompt - When data is entered in the other mirrored field, you must approve the addition of the data in this field. For the two Remove fields, your options are: •

Always Remove - When data is removed in one mirrored field, it is automatically removed from the other field. • Don’t Remove - When data is removed in one mirrored field, it is never removed from the other field. • Disable Remove - Data can be modified, but not removed from the field. • Prompt - When data is removed in the mirrored field, you must approve the removal of the data in this field. Note: The Disable Remove option only affects data that is mirrored. It does not affect un-mirrored data (rows with no corresponding row in the other list). Note: You can set different options in one end of the mirroring relationship and not the other, i.e. you can require prompts in one field and not the other. Tip:

If you select either the Disable Remove or Disable Editing, you can create a dialog box that informs the user that mirrored data in the column cannot be removed or edited, respectively. For more information, see Creating a Disable Remove or Disable Edit Dialog Box on page 291.

8.

Select the other options by checking the appropriate check box.

9.

Click More Options. The Mirroring Options window opens.

10.

Select the list to which the child list belongs.

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Step 11.

Action Select the appropriate option from the Options drop-down menu. •

Send to existing items only. This option only mirrors data if data exists in the parent list. • Send to existing items or create new item. This option allows you to add data to the parent item if no data exists, subsequent mirroring is added data as sub-rows of the parent row. • Always create new item. This option always adds data to the parent list. • Show menu. If you can mirror data to more than one cell, this option allows you to use "Send to" to select the cell to which you send the data. • Show menu or create new item. If you can mirror data to more than one cell, this option allows you to use "Send to" to select the cell to which you send the data. It also can also have a New option that allows you to create a new parent list item. Tip: If you select either of the two menu options, you have three check boxes that you can select: • Show "New..." option on menu. If you do not select this option, you can only add data for a parent item if no data exists, subsequent mirroring only allows you to choose between existing parent items. • Prompt for text of new item. A text box appears allowing you to add new data for the parent. • Hide menu if only one item. Menu does not appear if there is only one parent item.

12.

Select the Prompt for text of new item check box, if you want to be able to add the data to the parent list when you mirror the data. If you do not select the check box, an empty place holder cell is entered in the parent list.

13.

Click: • •

14.

Creating a Disable Remove or Disable Edit Dialog Box

OK to save the options. Cancel to close the window without saving the options.

Repeat steps 3 to 13 for each hierarchy item under the list field chosen in step 2 for which you want to set mirroring conditions.

When you select the Disable Remove or Disable Editing option in data mirroring, you can create a dialog box that informs the user that the data in the cell is mirrored and cannot be removed (edited). To create a Disable Remove or Disable Edit dialog box: Step 1.

Action After selecting the Disable Remove or Disable Edit option, click the More Options button on the Mirroring page. The Mirroring Options dialog box opens.

2.

In the Message text field, enter the message you want to appear in the dialog box.

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Step 3.

Action Select the Provide OK/Cancel buttons and go to the other item if user clicks OK check box. (Optional) Tip:

4.

If you select this option, when the dialog box opens, it contains the message and two buttons. If you click: • OK - the dialog box closes and PHA-Pro jumps to the mirrored cell. • Cancel - the dialog box closes and PHA-Pro remains in the current cell.

Click OK. The dialog box closes.

Adding Hyperlinks to Mirrored Text Fields

You can insert hyperlinks between the linked text fields. This allows you to move from the text field on one page to its linked data on another without having to use the right-click menu. To add hyperlinks between mirrored text fields: Step

Action

1.

In Project Settings, click Hierarchy

2.

Select the mirrored text field to which you want to add the hyperlink.

3.

In the right hand pane, click the Mirroring tab. The Mirroring page for that hierarchical item opens.

4.

Select the Show hyperlink in cell check box.

5.

Set hyperlink options. (Optional) For more information, see Setting Hyperlink Options on page 292.

Setting Hyperlink Options

When you are creating your data mirroring hyperlinks, you can set several options for the hyperlinks. You can go back and change these options at a later time. To set hyperlink options: Step 1.

Action On the Mirroring page, click Link Options. The Link Options dialog box opens.

2.

Select or deselect the following check boxes for the hyperlink text: • Use default. • Include item number. Tip: If you deselect the Use default option, you must provide the text for the hyperlink in the text field.

3.

Select the Include in printed/exported output check box if you want to export the hyperlink when you export the file.

4.

Click OK.

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To remove data mirroring: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy opens.

2.

Select the hierarchy item whose data that you want to mirror.

3.

In the right pane, click the Mirroring tab.

4.

Click the mirroring field you want to remove.

5.

Click Remove.

Figure 11-15: The Mirroring page allows you to create data mirroring in the study and set the various options.

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Sheets Sheets are independent of the hierarchy. They are used to display the hierarchy. Column Headings and Headers are displayed in worksheets; Groups, Headings and Label are displayed in forms. You can create any one of a number of types of sheets - charts, worksheets, pictures, forms, third party applications - in your file and place them in the appropriate place by dragging and dropping them. The right pane for each of the sheets allows you to modify the sheet with respect to hiding or displaying hierarchy items.

Figure 11-16: When Sheets is selected in Project Settings, the left pane identifies your sheets and data pages, and the right pane provides a series of tabs containing customization options.

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Adding New Sheets You can customize your template to meet your documentation and reporting needs by defining new sheets. When you perform the following steps, a new tab displaying the name of the new sheet appears near the top of your screen, or a new data page appears within an existing sheet. This section describes the following topics: Adding a New Sheet - Worksheet on page 295. Adding a New Sheet - Form on page 297. Adding a New Sheet - Chart on page 298. Adding a New Sheet - Dependency Matrix on page 298. Adding a New Sheet - Objects from Other Applications on page 299. Adding a New Sheet - Microsoft Visio Drawing or Other Object on page 300. Adding a Blank Sheet for use with Another Application in PHA-Pro on page 301 Adding a New Sheet - Picture (from file) on page 301. Adding a New Sheet - Linked Diagram on page 302. Adding a New Sheet - Collection on page 303. Adding a New Sheet Worksheet

To add a new worksheet: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

3.

Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

4.

Click Worksheet.

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 11-17)

6.

Name the Worksheet by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Columns dialog box opens.

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Step 8.

Action Click the check box beside the column you want to include. Tip:

9. 10.

Repeat step 8 until you have specified all of the columns you want to include in the new worksheet. Change the name of any column you are including. (optional): 1. 2. 3.

Highlight its current name by clicking it. Click the Name button. From the Name drop-down list, select the naming option.

Tip:

If you click Other: on the drop-down list, you can enter a custom name in the field to the right of the list. Add a prefix to the name from the Prefix drop-down list. (Optional) Click OK.

4. 5. 11.

If necessary, you can open the object containing the columns that you want to include.

Click Next. The New Sheet - Headers dialog box opens. Tip:

12.

Headers are fields of information that appear at the top of a sheet.

Click the check box beside the header you want. Tip:

If necessary, you can open the object containing the columns that you want to include.

13.

Repeat step 12 until you have specified all of the headers you want to include in the new worksheet.

14.

Change the name of any header you are including. (optional): 1. 2. 3.

Highlight its current name by clicking it. Click the Name button. From the Name drop-down list, select the naming option.

Tip:

If you click Other: on the drop-down list, you can enter a custom name in the field to the right of the list. Add a prefix to the name from the Prefix drop-down list. (Optional) Click OK.

4. 5. 15.

Click Next. The New Sheet - Breakdown dialog box opens.

16.

If you want to change how the worksheet is broken down on the printed page or screen: 1. 2. 3.

17.

Deselect Automatically determine this setting. Click the appropriate radio button to select the column at which you want to break the page/screen. Select the page break from the Page break drop-down list.

Click Finish.

Tip: To display the New Sheet dialog box: 1. Go to Insert>New Sheet. Or 1. Right-click a tab at the top of a sheet. Or Right-click the name of a page in the sheet. A pop-up menu opens. 2. Click New Sheet.

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Figure 11-17: You can name the new sheet after part of your hierarchy or enter a custom name.

Adding a New Sheet - Form

To add a new form: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

3.

Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

4.

Click Form.

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 11-17)

6.

Name the Form by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Data Fields dialog box opens.

8.

Click the check box beside the data field that you want. Tip:

9.

If necessary, you can open the object containing the columns that you want to include.

Repeat steps 8 until you have specified all of the data fields that you want to include in the new form.

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Step 10.

Action Change the name of any data field you are including. (optional): 1. 2. 3.

Highlight its current name by clicking it. Click the Name button. From the Name drop-down list, select the naming option.

Tip:

If you click Other: on the drop-down list, you can enter a custom name in the field to the right of the list. Add a prefix to the name from the Prefix drop-down list. (Optional) Click OK.

4. 5. 11.

Click Next. The New Sheet - Breakdown dialog box opens.

12.

If you want to change how the form is broken down on the printed page or screen: 1. 2. 3.

13.

Deselect Automatically determine this setting. Click the appropriate radio button to select the column at which you want to break the page/screen. Select the page break from the Page break drop-down list.

Click Finish.

Adding a New Sheet - Chart

This follows the same procedure as creating a chart for your Analysis collection. For more information, see Adding Charts to your Template on page 223.

Adding a New Sheet Dependency Matrix

Dependency Matrices have their own sheet. To add a dependency matrix sheet: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

3.

Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of items you can add to your file.

4.

Click Dependency Matrix.

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 9-2)

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Step 6.

Action Name the Dependency Matrix by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Dependency Matrix dialog box opens.

8.

Select the Dependency Matrix that you want to place on the sheet, by clicking the appropriate radio button.

9.

Click Next. The New Sheet - Breakdown dialog box opens.

10.

If you want to change how the form is broken down on the printed page or screen: 1. 2. 3.

11.

Adding a New Sheet - Objects from Other Applications

Deselect Automatically determine this setting. Click the appropriate radio button to select the column at which you want to break the page/screen. Select the page break from the Page break drop-down list.

Click Finish.

PHA-Pro integrates with Microsoft® Office, allowing you to embed a variety of drawings, charts, images and multimedia from many of the most popular Microsoft products directly into your study. This integration includes Microsoft Visio® empowering you to use its sophisticated tools. PHA-Pro integrates with any software installed on your computer that supports embedding. Please note that not all software supports embedding, so some programs may not integrate with PHA-Pro. Others may embed more than one kind of object. The list of objects you can embed into PHA-Pro includes, but is not limited to, the following: • • • • • • • • •

Bitmap Image. Microsoft Excel® Chart. Microsoft Excel Worksheet. Microsoft Map. Microsoft PowerPoint® Slide. Microsoft Visio Drawing. Microsoft Word® Document. MS Organization Chart® 2.0. Video Clip.

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Integration allows you to create, view and edit objects directly inside PHA-Pro without having to switch to the other application. The PHA-Pro interface adapts itself to include the tool bar buttons and menu commands you need to work with the chosen type of object. For example, Microsoft Visio stencils, tool bars and menus appear within the PHA-Pro interface to enable a user to edit a linked diagram. When the user finishes editing and switches to a different sheet, the Visio tools are be hidden and the regular PHA-Pro interface reappears. For guidance on using the programs from which you are embedding objects, consult that program’s printed documentation. Adding a New Sheet Microsoft Visio Drawing or Other Object

To add a Microsoft Visio drawing or other object: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

3.

Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

4.

Click Object from another application.

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 11-17)

6.

Name the Object by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Object Type dialog box opens.

8.

Select Create from a file.

9.

Enter the file name and path in the Field name field.

10.

1.

Click Browse.

The 2. 3. 4.

Insert File dialog box opens. Navigate to the folder where the file is. Highlight the file. Click Open.

Click Finish. The new sheet or data page appears in the left pane.

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Note: When you embed an existing object, the object appears on your screen.

Adding a Blank Sheet for use with Another Application in PHA-Pro

To add a blank sheet for use with another application: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

3.

Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

4.

Click Object from another application.

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 11-17)

6.

Name the Object by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Object Type dialog box opens.

8.

Select Create a new object.

9.

Click the object that you want to create from the Object Type list.

10.

Click Finish. The new sheet or data page appears in the left pane.

Note: When you create and embed a new object, the new sheet or data page is blank awaiting the creation of the object. Click anywhere on the sheet or page to instantly integrate with the corresponding software. For more information on using the additional tools that now appear on your screen, consult the documentation provided with the corresponding software.

Adding a New Sheet - Picture (from file)

To add a picture: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

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Step 3.

Action Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

4.

Click New Picture (from file).

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 11-17)

6.

Name the Picture by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Insert Pictures and Load Image dialog boxes opens.

8.

Using the Look In field in the Load Image dialog box navigate to the folder where the picture is located.

9.

Select the picture file.

10.

Click Open. or Double-click the file. The Load Image dialog box closes and the picture is uploaded to the New Sheet - Insert Picture sheet.

11.

Adjust the size of the picture by adjusting the size in the Width or Height fields. Tip:

12.

Adding a New Sheet - Linked Diagram

We strongly suggest that you leave the Keep proportions same as original image check box selected to prevent the picture from becoming distorted when you re-size it.

Click Finish.

Linked diagrams can be useful for working out the functionality of a batch process. To create a linked diagram: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

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Step 3.

Action Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

4.

Click Linked Diagram.

5.

Click Next. The New Sheet - Name dialog box opens. (Figure 11-17)

6.

Name the Diagram by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheet - Linked Diagram Items dialog box opens.

8.

Click the check box beside the item you want. Tip:

9. 10.

If necessary, you can open objects containing study items until you find one of interest.

Repeat step 8 until you have included all the study items you want to display in the linked diagram. Click Finish. PHA-Pro creates a new sheet.

Note: When you create a linked diagram sheet, the study items are listed in the palette and the drawing space is blank. You must create the diagram by dragging and dropping the study items onto the drawing space. For more information, see Entering Data Using Data Mirroring on page 95.

Adding a New Sheet Collection

You may find it helpful to group your sheets into collections. This reduces the number of tabs across the top of the program, and helps you to rationalize your workflow by grouping related worksheets together. To add a new collection: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click a spot to indicate where you want to insert a new sheet.

3.

Click Add on the Sheets bar. Or Right-click and select Add from the drop-down menu. The New Sheet dialog box opens.

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Step

Action

4.

Click Collection.

5.

Click Next. The New Sheets - Name dialog box opens. (Figure 11-17)

6.

Name the Collection by: •

Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field.

•

Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list.

Tip:

7.

You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field.

Click Next. The New Sheets - Contents dialog box opens.

8.

Click each sheet that you want to add to the new collection. (Optional) Tip:

9.

If you select sheets to add to the collection, you add short cuts to the original sheets in your study. To add original sheets and not shortcuts: 1. Without adding any sheets, click Finish. 2. Drag and drop the sheets that you want to add into the collection.

Click Finish. The Collection sheet is added.

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Customizing Sheets You can customize the template’s sheet structure. As well as adding sheets and pages, you can remove or hide sheets, and re-order the sheets in your templates. Tip: To customize the layouts of the sheets and pages, see Chapter 7: Customizing Forms and Worksheets on page 158.

This section discusses the following topics: Accessing the Sheet Properties Dialog Box on page 305. Inserting Copies of Sheets on page 305. Renaming Sheets on page 305. Hiding Sheets or Pages on page 306. Displaying Hidden Sheets or Pages on page 306. Removing Sheets on page 307. Changing the Order of Sheets on page 307. Customizing Tabs and Page Icons on page 308. Keyword Driven Icons on page 309. Accessing the Sheet Properties Dialog Box

The Sheet Properties dialog box allows you to customize the sheet structure in the same manner as Sheets in Project Settings. To access the Sheet Properties dialog box: Step 1.

Action Right-click any cell on the page or the page tab. The right-click pop-up menu appears.

2.

Select Sheet Properties. The Sheet Properties dialog box opens.

Inserting Copies of Sheets

You can create an identical copy of a sheet, or a page of a collection, along with all the data it contains. To insert an identical copy of a sheet: Step 1.

Action Right-click the tab at the top of the sheet. or Right-click the name of the page in the collection. A pop-up menu opens.

2.

Click Insert Copy. The name at the top of the new tab or below the new icon is followed by a number to distinguish it from the original.

Renaming Sheets

You can change the name of any sheet, as well as the name of any page within a collection.

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To rename a sheet: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click the sheet or page that you want to rename.

3.

In the right pane, click the Name tab. The Name tab opens.

4.

Rename the sheet: •

To use a custom name: 1. Click the option called Use the following name. 2. Type the custom name in the available space.

•

To use a default name: 1. Click the option called Use the name of the following hierarchy item. 2. Click the name you want to use.

Tip:

Click Singular, Plural or Abbreviation to further define the name.

Tip:

If you want to add more text to the end of the name you chose, you can add it in the Suffix field.

Tip: The options described above for renaming sheets and pages are also available in the Sheet Properties dialog box. To open this dialog box, right-click any cell in the sheet or Administration page of interest. On the pop-up menu, click Sheet Properties. In the Sheet Properties dialog box, click the Name tab.

Hiding Sheets or Pages

You can easily hide a sheet. To hide a sheet: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click the sheet or page that you want to hide.

3.

In the right pane, click the Name tab. The Name tab opens.

4.

Deselect the Show on screen check box. The sheet is hidden.

Tip: An alternate way to hide a sheet or page is to: 1. Right-click the tab of the sheet, or the icon of the page that you want hidden. A pop-up box opens. 2. Click Hide. The sheet or page is hidden.

Displaying Hidden Sheets or Pages

To display a hidden sheet or page: Note: If you are trying to display a page that is part of a group that is hidden, you must display the entire group.

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Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click the hidden sheet or page that you want to display.

3.

In the right pane, click the Name tab. The Name tab opens.

4.

Select the Show on screen check box. The sheet is displayed.

Tip: An alternative way to display a sheet or page is to: 1. Right-click a tab to the left of where you want the new sheet to appear, or the icon of the page below which you want the page to appear. A pop-up box opens. 2. Click Show. The sheet or page is displayed.

Removing Sheets

You can permanently remove a sheet, or data page from a collection. To remove a sheet: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2. 3.

Click the sheet or page that you want to remove. Click Remove on the Sheets bar. The chosen object disappears from Project Settings.

Tip: You can also use this shortcut to remove a sheet or a page: 1. Right-click the appropriate tab or the icon for the page. A pop-up menu opens. 2. Click Delete. A confirmation dialog box opens. 3. Click Yes.

Changing the Order of Sheets

Dragging and dropping objects in Project Settings allows you to rearrange the order of the tabs that appear on your screen, or the order of the data pages within the sheet. To change the order of a sheet: Step 1.

Action In Project Settings, click Sheets. The Sheets section opens.

2.

Click and hold down the left mouse button on the sheet or page you want to move. This also moves all pages in a collection.

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Step 3.

Action Drag the selected object to a new position in the list. The software shows the new order of your sheets on your screen.

4.

Release the mouse button. The object is moved.

5.

Customizing Tabs and Page Icons

Repeat steps 2 to 4 to continue rearranging your sheets.

You can customize the both the tabs across the top of your template and the icons for the pages of a collection, which are found on the left hand side of the page. This is useful if you have a template with a large number of tabs. To customize a tab: Step 1.

Action Right-click the tab that you want to customize. A drop-down menu appears.

2.

Select Sheet Properties. The Sheet Properties dialog box opens.

3.

Click the Format in the dialog box. The Format Tab opens.

4.

To change the color of the tab: 1. 2. Tip:

5.

2.

Click the Tab Text Color drop-down arrow. The color palette opens. Select the color for the tab. The color palette closes.

To display (or hide) the tab icon: 1. 2. Tip:

7.

Color coding your tabs helps you to identify key sheets in your template.

To change the tab text color: 1.

6.

Click the Tab Color drop-down arrow. The color palette opens. Select the color for the tab. The color palette closes.

Click the Tab Image drop-down arrow. Select the image. Removing the icon from the tab means that the tab takes up less space. This is useful if the template has a large number of tabs.

Click OK. The Sheet Properties dialog box closes and the tab is customized.

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PHA-Pro has six Keyword driven icons. When you enter the keyword in the Keywords field in the naming convention tab, the appropriate icon appears on the corresponding sheet’s tab or page icon: Keyword

Associated Icon

Generalinfo

Team

Sessions

Drawings

Medical

Attendance

Note: The keyword must be entered in the Keywords field of the highest List item in the Hierarchy that used for the sheet, i.e. the first column of the worksheet.

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CHAPTER 12: MANAGING STUDIES, REVISIONS AND BASELINES This chapter describes how to create and manage studies, revisions and baselines using Release Management. This section discusses the following topics: Studies, Revisions, and Baselines on page 311. Using Release Management on page 313. Tracking Changes in A Revision on page 318. Tracking the Revision History of a Study on page 321. Viewing the Checksum on page 323. Checking Your Data on page 324. Using Document Comparison on page 327.

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Studies, Revisions, and Baselines You can break your studies into revisions and baselines. The revisions and baselines allow you to track the changes that you make as you carry out your workplace risk assessments. Definition of Studies

Studies contain the data entered into PHA-Pro. When you create or import a study, you must attach it to a template. The template provides the structure to the study and its data. All studies can have multiple revisions and baselines.

Definition of Revisions

Revisions are the working versions of a study. When you create your study, you give it a revision name. Note: Only the latest revision of a study is editable.

Definition of Baselines

Baselines are read-only snapshots of a study taken at a certain point in time. They allow you to compare major versions of your study. When you create a baseline, the baseline is saved as a new file, with the file name being StudyNameBaselineName.pha.

Study, Revision and Baseline Names

When you create a study, you save it with the following name format: StudyName Note: The study name is not the file name.

PHA-Pro has a few naming conventions that are followed when revisions are created: • • •

All names can only consist of alphabetical characters or numbers. The StudyName can only be changed if you have approved the draft, or initial revision, and have not created a new revision or version of the study and The RevisionName can be anything. You can change the RevisionName of the latest revision only. When the Revision name is created, it is added to the end of the StudyName after an underscore:

StudyName_RevisionName

•

You can also add a Version Number to the revision name.

StudyName_RevisionName.VersionNumber Note: Version numbers must be between 0 and 99.

•

When the Baseline is created, the baseline name is added to the end of the study name after a hyphen:

StudyName-BaselineName Note: When you create and save the baseline, PHA-Pro creates a new file with the StudyName-BaselineName becoming the file name.

Let us look at the following example: AURORA.NORTHLANDS AURORA.NORTHLANDS_A.0

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AURORA.NORTHLANDS_A.1 AURORA.NORTHLANDS-BASELINE_19-03-2008.PHA In the above example, the StudyName is AURORA.NORTHLANDS. When we created the study, we added A as the RevisionName and PHA-Pro automatically adds 0 as the version number. We changed the version number to 1. When we created the baseline, we added baseline name Baseline_19-03-2008, and PHA-Pro saves the baseline as a file called AURORA.NORTHLANDS-BASELINE_19-032008.PHA

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Using Release Management As your team begins to record data in a new document, it is considered to be a draft version until it is approved. Until approval is given by an authorized member of your organization, the status bar at the bottom of your screen displays the word Draft. When you finish the first version of your document, you can approve it. In the status bar, the software displays Revision name.Version number (Approved). Over time, you may need to modify the information in the file. As you edit your data, the status bar indicates that a revision is in progress, such as Revision of Revision name.Version number. You can then approve the revision and number it as a major revision, such as Revision A.0, or a minor revision, such as Revision A.1. This section discusses the following topics: Re-Login Security Feature on page 313. Approving a Draft on page 314. Creating a Revision (Version) on page 314. Modifying a Revision on page 315. Renaming a Study on page 316. Renaming a Revision on page 316. Creating a Baseline on page 317. Re-Login Security Feature

When you set up user access, you have the option of setting additional security features for Release Management. When you apply Access Rights with either the Password Protection or the Windows User/Group option, PHA-Pro, by default, requires that the user must re-enter their password before carrying out one of the following activities: Note: If the role is Password protected, the user must enter the role’s password; if the role is Window User/Group protected, the user must enter his Windows password.

• • • • • •

Approving a Draft. Modifying an Approved Document (Begin Revision). Creating Revisions/Versions. Changing the Study ID. Creating a Baseline. Rolling back Changes.

To turn off this feature, you must de-select the password options when setting access rights. For more information, see Protecting Studies with Access Rights on page 334.

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When you approve a draft, you automatically save the file. You can also discard the Undo and Redo lists so that previous editing changes cannot be cancelled nor repeated. To approve a draft version of your study: Step 1.

Action Go to File>Release Management. The drop-down menu opens.

2.

If you are working with a draft of a file, click Approve This Draft. The Create Initial Revision dialog box appears. Note: Depending on the Access Rights for the study, you may have to re-login: • If access rights are based on Windows Users/Groups, enter your Windows password and click OK. • If access rights are based on a password, enter the access rights password and click OK.

3.

Enter your name in the Approved By text field.

4.

Under Comments, type any other information you want to add to the version history for this study. The software automatically records the current date and time as part of this history, so there is no need to enter these details in this space.

5.

Select the Revision Type by selecting the appropriate radio button: • Revision. • Version. Note: If you select Revision, you can change the revision name from the default of A. If you select Version, the revision name becomes blank and the version number is 1.

6.

To view what changes have been made, click View Changes. The Change Log dialog box opens. For more information, see Reviewing the Change Log for the Current Revision on page 318. PHA-Pro automatically generates the New Version Number based on what you specified for Revision Type.

7.

If you want to clear the change log, select the Clear Change Log check box. (Optional) Note: You must have the necessary access rights to clear the change log. Users may have permission to create a revision, but may not have permission to clear the change log.

8.

Click OK. A dialog box opens, reminding you that the software saves all changes made to your file since you last saved it. For a draft, all editing changes contained in the Undo and Redo features is discarded.

9.

Click Yes. The status bar at the bottom of your screen displays the Revision Name.Version Number. (Approved)

Creating a Revision (Version)

You can create major revisions of a study as well as minor versions of a revision. You can also discard the Undo and Redo lists so that previous editing changes

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cannot be cancelled nor repeated. When you create a new revision or version, the file containing the study is saved. To create a new revision or version of your study: Step 1.

Action Go to File>Release Management. The drop-down menu opens.

2.

If you are working with a draft of a file, click Approve This Draft. The Create Revision/Version dialog box appears. Note: Depending on the Access Rights for the study, you may have to re-login to approve the draft: • If access rights are based on Windows Users/Groups, enter your Windows password and click OK. • If access rights are based on a password, enter the access rights password and click OK.

3.

Enter your name in the Approved By text field.

4.

Under Comments, type any other information you want to add to the version history for this study. The software automatically records the current date and time as part of this history, so there is no need to enter these details in this space.

5.

Select the Revision Type by selecting the appropriate radio button: • Revision. • Version. Note: If you select Revision, you can change the revision name from the current Revision name. If you select Version, the revision name remains the same and the version number is increased by one.

6.

To view what changes have been made, click View Changes. The Change Log dialog box opens. For more information, see Reviewing the Change Log for the Current Revision on page 318. PHA-Pro automatically generates the New Version Number based on what you specified for Revision Type.

7.

If you want to clear the change log, select the Clear Change Log check box. (Optional) Note: You must have the necessary access rights to clear the change log. Users may have permission to create a revision, but may not have permission to clear the change log.

8.

Click OK. A dialog box opens, reminding you that the software saves all changes made to your file since you last saved it. For a draft, all editing changes contained in the Undo and Redo features is discarded.

9.

Click Yes. The status bar at the bottom of your screen displays the Revision Name.Version Number (Approved)

Modifying a Revision

The Modify Revision/Version command changes an approved revision/version to an active revision under undergoing modification.

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To change an approved revision to an active revision: Step 1.

Action Go to File>Release Management. The drop-down menu opens.

2.

Click Modify Revision/Version. On the status bar, Revision Name.Version Number (Approved) changes to Revision of Revision Name.Version Number. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

Renaming a Study

You can only rename a study after the initial draft or revision has been approved, but before a second revision has been made. To rename a study: Step 1.

Action Go to File>Release Management. The drop-down menu opens.

2.

Select Rename Study ID from the drop-down menu. A drop-down menu opens.

3.

Select Study Name from the drop-down menu. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

4.

Enter the new study name in the New Study Name (ID) field

5.

Click OK. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

Renaming a Revision

You can rename a revision. You can only rename a revision after the initial draft or revision has been approved. When you rename the revision, the study name remains the same. To rename a revision: Step 1.

Action Go to File>Release Management. The drop-down menu opens.

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Step 2.

Action Select Rename Study ID from the drop-down menu. A drop-down menu opens.

3.

Select Revision Name from the drop-down menu. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

4.

Enter the new revision name in the New Revision Name field.

5.

Click OK. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

Creating a Baseline

To create a baseline: Step 1.

Action Go to File>Release Management. The drop-down menu opens.

2.

Select Baseline Study from the drop-down menu. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

3.

Enter the baseline name in the Baseline Study Name field.

4.

Click OK. Note: Depending on the Access Rights for the study, you may have to re-login: • If Access Rights are based on Windows Users/Groups, enter your Windows password and click OK. • If Access Rights are based on a Password, enter the Access Rights password and click OK.

5.

Click Yes. Save as dialog box opens.

6.

Save the file: 1. 2. 3.

In the File name field, type a name for your file. Click the Save in drop-down arrow to select where you want to store your file. Click Save.

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Tracking Changes in A Revision The Change Log allows you to track changes made to a revision. It lists all modifications made since your file was last approved. The log describes the action that was performed, as well as the date and time of the change. The change log allows you to verify that all modifications required by management have been made. You can also view it to confirm that no additional, unauthorized changes have occurred. This section discusses the following topics: Reviewing the Change Log for the Current Revision on page 318. Undoing Changes in the Change Log on page 318. Clearing the Change Log on page 319. Saving the Change Log on page 319. Printing the Change Log on page 319. Reviewing the Change Log for the Current Revision

To review the change log: Step 1.

Action Go to File>Release Management. The Release Management drop-down menu opens. or Go to Tools>Track Changes. Track Changes drop-down menu opens.

2.

Click View Change Log. The Change Log window appears.

3.

Review the four columns of information: • • • • • • • • •

4.

Event type – the type of change that was made to your file, such as “Add Document.” Name – the name of the user who made the change. Role– the name of the user who made the change. Date – the date on which the change was made. Time – the time at which the change was made. Worksheet - the worksheet on which the change was made. Field - the data field or column in which the change was made. Initial Value - the data that was in the field before the change was made. New Value - the data that is in the field after the change was made.

When finished, click Close. You can print or save the Change Log before closing, For more information, see Printing the Change Log on page 319 and Saving the Change Log on page 319.

Undoing Changes in the Change Log

You can undo all of the changes or selected changes in the change log. You can also redo all of the changes that have been undo in the change log.

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To undo changes in the change log: Step 

Action To undo: • •

One of the changes listed, select it and then click Undo Selected Change. All of the changes, click Undo All Changes.

The software displays the

beside every action that you undo.

Note: This procedure may require the user to relogin to carry out these changes. Note: You can instantly restore every modification you have undone, by clicking Redo All Changes.

Clearing the Change Log

The change log can be cleared when a new version or revision of the study is created. Users must be assigned the permissions to clear the change log when their user access is being set up. Very few users should be assigned this permission, and strict guidelines on when the change log can be cleared should be created. These guidelines should conform to the applicable regulations and standards To clear the change log, you must ensure that the Clear Change Log check box is selected in the Create Initial Revision or Create Revision/Version dialog boxes when you are creating a new revision or version. For more information, see Approving a Draft on page 314 and Creating a Revision (Version) on page 314. Tip: For your records, we suggest that you either print or save a copy of the Change Log before clearing it.

Saving the Change Log

You can save the change log in one of the following formats: • • • • •

Microsoft Word. Comma-delimited. Tab-delimited. HTML. XML.

To save your change log: Step

Printing the Change Log

Action

1.

In the Change Log window, click Save As.

2.

In the File name field, type a name for your file.

3.

Select the file type from the Save as type drop down list.

4.

Click the Save in drop-down arrow to select where you want to store your file.

5.

Click Save.

You can print or export the change log as you would any PHA-Pro file. Rather than clicking the Print icon on the tool bar, you click the print button in the Change Log window.

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To print the change log: Step 1.

Action In the Change Log window, click the Print button. The Print dialog box opens.

2.

Format and print or export the change log as you would any PHAPro file. For more information, see Chapter 8: Printing and Exporting on page 196.

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Tracking the Revision History of a Study Process Hazard Analysis is a continuous procedure that is conducted throughout the lifetime of your facilities. As a result, your organization will have several versions of your studies due to updates and revalidations that occur over time. The software maintains a record of when each version was approved, who approved it, as well as any additional comments. The Revision Chain window allows you to quickly view the revision history of your study. This section discusses the following topics: Viewing the Revision History of a Study on page 321. Rolling Back a Study to an Earlier Revision on page 321. Saving the Revision History on page 322. Printing the Revision History on page 322. Viewing the Revision History of a Study

To view the revision history of your study: Step 1.

Action Go to File>Release Management. The Release Management drop-down menu opens.

2.

Select View Version Chain. The Revision Chain window appears.

3.

Review the columns of information for each version of your study: • • • • • •

4.

Rolling Back a Study to an Earlier Revision

Revision/Version – the revision/version. Approved By – the name of the person who approved the revision/ version. Role - the role of the person who approved the revision/version. Comments – additional information recorded at the time the revision/ version was approved. Date – the date on which the revision/version was approved. Time – the time at which the revision/version was approved.

When you finish reviewing the Revision Chain, click Close.

You can roll back a study to an earlier revision or version. Note: You cannot undo a roll back.

To roll back a study to an earlier revision: Step

Action

1.

In the Revision Chain window, select the Revision/Version to which you want to roll the study back.

2.

Click Rollback to selected revision/version. The study is rolled back to the version you selected. All later versions and revisions are deleted.

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You can save the revision history in one of the following formats: • • • • •

Microsoft Word. Comma-delimited. Tab-delimited. HTML. XML.

To save the revision history: Step

Printing the Revision History

Action

1.

In the Revision Chain window, click Save As.

2.

In the File name field, type a name for your file.

3.

Select the file type from the Save as type drop down list.

4.

Click the Save in drop-down arrow to select where you want to store your file.

5.

Click Save.

You can print or export the revision history as you would any PHA-Pro file. Rather than clicking the Print icon on the tool bar, you click the print button in the Revision Chain window. To print the revision history: Step 1.

Action In the Revision Chain window, click the Print button. The Print dialog box opens.

2.

Format and print or export the change log as you would any PHAPro file. For more information, see Chapter 8: Printing and Exporting on page 196.

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Viewing the Checksum The Checksum is a 128-bit code security feature that indicates if your document has been modified and then resaved. It consists of a string of 32 numeric and upper case letter characters but no spaces. It provides a secure “fingerprint” for your file. PHA-Pro automatically generates a checksum each time your document is saved. If you are concerned that the contents of your file may have been altered, you can perform the following procedure the next time you open it to display its current checksum. If the checksum matches your records, the integrity of your data is intact. If the codes do not match, the file has been modified and saved without your knowledge. To view the Checksum: Step 1.

Action Go to File>Release Management. The Release Management drop-down menu opens.

2.

Click Show Document Checksum. The Checksum for Document dialog box opens, displaying the current checksum for your file.

3.

To copy this code so you can paste it into another application, click Copy.

4.

Switch to the other application and then paste the checksum.

5.

When you finish viewing and copying/pasting the checksum, click Close.

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Checking Your Data PHA-Pro’s Data Check helps to identify potential problems with the data in your files so you can resolve these issues quickly and efficiently. The data checker informs you of missing information, duplicate entries and invalid dates, and lets you use formulas to test your data. Data Check is fully customizable, allowing you to decide which data elements you want PHA-Pro to examine and which types of issues you want PHA-Pro to report. You can instruct PHA-Pro to check your recommendations to ensure that each and every one is referenced somewhere, or you could check that estimated completion dates fall within an acceptable period of time. It is advisable to perform a Data Check before you print and distribute your workplace risk assessment. A quick examination of the results can help you to fill in missing information and correct data entry errors. Before you can perform a Data Check, you must set up one or more tests within. This involves identifying which elements of your study you want to check, as well as the types of checks you want to perform. When you run the Data Check, it completes only the tests that you have defined for the current file. This section discusses the following topics: Defining New Data Check Tests on page 324. Performing a Data Check on page 326. Defining New Data Check Tests

To define Data Check tests: Step 1.

Action Click the Data Check tab on the menu. The results of all Data Check tests that you defined for the current file are displayed. The message in the top-left corner of the sheet indicates the number of tests that are currently enabled.

2.

Click Add/Remove Tests at the top of the Data Check sheet. The Data Check Settings dialog box opens, listing data elements in your file.

3.

Click the data element you want to test.

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Step 4.

Action Review the list of tests and select the check box beside each one you want to perform. The tests that are available depend upon the type of data you selected in step 3, but the list you are viewing includes some of the following: • •

•

• •

•

•

•

•

Must be at least one item in the list – this test informs you if there is no data in the chosen type of cell/field. Each item must be referenced in at least one place – this test informs you if codes and categories, administrative information, risk systems and recommendations are not used anywhere in your file. Value must be unique within the list – this test informs you if codes and categories and number fields contain duplicate entries. When you select this test for some types of data, additional options appear so you can decide whether or not to ignore the case of text, ignore spaces and line breaks, and ignore punctuation. Value must not be blank – this test informs you if codes and categories, number fields and date fields do not contain data. Value must be less than – this test informs you if number fields contain values greater than a specified upper limit. When you select this test, additional options appear so you can enter the maximum allowable value. This test ignores blank values. Value must be greater than – this test informs you if number fields contain values less than a specified lower limit. When you select this test, additional options appear so you can enter the minimum allowable value. This test ignores blank values. Date must be before – this test informs you if date fields contain entries that are chronologically later than a specified limit. When you select this test, additional options appear so you can indicate the most-recent allowable date, which will be either the Current date (“today”) or a Fixed date that you specify on the pop-up calendar. This test ignores blank values. Date must be after – this test informs you if date fields contain entries that are chronologically earlier than a specified limit. When you select this test, additional options appear so you can indicate the oldest allowable date, which will be either the Current date (“today”) or a Fixed date that you specify on the pop-up calendar. This test ignores blank values. Formula – this test informs you if the chosen type of cell⁄field satisfies the criteria of a formula. When you select this test, additional options appear so you can define the formula you want to use to test your data. Use the Message field to specify text you want the software to display as part of the results of the test. If you want to be alerted to data that matches the conditions of the formula, click TRUE on the drop-down list for the field titled Display message if formula result is. If you instead want to be alerted to data that fails the formula, click FALSE on the drop-down list. You can insert additional formulas into the list of tests by clicking Add Another Formula.

5.

To turn off a test so it is no longer performed, remove its check mark.

6.

Repeat steps 3 to 5 to continue activating and deactivating tests for the data checker.

7.

When you are finished, click OK to return to the Data Check sheet. The results of all new tests that you have defined are displayed.

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To perform a Data Check: Step 1.

Action Display the Data Check sheet by clicking the Data Check tab. The results of all Data Check tests that you defined for the current file are displayed. The message in the top-left corner of the sheet indicates the number of tests that are currently enabled. If you have not yet defined any Data Check tests, you must define them first. For more information, see Defining New Data Check Tests on page 324.

2.

Review the list of issues that PHA-Pro has found in your file. Issues are identified by a

3.

.

To resolve an issue, click it. The software automatically jumps to the section of your file that contains the potential problem and highlights the cell/field of interest. You can now review the cell/field and make the necessary modifications.

4.

Repeat steps 1 to 3 until you finish resolving the issues listed in the Data Check sheet.

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Using Document Comparison The Compare Documents feature allows you to compare a study with an older version. This helps to ensure that your studies are consistent, even if they are completed by two different teams. Comparing Two Different Documents

To compare two different documents: Step 1.

Action Go to Tools>Track Changes. The Track Changes drop-down menu opens.

2.

Select Compare Documents. The Select File to Compare With Current Document dialog box opens.

3.

Choose the file you want to compare with the current study.

4.

Click Open. The Document Differences dialog box opens.

5.

Compare the differences between the two documents as listed in the dialog box.

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CHAPTER 13: PROTECTING YOUR DOCUMENTS PHA-Pro’s document protection features allow you to limit access to your studies and templates. This section discusses the following topics: Types of Document Protection on page 329. Using Read-Only Access on page 330. Using Password Management on page 332. Protecting Studies with Access Rights on page 334.

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Types of Document Protection There are three types of Document Protection: • • •

Read-Only – allows users to view, but not edit, the data contained in a protected file. Password Management – prompts users to enter a password when they try to open a protected file. Access Rights – gives users the ability to perform only the tasks for which they have permission, as defined by their access rights. Tip: The password feature does not encrypt the data in a file. It is intended to be used only as a management tool – not to protect sensitive data. Tip: If a password is forgotten, data loss and project delays may result. You should make a note of any password along with the name of the corresponding file, and keep this information in a safe place that is accessible by at least two authorized team members. Note: Passwords are case-sensitive. When you write down a password, make sure to clearly indicate whether letters are upper-case or lower-case.

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Using Read-Only Access Read-Only Access protects a PHA-Pro file by preventing users from modifying its contents. Users can review data, but they do not have editing permissions. This feature is handy if a file is open during a work session and you want to ensure that other users using the file do not accidentally modify it. Using read-only access can also be useful if you have several files open and you want to make certain that you do not accidentally change the wrong one. Read-only access cannot be saved as part of a file. As a result, you must enable read-only access each time you open the file. This section discusses the following topics: Enabling Read-Only Access on page 330. Removing Read-Only Access on page 330. Enabling Read-Only Access

To enable Read-Only Access: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Read-Only. A dialog box opens, asking you to confirm your decision to disable editing for the file.

3.

Click Yes. If you have edited the file since opening it, another dialog box opens, which asks you if you want to save the changes before the software activates read-only mode.

4.

Click Yes to save your changes, or click No to discard your changes. If you have edited the file since opening it, an additional dialog box opens, asking you whether you want the software to discard the lists of editing changes contained within the Undo and Redo features. Deleting the lists ensures that users cannot cancel and repeat these actions.

5.

Click Yes to erase the Undo and Redo lists, or click No to leave the lists in place.

Note: This change is only temporary. Editing permissions are restored each time you close the file, or remove the read-only access.

Removing Read-Only Access

To remove Read-Only Access: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Read-Only. A dialog box opens, asking you to confirm your decision to enable editing for the file.

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Step 3.

Action Click Yes.

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Using Password Management Password Management limits access to your files through the use of passwords. Users cannot open and modify a file unless they enter a password. You can also apply the password to a template, so that it applies to all studies that use the template. After you assign a password and save the file, the Enter Document Password dialog box opens when users try to open it. The dialog box prompts the user to enter the password. An error message appears if an incorrect password is entered. When you turn on Password Management, two access options are available. They define what happens if users click Cancel in the Enter Document Password dialog box while trying to open the protected file. These options are: • •

The default option denies access without the password, and users cannot open the file. The second option is Allow read-only access if password is not entered. This allows users to open the file, but the file opens in read-only mode.

This section discusses the following topics: Assigning a Password and Selecting Options on page 332. Changing the Password and Options on page 333. Removing Password Management on page 333. Assigning a Password and Selecting Options

To turn on the Password Management feature: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Password Management. The Document Password dialog box appears.

3.

Select the Enable password protection check box. The remaining options in the dialog box are now active.

4.

In the Password field, type the password you want to assign to the file.

5.

Retype the password in the Confirm field. Note: Passwords are case-sensitive. When you record a password, clearly indicate whether letters are upper-case or lower-case.

6.

Select one or more check boxes to turn on password management options to suit your needs: (Optional) •

•

7.

Allow read-only access if password not entered – allows users to open the file in read-only mode if they click Cancel when prompted to enter the password. Retain password for new documents that use this document as a template – automatically assigns the same password to all new documents that you create by using the document as a template.

Click OK.

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Step 8.

Action Save the file. Note: You must save the document before closing it to ensure that Password Management is active.

Changing the Password and Options

For security reasons, you should periodically change the password for a file. You should always change passwords when you have a changeover in staff. To change your passwords and options: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Password Management. The Document Password dialog box appears.

3.

Double-click the password currently displayed in the Password field.

4.

Enter the new password.

5.

Retype the new password in the Confirm field.

6.

Select or deselect the check boxes to turn on password management options to suit your needs: (Optional) •

•

Allow read-only access if password not entered – allows users to open the file in read-only mode if they click Cancel when prompted to enter the password. Retain password for new documents that use this document as a template – automatically assigns the same password to all new documents that you create by using the document as a template.

7.

Click OK.

8.

Save the file. Note: You must save the document before closing it to ensure that Password Management is active.

Removing Password Management

To remove Password Management: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Password Management. The Document Password dialog box appears.

3.

Deselect the Enable password protection check box.

4.

Click OK.

5.

Save the file. Note: You must save the document before closing it to ensure that Password Management is not active.

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Protecting Studies with Access Rights The Access Rights feature provides greater security than the Password Management feature. With Password Management, users who enter the correct password have unlimited freedom to edit its contents. With Access Rights, you can create a different roles profile for each group of users that are working with the file and place restrictions on the tasks that the group’s members can perform. Tip: You can also apply the access rights to a template, so that they apply to all studies that use the template.

Access Rights can use automatic access, passwords, and Windows Authentication for identifying roles. After you turn on Access Rights and save the file, when someone tries to open the file: •

•

If access is granted based on Windows Authentication, i.e. the Windows Users/ Groups authentication method, then users are not prompted to select a role when they open the document. Instead, users are logged in automatically, using the first allowed role, based on the order of roles in the Roles list. If access is granted based on the Password or No Authentication methods, the Document Role dialog box appears only if the Authentication Method selected is Password.

Once you activate Access Rights, only users who have been assigned Modify Access Rights and Roles can open the Access Rights Management dialog box; for all other users, access to the dialog box is blocked. This section discusses the following topics: Types of Authentication Methods on page 335. Defining Role Profiles on page 335. Changing the Order of Roles on page 336. Providing Access Rights at the Field or Column Level on page 337. Selecting Users for Access Rights on page 337. Selecting Users Using the Advance Search on page 338. Adding Users to Roles on page 339. Removing Users From Roles on page 339. Deleting Users From the the User List on page 340. Opening Protected Studies on page 340. Switching Roles on page 340. Editing Roles on page 341. Deleting Roles on page 342. Removing Access Rights on page 342.

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PHA-Pro has three different authentication methods for Access Rights: • • •

Defining Role Profiles

Password. Members of a role are given a password to access the study or template. Windows Users/Groups. Specific Windows users and/or groups are selected from your company’s Windows directory. No Authentication. Users do not have to log in, but their access can be limited to specific areas of the study or template.

The Access Rights feature allows you to protect a PHA-Pro study by controlling the types of tasks that each user or group of users can perform. Activate this feature by setting up one or more roles, which are sets of permissions that provide different degrees of access to different users. Each role has its own Authentication Method. Note: The first role you set up must have administrator rights, the Modify Access Rights and Profiles permission. After you have created the administrator role, you can add other roles.

To turn on Access Rights by defining new roles: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Access Rights. The Access Rights Management dialog box opens. Note: You must have the proper permission to open the Access Rights Management dialog box.

3.

Click Add. The New Roles dialog box opens.

4.

In the Name field, enter the name for the group of users that have the same access permissions, such as “FMEA Team”, or an individual name. Note: For individuals, the log in name should be exactly the same as the name used to approve drafts or revisions, revise documents or roll back changes.

5.

Select the Authentication Method from the drop-down list: • • •

Password. Window users/groups. No authentication.

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Step 6.

Action If a password is required: 1. 2.

In the Password field, type the password required to open the file. Retype the password in the Confirm field.

Tip:

A password can contain any combination of letters and numerals. We recommend that passwords are between 5 and 10 characters long.

Tip:

Passwords are case-sensitive. When you write down a password, make sure to clearly indicate whether letters are upper-case or lower-case. If you want to allow the users to change the password, select the User may change password check box.

3. 7.

To allow users to access and approve the study offline if you have selected Windows users/groups as your authentication method, select the Allow Offline Approval check box.

8.

In the Comments field, you can type additional details about the role, such as a brief explanation of who should use this role and for what purpose. Tip:

9.

Users are able to read these comments when they open the file and see the Document Roles dialog box.

Click OK. The New Role dialog box closes.

10.

In the Access Rights Management dialog box, select one or more check boxes under Access Rights to grant permissions for the new roles. Note: The access right titled Modify Access Rights and Roles allows users to manage the various levels of access that are created within the study. The first role created must have this administrator permission. If you attempt to close the Access Rights Management dialog box without first turning on this permission for at least one role, an error message appears.

11.

Repeat steps 3 to 10 for each new role that you want to define.

12.

You can select and add users or groups to your roles.

13.

In the Access Rights Management dialog box, click OK.

14.

Save your file before closing it. The Access Rights feature is active.

Changing the Order of Roles

You can rearrange roles within the Access Rights Management dialog box. This is important since, if you use Windows users/groups for your access rights, roles are logged in automatically, based on order in the Roles list. To change the order of roles within the Access Rights Management dialog box: Step

Action

1.

Select the role you want to reposition.

2.

Click Move Up or Move Down until the role is in the proper position.

3.

Repeat steps 1 and 2 until all roles are in the correct order.

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Step 4.

Providing Access Rights at the Field or Column Level

Action Click OK.

You can use Access Rights to provide protection at the field or column level. This allows you to prevent roles from making changes to specific columns or fields on your worksheets. To provide Access Rights at the column level: Step 1.

Action In the Access Rights Management dialog box, go to the Access Rights field. The Access Rights field displays the Hierarchy structure. For more information, see The Hierarchy on page 259.

2.

Find the field(s) that you want to limit access to.

3.

Select or deselect the fields that you want add or remove access to.

4.

In the Access Rights Management dialog box, click OK.

5.

Save your file before closing it. The Access Rights feature is active.

Selecting Users for Access Rights

If you have created roles that use the Windows Users/Groups authentication method, you select the users and user groups from your company’s Windows directory. To create a list of users/groups from your Windows directory: Step

Action

1.

On the Access Rights Management dialog box, click the Users/ Groups tab.

2.

Click Add. The Select Users or Groups dialog box opens.

3.

Select the type of objects you want to search: 1. 2.

3. 4.

Click Object Types. Select or de-select the following check boxes: • Groups. • Users. Click OK.

Select the location where the directory is located: 1. 2. 3.

Click Locations. Highlight the appropriate location. For example, you could select the Entire Directory. Click OK.

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Step 5.

Action Select your group or user: 1. 2. 3. 4. 5.

6.

Selecting Users Using the Advance Search

Enter the name or the first letters of the user or group. Click Check Names. Highlight the name(s) that you want to add. Click OK. Click OK.

Repeat steps 2 to 5 until all the users/groups have been added.

You can also use the advanced search feature to select users from your Windows directory. The advanced search allows you to search and select computers and built-in security principals in addition to names and groups. Note: On the Advanced search page, the table on the bottom of the page lists the Name field as Name (RDN). An RDN, or relative distinguished name, is a single component within a distinguished name; a distinguished name (often referred to as a "DN") is a string that uniquely identifies an entry in the Directory Server.

To select users from your Windows directory using the Advanced tab: Step

Action

1.

On the Access Rights Management dialog box, click the Users/ Groups tab.

2.

Click Add. The Select Users or Groups dialog box opens.

3.

Click Advanced. The Select Users, Computers or Groups dialog box opens.

4.

Select the type of objects you want to search: 1. 2.

3. 5.

Click Object Types. Select or de-select the following check boxes: • Built-in security principals. • Computers. • Groups. • Users. Click OK.

Select the location where the directory is located: 1. 2. 3.

Click Locations. Highlight the appropriate location. For example, you could select the Entire Directory. Click OK.

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Step 6.

Action Add or remove any columns you want displayed in your search results: (Optional) 1. 2. 3. 4. 5. 6. 7. 8.

7.

For the Name drop-down list, select one of the following: • •

8.

Click Columns. Highlight any column you want to display in the left text box. Click Add. Repeat steps 6.2 and 6.3 for every column you want to display. Highlight any column you want to hide in the right text box. Click Remove. Repeat steps 6.5 and 6.6 for every column you want to display. Click OK.

Starts with. (Recommended) Is exactly.

For the Description drop-down list, select one of the following: (Optional) • Starts with. (Recommended) • Is exactly. Tip: The Description field may not be filled out for all persons found in the Windows directory. Check your directory before using this field.

9.

Select your group or user: 1. 2. 3. 4. 5.

10.

Adding Users to Roles

Enter the name or the first letters of the user or group in the Name or Description field. Click Find Now. Highlight the name(s) that you want to add. Click OK. Click OK.

Repeat steps 2 to 9 until all the users/groups have been added.

Once you have created your list of users, you add them to various roles that use the Windows users/groups authentication method. Tip: Users may have access to more than one role.

To add users to roles Step

Removing Users From Roles

Action

1.

In the Access Rights Management dialog box, click the Users/ Groups tab.

2.

Highlight the role.

3.

Select the check box(es) of the individual user(s) or group(s) that you want to add to the role.

4.

Repeat steps 2 and 3 for each role that you want to add users to.

5.

Click OK.

You can remove users from individual roles without removing them from the User list.

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To remove users from roles: Step

Deleting Users From the the User List

Action

1.

In the Access Rights Management dialog box, click the Users/ Groups tab.

2.

Highlight the role.

3.

Deselect the check box(es) of the individual user(s) or group(s) that you want to remove from the role.

4.

Repeat steps 2 and 3 for each role that you want to remove users from.

5.

Click OK.

You can remove users from the User list. To remove users from the User list: Step

Opening Protected Studies

Action

1.

In the Access Rights Management dialog box, click the Users/ Groups tab.

2.

Highlight the User.

3.

Click Remove.

4.

Repeat steps 2 and 3 for each user that you want to delete from the User list.

5.

Click OK.

Whenever you open a study that is protected by Access Rights and requires a password, the Document Roles Log In dialog box opens. Note: If you use Windows user/groups, PHA-Pro automatically logs the user in, using Windows Authentication. If No Authentication has been selected, then the user opens the file normally.

To open a study that is protected by Access Rights and requires a password: Step

Action

1.

From the Role drop-down list, select your role.

2.

In the Password field, type the password that gives you access to the study. Tip:

3.

Remember that passwords are case-sensitive.

Click OK. The study opens on your screen.

Switching Roles

If you are working with a study that is protected by Access Rights and you have the ability to work with more than one role, you can switch roles.

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To switch roles: Step 1.

Action Save the file. Note: Always save your file before changing roles. This is especially important if you are switching to read-only. You will not be able to save any changes made to your files prior to switching to readonly, if you are in the read-only mode.

2. 3.

Go to Tools>Protection. Select Role from the pop-up menu. The Document Roles dialog box opens, allowing you to change your role. For more information, see Opening Protected Studies on page 340.

4.

From the Role drop-down list, select your role.

5.

If required, enter the password that gives you access to the study in the Password field. Tip:

6.

Remember that passwords are case-sensitive.

Click OK. The study opens on your screen.

Editing Roles

You can modify the authentication method and permissions for a role. To edit a role: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Access Rights. The Access Rights Management dialog box opens, displaying all roles you have defined. Note: You must have the proper permission to open the Access Rights Management dialog box.

3.

Select the role you want to edit.

4.

Click Edit. Or Double-click the option of interest. The Edit Role dialog box opens.

5.

Change any of the information displayed in the Name, Authentication Method, Password and Comment fields as required.

6.

Click OK. The Edit Role dialog box closes.

7.

In the Access Rights Management dialog box, select and deselect check boxes under Access Rights to change the permissions for the roles.

8.

Repeat steps 3 to 7 for each role you want to edit.

9.

Click OK.

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To remove a role: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Access Rights. The Access Rights Management dialog box opens. Note: You must have the proper permission to open the Access Rights Management dialog box.

3.

Click the role you want to delete.

4.

Click Remove.

5.

Repeat steps 3 and 4 for each role that you want to remove.

6.

Click OK.

7.

Save your file before closing it. The roles are permanently deleted.

Removing Access Rights

To remove Access Rights: Step 1.

Action Go to Tools>Protection. The Protection drop-down menu opens.

2.

Click Access Rights. The Access Rights Management dialog box opens. Note: You must have the proper permission to open the Access Rights Management dialog box.

3.

Select every role in the dialog box: 1. 2.

Hold down the Ctrl key on your keyboard. Click each role one at a time.

Or 1. 2.

Click the first role. Shift+Click the last role.

4.

Once all of the roles are highlighted, click Remove.

5.

Click OK. A dialog box opens asking you if you want to disable the Access Rights for this document.

6.

Click Yes. The Enter Role’s Password dialog box opens.

7.

Enter password and click OK. Access Rights are no longer active for the session.

8.

Save your file. All roles are permanently deleted. Access Rights is no longer active.

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CHAPTER 14: ADVANCED EXPORTING FEATURES PHA-Pro offers two advanced exporting features which require some programming knowledge - batch file export and XML export/import features. In this appendix you will learn how to create the necessary scripts to carry out the functions. This section discusses the following topics: Exporting Data Using Batch Files on page 344. Using the XML Import/Export Function on page 348. Exporting/Importing XML Data Using Batch Files on page 362.

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Exporting Data Using Batch Files PHA-Pro allows you to create a batch file to export data from your files. This requires that you create both a text file that contains the script and a batch file to run the script. You can export your data in multiple formats at the same time as well as from multiple studies. You can also use this feature to export and import XML files as well. For more information, see Exporting/Importing XML Data Using Batch Files on page 362. This section discusses the following topics: Writing a Batchscript File on page 344. Sample Batchscript File on page 345. Writing the Batch File on page 345. Sample Batch File Script on page 346. Exporting the Data on page 346. Correcting Errors on page 346. Writing a Batchscript File

You write your script for the batchscript file and then save the script as a text file. To write a batchscript file: Step

Action

1.

Open the program that you use to write your script.

2.

Create the path to the file that you want to extract the data from. The command for the line is Open path= followed by the file name including the file path information in quotations. An example would be:

Open path="C:\Program Files\PHA-Pro 7\Sample Studies\Sample HAZOP.pha" As you can see in the above example, it has the required parameter "path". It could also have the optional parameters "username" and "password" if the document has user access. Note: You can only have one document open at a time. If you use the command a second time in the batchscript file, it closes the previous document first.

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Step 3.

Action Create the export information. Note: Each set of export information is on its own line. Each line includes the following parameters: • • •

• •

A

Export path = This command provides the script with the name and type of the file including the file path. sheet = This command informs the script which sheet of data is to be exported. format = This command informs the script of the format the exported data takes. Export formats can include word, comma-delimited and tab-delimited. headings = This command informs the script if you want to include the headings for the information. layout = This optional command is useful when you are exporting data in a format that can be used in different ways. For example tab and comma-delimited formats can be used in either databases or spreadsheets. sample line of script would be:

Export path="C:\batchtest\process_comma1.txt" sheet="Nodes" format="comma" headings="true"

Sample Batchscript File

4.

Repeat step 3 for each export command for that file.

5.

Repeat steps 2 to 4 for each file from which you want to export data.

6.

Once you have completed the batchscript file, save as a text (*.txt) file.

A sample batchscript is: Export path="C:\batchtest\process_comma3.txt" sheet="Nodes" format="comma" headings="true" layout="spreadsheet" A batch export file could look like the following: Open path="C:\Program Files\PHA-Pro 7\Sample Studies\Sample HAZOP.pha" Export path="C:\batchtest\process_comma1.txt" sheet="Nodes" format="comma" headings="true" Export path="C:\batchtest\process_comma2.txt" sheet="Nodes" format="comma" headings="false" Export path="C:\batchtest\process_comma3.txt" sheet="Nodes" format="comma" headings="true" layout="spreadsheet" Export path="C:\batchtest\process_comma4.txt" sheet="Nodes" format="comma" headings="false" layout="database" Export path="C:\batchtest\process_tab1.txt" sheet="Nodes" format="tab" headings="true" Export path="C:\batchtest\process_tab2.txt" sheet="Nodes" format="tab" headings="false" Export path="C:\batchtest\process_tab3.txt" sheet="Nodes" format="tab" headings="true" layout="spreadsheet" Export path="C:\batchtest\process_tab4.txt" sheet="Nodes" format="tab" headings="false" layout="database" Export path="C:\batchtest\deviations.doc" sheet="Deviations" format="word" Open path="C:\Program Files\PHA-Pro 7\Sample Studies\LOPA Sample.pha" Export path="C:\batchtest\LOPA.doc" sheet="LOPA" format="word"

The above script exports data from two separate files into multiple files with different formats for the data. Writing the Batch File

To run the script, you need to create a batch file.

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To create a batch file: Step

Action

1.

Open the program that you use to write your script.

2.

Go to the folder where the program is located.

3.

Run the software executable.

4.

Enter the name, along with the complete file path, of the batchscript file.

5.

Enter the name and location of the errors file. Tip:

6.

Sample Batch File Script

This file is important in helping you to trouble shoot any errors. By creating the name and location of the file, you make it easier to find and correct any errors.

Once you have completed the file, save as a batch (*.bat) file.

The batch file should resemble the following: cd "C:\Program Files\PHA-Pro 7\" phapro.exe --batch "C:\batchtest\batchscript.txt" "C:\batchtest\errors.txt"

Exporting the Data

To export the data: Step

Action

1.

Create your batch and text files and save them to you computer.

2.

On your Windows Bar, click Start. The menu opens

3.

Select the Run command. The Run dialog box opens.

4.

Using the Open field, navigate to the folder containing the batch file.

5.

Highlight the batch file.

6.

Click Open. The batch file is listed in the Open field.

7.

Click OK. The script is run, and the files with the exported data are created in the target folder.

Correcting Errors

If you run the batch file and the files are not exported, you have to find and correct the errors. All errors in the batchscript file are listed in the errors.txt file. If the errors file is empty, the error is in the batch file. To correct errors: Step

Action

1.

Using Windows Explorer go to the folder where errors.txt is found.

2.

Open the errors.txt file.

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Step 3.

Action If the file is: • •

Empty - open the batch file. Lists the error messages - open the batchscript file.

4.

Make the corrections to the appropriate file.

5.

Save the file.

6.

Re-run the batch file.

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Using the XML Import/Export Function Currently many companies and industries benefit from using XML primarily for exchanging data between back-end servers. However, XML has many other uses and benefits, which include: • • •

XML-enabled forms allow engineers to capture data in the field accurately and efficiently. XML documents facilitate workflow solutions and integration with the automation of business processes. XML data can be easily republished and disseminated via Web services to target most devices and formats.

The PHA-Pro’s XML data import/export feature also allows you to: • • •

Consolidate several studies into a large master file in PHA-Pro without having to copy and paste, minimizing lost information. Retrieve data directly into PHA-Pro, avoiding cut and paste from other electronic sources or typing from printed reports. Combine data from multiple applications.

This section discusses the following topics: Creating a Profile on page 349. Creating a Profile Using the Auto Command on page 349. Duplicating a Profile on page 350. Editing a Profile on page 351. Deleting a Profile on page 351. Adding Elements on page 351. Adding Groups of Elements on page 352. Adding Unmatched Elements on page 353. Editing Elements on page 354. Deleting Elements on page 354. Adding Attributes on page 354. Adding Unmatched Attributes on page 355. Editing Attributes on page 356. Deleting Attributes on page 356. Filtering Your XML Export Data on page 356. Exporting Data to an XML File on page 358. Preparing to Import an XML File on page 359. Importing an XML File on page 360. Viewing Auxiliary Data on page 360. Importing Data from Unmatched Elements Process on page 361.

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Before you can import or export your data using XML, you must create a profile for that operation. When creating your XML profiles, you must remember that XML is case sensitive. The profile that is used to import the information has to match the profile that was used to export the information. Tip: When creating your XML import/export profiles, you should create and save them in your corporate template. This ensures that the correct profile is in all of your studies.

To create a profile: Step 1.

Action In Project Settings, click Hierarchy. The Hierarchy section opens.

2.

On the left hand side, click Study.

3.

On the right hand side, click the Import/Export tab. The Import/Export page opens.

4.

Click the

beside the Profile drop-down field.

The Profile Properties dialog box opens. 5.

Enter a name for the profile in the Profile Name field.

6.

Select XML from the File Format drop-down menu.

7.

Indicate if this profile is for importing or exporting (or both) by selecting the appropriate check boxes.

8.

Click the Prolog tab.

9.

Enter the doctype in the Text to output at beginning of file (XML version, doctype, etc.): field. (Optional) Note: The default entry is:

Note: The doctype entry must match the doctype found at the beginning of the xml script of the files to be imported. Note: An XML document with no DOCTYPE declaration is not valid, but it can still be a legal XML document as long as it is well-formed. "Valid" is a technical term referring to the presence of and conformance to a DOCTYPE declaration 10.

Click OK. The new profile is created and the dialog box closes.

11.

Add the necessary elements or nodes. For more information, see Adding Elements on page 351, Adding Groups of Elements on page 352 and Adding Attributes on page 354.

Creating a Profile Using the Auto Command

If you want to export the entire file, or a large section of the file, creating the profile and adding each element individually can be time consuming. PHA-Pro has the ability to convert the entire hierarchy (except Markers) into an XML profile in one step.

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To create an XML profile using the Auto command: Step 1.

Action Click Hierarchy in Project Settings. The Hierarchy section opens.

2.

On the left hand side, click Study.

3.

On the right hand side, click the Import/Export tab. The Import/Export page opens.

4.

Click the

beside the Profile drop-down field.

The Profile Properties dialog box opens. 5.

Enter a name for the profile in the Profile Name field.

6.

Select XML from the File Format drop-down menu.

7.

Indicate if this profile is for importing or exporting (or both) by selecting the appropriate check boxes.

8.

Click the Prolog tab.

9.

Enter the doctype in the Text to output at beginning of file (XML version, doctype, etc.): field. (Optional) Note: The default entry is:

Note: An XML document with no DOCTYPE declaration is not valid, but it can still be a legal XML document as long as it is well-formed. "Valid" is a technical term referring to the presence of and conformance to a DOCTYPE declaration 10.

Click OK. The new profile is created and the dialog box closes.

11.

Click Auto. The entire hierarchical structure is recreated as a nested XML profile.

12.

Delete any unwanted elements. (Optional) For more information, see Deleting Elements on page 354.

13.

Edit any elements. (Optional) For example, you may not want to import certain data into your study. You would uncheck the Import box for the elements containing that data. For more information, see Editing Elements on page 354.

Duplicating a Profile

PHA-Pro allows you to duplicate your profiles. This allows you to create variations of your longer and more complicated profiles quickly and efficiently. To duplicate a profile: Step 1. 2.

Action Select the profile from the Profile drop-down list. Click the Duplicate Profile icon -

.

A “2” is added at the end of the profile name in the Profile field.

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Step 3.

Action Edit the profile. For more information, see Editing a Profile on page 351.

4.

Edit or delete any elements. For more information, see Editing Elements on page 354 and Deleting Elements on page 354.

Editing a Profile

To edit a profile: Step 1. 2.

Action Select the profile from the Profile drop-down list. Click

.

The Profile Properties dialog box opens. 3.

Edit the profile.

4.

Click OK. The dialog box is closed and the element is edited.

Deleting a Profile

To delete a profile: Step 1. 2.

Action Select the profile from the Profile drop-down list. Click

.

The profile is removed.

Adding Elements

Once you have created your profile, you add the XML elements. These elements define the information that are to be exported or imported. To add XML elements: Step

Action

1.

From the Profile drop-down list, select the profile to which you want to add the element.

2.

Click Root Element in the XML Elements field.

3.

Click the Add button next to the XML Element field. The New Element dialog box opens.

4.

Select Element from the Type drop-down list.

5.

Enter the name of the element in the Element Name field. Note: You cannot have any blank spaces in the Element name.

6.

Click the Select button next to the Repeat for each field.

7.

Select the column for which you want the information to be repeated.

8.

Click Select for Content.

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Step 9.

Action Select the data that you want to be used as content.

10.

If you want to filter your export data, click Conditional Export and set the conditions. For more information, see Filtering Your XML Export Data on page 356.

11.

Click the Import tab.

12.

Select or de-select the following check boxes, as required: • •

13.

Add . Update .

Click OK. The XML element is added.

Figure 14-1: In this example, recommendations, responsibility and status are three separate elements. The results of using this profile to export information can be seen in Figure 14-3.

Adding Groups of Elements

PHA-Pro allows you to group your information together. To add grouped XML elements: Step

Action

1.

From the Profile drop-down list, select the Profile to which you want to add the grouped elements.

2.

Click Root Element in the XML Elements field.

3.

Click the Add button next to the XML Element field. The New Element dialog box opens.

4.

Select Group of Elements from the Type drop-down list.

5.

Click the Select button next to the Repeat for each field.

6.

Select the sheet or column for which you want the information to be repeated.

7.

Add the XML elements that you want to add.

8.

To add more nodes to your XML tree repeat steps 2 to 7.

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Figure 14-2: In this example, responsibility and status are nested within recommendations. The results of using this profile to export information can be seen in Figure 14-4.

Adding Unmatched Elements

PHA-Pro allows you to import data that does not correspond to fields in your existing data base. It retains the data outside of the study’s database. You can view this information using the Auxiliary Data feature. For more information, see Viewing Auxiliary Data on page 360. You can also import this data at a later date. For more information, see Importing Data from Unmatched Elements Process on page 361. To add unmatched elements of data to your profile: Step

Action

1.

From the Profile drop-down list, select the Profile to which you want to add the nested element(s).

2.

Click Root Element in the XML Elements field.

3.

Click the Add button next to the XML Element field. The New Element dialog box opens.

4.

Select Unmatched element from the Type drop-down list.

5.

Under Content, click the Select button. The Edit Text Reference dialog box opens.

6.

Select the field that you want to reference on the tree.

7.

From the Text drop-down list, select the type text that you want entered, or enter the appropriate text in the field.

8.

Click OK.

9.

If the Export check box is selected, click the Default Data for Export button. The Default Value dialog box opens.

10.

In the text box, enter a valid list of xml elements.

11.

When you are complete, click OK.

12.

Click OK.

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The ability to edit individual elements in your XML profile is especially important when using the Auto command. For example, you can turn off the import function of some elements allowing you to retain the original information. This would allow you to retain, for example, the current codes and categories or markers in one study, while allowing you to use the data from another. To edit an element: Step

Action

1.

Select the element you want to edit.

2.

Click Edit. The properties dialog box opens

3.

Edit the element.

4.

Click OK. The dialog box is closed and the element is edited.

Deleting Elements

The ability to delete individual elements in your XML profile is especially useful when using the Auto or Duplicate Profile commands. For example, you can copy a hierarchy and remove the few elements that you do not need, saving you time in creating the profile as well as retaining the nesting. To delete elements from a profile: Step

Action

1.

Select the element you want to delete.

2.

Click Remove. The element is deleted.

Adding Attributes

XML elements can have attributes in the start tag, just like HTML. Attributes are used to provide additional information about elements. They are used to provide information that is not a part of the data. For example, you can create attributes that are IDs for records. These IDs can help identify information if it is being imported back into the document after being modified. To add an attribute: Step

Action

1.

From the Profile drop-down list, select the profile to which you want to add the attribute.

2.

Click the element that you want to add the attribute to in the XML Elements field.

3.

Click the Add button next to the XML Element field. The New Element dialog box opens.

4.

Select Attributes from the Type drop-down list.

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Step 5.

Action Enter the attribute name in the Name field. This name will appear in the element tag.

6.

Complete the Content section: •

If you want the same attribute content for all records: 1. Select the Fixed Text radio button. 2. Enter the attribute content in the Content text field.

•

If you want different attribute content for each record: 1. Select the Study Data radio button. 2. Click the Select button. 3. Select the field that you want to reference on the tree. 4. From the Text drop-down list, select the type text that you want entered, or enter the appropriate text in the field. 5. If appropriate, complete the fields that appear by selecting the appropriate information from the drop-down list, and completing any text field.

Tip:

If you selected ID from the Text drop down list: 1. From the ID Name drop-down list, select the appropriate name. 2. From the Type drop-down list, select one of the following: • Sequential - adds a number in sequence. 1,2,3... • Random 128 bit - adds a random 128 bit code. • External - the attribute content is empty, and you add them to the xml document.

Tip:

If you are combining documents into one master document, we suggest that you use the Random 128 bit option.

7.

Click the Import tab.

8.

Select or de-select the following check boxes, as required: • Use to identify existing . • Add to existing . Tip: If you are going to be re-importing a modified XML document back into the study, both boxes must be checked.

9.

Click OK. The dialog box closes and the attribute is added.

Adding Unmatched Attributes

You can also add unmatched attributes in the same manner. To add unmatched elements of data to your profile: Step

Action

1.

From the Profile drop-down list, select the Profile to which you want to add the nested element(s).

2.

Click Root Element in the XML Elements field.

3.

Click the Add button next to the XML Element field. The New Element dialog box opens.

4.

Select Unmatched element from the Type drop-down list.

5.

Under Content, click the Select button.

6.

Select the field that you want to reference on the tree.

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Step

Action

7.

From the Text drop-down list, select the type text that you want entered, or enter the appropriate text in the field.

8.

Click OK.

9.

If the Export check box is selected, click the Default Data for Export button. The Default Value dialog box opens.

Editing Attributes

10.

In the text box, enter a valid list of xml attributes.

11.

When you are complete, click OK.

12.

Click OK.

To edit an attribute: Step

Action

1.

Select the attribute you want to edit.

2.

Click Edit. The properties dialog box opens

3.

Edit the attribute.

4.

Click OK. The dialog box is closed and the attribute is edited.

Deleting Attributes

To remove an attribute from an element: Step

Action

1.

Select the attribute you want to delete.

2.

Click Remove. The attribute is deleted.

Filtering Your XML Export Data

You can filter your xml export data by adding a formula that sets conditions on the data in an element. For example, you can create a filter that allows you to export only recommendations whose dollar value is over $5000 or those recommendations whose actual value exceeds the estimated value. You can also filter data by adding a formula that references markers in the data field. For example, if you are revalidating a study, you could export only the data that has not been revalidated by referencing the validation marker. Another use of referencing makers would be to flag information that you want to import into your libraries. You first export the flagged data, and then import the data into your library.

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To set the filter conditions: Step 1.

Action Click the Conditional Export button on the General tab. The Export Condition dialog box opens.

2.

Select the Evaluation Context from the drop-down list.

3.

Set the conditions for the export by defining the formula in the workspace: Selecting the Reference: 1.

Click

2. 3.

select a data element from your file. Select the data element. Click OK.

Tip:

to open the Insert Reference dialog box, which lets you

If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK

Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Function: 1.

Click

2. 3.

of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK.

to open a pop-up menu containing the following categories

Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 4.

From the Export if formula result is drop-down list, select the appropriate answer: • •

5.

True. False.

Click OK. The Export Condition dialog box closes.

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Tip: The formula for selecting data elements that are marked with a marker is:

IF COUNT( Marker ) > 0 THEN TRUE ELSE FALSE ENDIF. • • • •

The first section of the formula, IF COUNT( Marker ) > 0, checks to see if the marker is present in the data field. The next section, THEN TRUE, sets the logical condition if the conditions are met. The third section, ELSE FALSE, sets the logical condition if the conditions are not met, i.e. the marker is not present. The last section, ENDIF, closes the formula.

Tip: From the Export if formula result is drop-down list, select: • True - if you want to export the marked data. • False - if you want to export the unmarked data.

Exporting Data to an XML File

To export data to an XML file: Step 1.

Action Go to Data>Export. The Export drop-down menu, listing all the export profiles, appears.

2.

Select the profile you want to use. The Export to File dialog box opens.

3.

Click the Save in drop-down arrow to select where you want to store your file. This location can be on your computer or company network.

4.

In the File name field, type the new name for your file. (Optional) The Save as type field adds the .xml extension.

5.

Click Save.

Figure 14-3: This XML export is based on the profile shown in Figure 14-1. The recommendations, responsibility and status columns are exported without nesting the information.

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Figure 14-4: This XML export is based on the profile shown in Figure 14-2. The recommendations, responsibility and status columns are exported using nested information.

Preparing to Import an XML File

The import feature allows you to transfer data in XML from other spreadsheets, such as MS Excel, or databases into PHA-Pro. Before using the import function, you must review the file and either create a new profile, or make any necessary edits in an existing profile so that the structure in the file and in the profile match. Tip: When you create a profile in PHA-Pro, the software automatically names the root element, . You must change the name to the name of the root element in the import file. For more information, see Editing Elements on page 354.

To prepare to import an XML file: Step 1.

Action Open your XML file to get a list of all the fields in the file. Tip:

2.

3.

If there is a DTD for the file, use the DTD to obtain the element names instead of the file. All the necessary information is there in a condensed form.

Ensure that all the required fields are in your hierarchy. Tip:

Add the fields to your hierarchy if necessary. For more information, see Adding Items to the Hierarchy on page 262.

Tip:

Remember that XML is case sensitive. The field names have to be exactly the same as the XML element names.

If you are using an existing profile, ensure that all the required fields are in the profile and are properly nested. For more information, see Adding Elements on page 351, Adding Groups of Elements on page 352, Editing Elements on page 354 and Deleting Elements on page 354. Or If you are creating a new profile, ensure that you have added all the fields to the profile and that they are all properly nested. For more information, see Creating a Profile on page 349.

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Step

Action

4.

Once you have the same structure in both the file and the profile, click Prolog in the Profile Properties dialog box.

5.

Compare the Prolog in the Profile Properties dialog box with the Prolog in the XML file.

6.

If the prologs do not match, copy and paste the prolog from the Profile Properties dialog box over the prolog in the XML file. The profile is now ready to import the data from the XML file.

Importing an XML File

Once the structure, and the elements in the profile and in the file match each other, the file is ready to be imported. To import an XML file into your workplace risk assessment study Note: In order to import an XML file into your study, the profile structure must match the XML structure in the file. For more information, see Preparing to Import an XML File on page 359. Step 1.

Action Go to Data>Import. Import drop-down menu opens.

2.

Select the profile that you are using to import the file. The Import from File dialog box opens.

3.

Navigate to the folder where the file you want to import is stored.

4.

Select the file you want to upload. Tip:

5.

If you want to upload multiple files that use the same xml profile, you can ctrl+click all of the files. These files must use the same xml profile or the upload operation will fail.

Click Open. The Upload is completed and the fields are populated. The dialog box closes.

Viewing Auxiliary Data

If you import unmatched elements or attributes, or if you want to view existing attributes, as for example, ID numbers, you use the auxiliary data view. To view auxiliary data: Step

Action

1.

Open the profile whose auxiliary data you want to view.

2.

Click auxiliary data. The auxiliary data view opens.

3.

Select the information that you want to view by selecting the appropriate radio button: • •

4.

Show only items with ID or XML data. Show all study items.

Highlight the attribute or data that you want to view. The data is shown in the Data: field at the bottom of the page.

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Importing Data from Unmatched Elements Process

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Importing data from unmatched elements is a five-step process. To import data from unmatched elements: Step 1.

Action Add the appropriate field(s) to your hierarchy. For more information, see Adding Items to the Hierarchy on page 262.

2.

Export the data.

3.

Modify the XML Profile.

4.

Ensure that the file and the Profile match.

5.

Re-import the file.

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Exporting/Importing XML Data Using Batch Files You can also create a batch file for your XML export and import profiles. This allows you to export your XML data to, or to import XML data from, multiple files in one operation. Note: You cannot export information from multiple PHA-Pro files into one xml file, but you can import information from multiple XML files into one PHA-Pro file using the Batch command.

Before you can export or import XML files using batch files, you need to create: •

•

•

An XML profile in each PHA-Pro file. If you are importing the XML data, the profile in the XML must match the profile in the study into which the data is being imported. For more information, see Using the XML Import/Export Function on page 348. A batchscript file. You create the XML batchscript files in the same manner as you create the other batchscript files, with some slight variations. For more information, see Writing a Batchscript File on page 344, Exporting to XML on page 362, and Importing from XML on page 363. A batch file. For more information, see Sample Batch File Script on page 346.

This section discusses the following topics: Exporting to XML on page 362. Sample XML Export Batchscript File on page 363. Importing from XML on page 363. Save Command on page 363. Sample XML Import Batchscript File on page 363. Sample XML Combined Batchscript File on page 363. Exporting to XML

The batch file command to export to XML is called "EXPORT", i.e. it has same name as the old export command. The two uses of the command (export a sheet to Word/HTML/Text/DB vs. export to XML using a profile) are distinguished by whether the "sheet=" parameter is specified or the "profile=" parameter is specified. When using the EXPORT command to export to XML, the following parameters must be specified: profile="" path=""

The following parameters are NOT specified when exporting to XML (they only apply to sheet export): sheet, format, headers, headings, layout. Here is a sample command:

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EXPORT profile="My XML Export Profile" path="c:\XML Documents\New XML File.xml" Note: You must have an open document (opened by the OPEN command) before using the EXPORT command.

Sample XML Export Batchscript File

Here is an example of a batch file using the EXPORT command:

Importing from XML

The command to import from XML is called "IMPORT".

OPEN path="C:\My PHA-Pro Documents\Study 1.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study 1 Recommendations.xml" OPEN path="C:\My PHA-Pro Documents\Study 2.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study 2 Recommendations.xml"

The following parameters must be specified: profile="" path=""

The following parameters are NOT specified when importing from XML: sheet, format, headers, headings, layout. Here is a sample command: IMPORT profile="My XML Export Profile" path="c:\XML Documents\New XML File.xml" Note: You must open the PHA-Pro file (opened by the OPEN command) that you are importing into before using the IMPORT command.

Save Command

The "SAVE" command allows you to save the results of IMPORT command. The only parameter it supports is "path". Here is a sample command: SAVE path="C:\My PHA-Pro Documents\New Study.pha" Note: You can SAVE the same study more than once (e.g. to different paths).

Sample XML Import Batchscript File

Here is an example of a batch file using the IMPORT command: OPEN path="C:\My PHA-Pro Templates\Master Recommendations List Template.pha" IMPORT profile="Recommendations" path="C:\XML Files\Study 1 Recommendations.xml" IMPORT profile="Recommendations" path="C:\XML Files\Study 2 Recommendations.xml" SAVE path="C:\My PHA-Pro Documents\Master Recommendations List.pha" Note: The file named in the SAVE command cannot be the same as the file in the OPEN command.

Sample XML Combined Batchscript File

You can create a batchscript file that exports data in XML format from several studies and combines them into one master study. When you create the profile, you should create IDs using the random 128 bit feature. For more information, see Adding Attributes on page 354.

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Here is an example of a batchscript that first exports data from two studies and then combines them in a master study using import: OPEN path="C:\My PHA-Pro Documents\Study 1.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" OPEN path="C:\My PHA-Pro Documents\Study 2.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" OPEN path="C:\My PHA-Pro Templates\Master Recommendations Template.pha" IMPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" IMPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" SAVE path="C:\My PHA-Pro Documents\Master Recommendations

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2 List 1 2 List.pha"

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APPENDIX A: FUNCTION DESCRIPTIONS When you create your formulas for formula items, conditional data mirroring and graphs, you click the function icon and a drop-down menu opens. This section describes the functions and their syntax. This section discusses the following topics: Constants on page 366. Statistical / Combining Functions on page 367. Math & Trig Functions on page 369. Text Functions on page 373. Logical Functions on page 376. Date Functions on page 378. Other Functions on page 379.

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Constants Function

Description

PI

The value of PI.

E

The value of E, a mathematical constant.

TRUE

Logical “True” value.

FALSE

Logical “False” value.

BLANK

Empty value, or a string composed of only spaces.

NULL

Empty value.

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Syntax

These functions are values and have no real syntax on their own.

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Statistical / Combining Functions Function

Description

Syntax MAX(n1,n2,...)

MAX

The largest number/item in list.

N1, n2, ... are 1 to 255 numbers for which you want to find the maximum value. MIN(n1,n2,...)

MIN

The smallest number/item in list.

N1, n2, ... are 1 to 255 numbers for which you want to find the minimum value. SUM(v1,v2,...v255)

SUM

Add the numbers in the list together.

valuen is the value or the reference to a cell containing the value that you want to add. Tip:

You can add a maximum of 255 values.

PRODUCT(v1,v2,...v255) PRODUCT

multiply the numbers in the list together

valuen is the value or the reference to a cell containing the value that you want to multiply. Tip:

You can multiply a maximum of 255 values.

AVERAGE(n1,n2,...) AVERAGE

Provides the average of the numbers in the list

MEAN

Provides the mean of the numbers in the list

N1, n2, ... are 1 to 255 numbers for which you want to find the average value. MEAN(n1,n2,...) N1, n2, ... are 1 to 255 numbers for which you want to find the mean value. COUNT(v1, [v2],...) v1 (Required). The first item, cell reference, or range within which you want to count numbers.

COUNT

Counts the number of cells that contain numbers, and counts numbers within the list of arguments

v2, ... (Optional). Up to 255 additional items, cell references, or ranges within which you want to count numbers. Tip:

The arguments can contain or refer to a variety of different types of data, but only numbers are counted.

FIRST(list) FIRST

First value in a list

LAST

Last value in a list

List is the name of the list or column. LAST(list)

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Function

Description

GETCHILDREN

Gets the information for all of the children of list item.

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Math & Trig Functions Function

Description

Syntax

Returns the absolute value of a number.

ABS(n)

ABS

Tip:

SIGN

Determines the sign of a number. Returns 1 if the number is positive, zero (0) if the number is 0, and -1 if the number is negative

FLOOR

Rounds number down, toward zero, to the nearest multiple of significance

The absolute value of a number is the number without its sign.

N is the real number of which you want the absolute value.

SIGN(n) N is any real number.

FLOOR(n,significance)

CEILING

Rounds number up, away from zero, to the nearest multiple of significance

N is the numeric value you want to round. Significance is the multiple to which you want to round. CEILING(n,significance) N is the value you want to round. Significance is the multiple to which you want to round. ROUND(number, digits)

ROUND

Rounds a number to a specified number of digits.

N is the number that you want to round. Digits is the number of digits to which you want to round. TRUNCATE(n,digits)

TRUNCATE

Truncates a number to an integer by removing the fractional part of the number.

Returns the natural logarithm of a number. LN

Tip:

Natural logarithms are based on the constant e (2.71828182845904).

N is the number you want to truncate. Digits is a number specifying the precision of the truncation. The default value for num_digits is 0 (zero). LN(n) N is the positive real number for which you want the natural logarithm. Tip:

LN is the inverse of the EXP function.

LOG10(v) LOG10

Returns the base-10 logarithm of a number

v is the positive real number for which you want the base-10 logarithm. LOG(n,base)

LOG(x,y)

Returns the logarithm of a number to the base you specify.

N is the positive real number for which you want the logarithm. Base is the base of the logarithm. Tip:

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Function

Description

Syntax EXP(v)

Returns e raised to the power of number. EXP

Tip:

The constant e equals 2.71828182845904, the base of the natural logarithm.

v is the exponent applied to the base e. Tip:

To calculate powers of other bases, use the exponentiation operator (^).

Tip:

EXP is the inverse of LN, the natural logarithm of number.

POWER(n,p) POWER(x,y)

Returns the result of a number raised to a power.

N is the base number. It can be any real number. P is the exponent to which the base number is raised. SQRT(value)

SQRT

Returns a positive square root.

value is the number for which you want the square root. Tip:

If number is negative, SQRT returns the #NUM! error value.

CBRT(v) CBRT

Returns a positive cube root.

v is the number for which you want the cube root. Tip:

If number is negative, CBRT returns the #NUM! error value.

SIN(n)

SIN

Returns the sine of the given angle in radians

N is the angle in radians for which you want the sine. Tip:

To express the sine in degrees, multiply the result by 180/PI( ) or use the DEGREES function.

COS(n)

COS

Returns the cosine of the given angle in radians.

N is the angle in radians for which you want the cosine. Tip:

To express the cosine in degrees, multiply the result by 180/PI( ) or use the DEGREES function.

TAN(n)

TAN

Returns the tangent of the given angle in radians.

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To express the tangent in degrees, multiply the result by 180/PI( ) or use the DEGREES function.

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Function

Description

Syntax

ASIN

Returns the arcsine, or inverse v is the sine of the angle you sine, of a number. The arcsine is want and must be from -1 to 1. the angle whose sine is number. Tip: To express the arcsine in The returned angle is given in degrees, multiply the radians in the range -pi/2 to pi/2. result by 180/PI( ) or use

ASIN(v)

the DEGREES function. ACOS(v)

ACOS

Returns the arccosine, or inverse cosine, of a number. The arccosine is the angle whose cosine is number. The returned angle is given in radians in the range 0 (zero) to pi.

ATAN

ATAN (n) Returns the arctangent, or N is the tangent of the angle you inverse tangent, of a number. The want. arctangent is the angle whose tangent is number. The returned Tip: To express the arctangent in degrees, multiply the angle is given in radians in the result by 180/PI( ) or use range -pi/2 to pi/2. the DEGREES function.

X is the x-coordinate of the point.

ATAN2(x,y)

Returns the arctangent, or inverse tangent, of the specified x- and y-coordinates. The angle is given in radians between -pi and pi, excluding -pi.

ATAN2XY

Same as ATAN2(x,y)

Same as ATAN2(x,y)

SINH

Returns the hyperbolic sine of a number

SINH(n)

COSH

Returns the hyperbolic cosine of a number.

N is any real number for which you want to find the hyperbolic cosine.

TANH

Returns the hyperbolic tangent of a number.

TANH(n)

DEGREES

Converts radians into degrees.

RADIANS

Converts degrees into radians.

ISODD

Returns TRUE if number is odd, or FALSE if number is even.

v is the cosine of the angle you want and must be from -1 to 1. Tip:

To convert the result from radians to degrees, multiply it by 180/PI() or use the DEGREES function.

ATAN2(x,y) Y is the y-coordinate of the point. Tip:

To express the arctangent in degrees, multiply the result by 180/PI( ) or use the DEGREES function.

N is any real number. COSH(n)

N is any real number. DEGREES(angle) Angle is the angle in radians that you want to convert. RADIANS(angle)

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Function

Description

ISEVEN

Returns TRUE if number is even, or FALSE if number is odd.

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Text Functions Function

Description

UPPER

Converts a text string to all upper case.

LOWER

Converts a text string to all lower case.

Syntax UPPER(text) text is the text you want converted to uppercase. Text can be a reference or text string. UPPER(text) text is the text you want converted to lowercase. Text can be a reference or text string. VALUE(text)

VALUE

text is the text enclosed in Converts a text string that represents a number to a number quotation marks or a reference to a cell containing the text you want to convert.

COMBINETEXT(,, "joining text") Text1 is your first text. Text2 is your second data set, joining text is additional text you want to use to join the two sets of data. COMBINETEXT

Combines text from two text strings.

Tip:

If you just want to insert information from one field, you must enter two sets of "" otherwise, you will get an error message. In this case, the formula should look like:

COMBINETEXT(,"","") Compares two text strings, returns: • EXACT

TRUE if they are exactly the EXACT(string1,string2) same. string1 and string2 are the text • FALSE otherwise. strings that you are comparing. Tip: EXACT is case-sensitive but ignores formatting differences.

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Function

Description

Syntax SUBSTITUTE(string1,string2,strin g3,num) string1 is the text or the reference to a cell containing text for which you want to substitute characters.

Substitutes new text for old text in a text string. SUBSTITUTE

Tip:

Use SUBSTITUTE when you want to replace specific text in a text string

string2 is the text you want to replace. string3 is the text you want to replace string2 with. number1 specifies which occurrence of string2 you want to replace with string3. If you specify number1, only that instance of string2 is replaced. Otherwise, every occurrence of string2 in text is changed to string3. REPLACE(string1,n1,nr2,string2)

REPLACE

Replaces part of a text string, based on the number of characters you specify, with a different text string.

string1 is the text in which you are going to make the replacement. n1 specifies the character at which to start the substitution. n2 specifies the numbers of characters to be replaced. string2 is the text that is going to be entered. REPLACE(string1,string2,string3, number) string1 is the text in which you are going to make the replacement.

Replaces all instances of old text with new text in a text string. REPLACEALL

Tip:

Use REPLACEALL when you want to replace all instances of specific text in a text string.

string2 is the text that is going to be replace. string3 is the text that is going to be entered. number (optional) is the number of occurrences of the text at which to start the replacement. For example, if number is 2, the function starts to replace at the second occurrence of the text. Tip:

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Function

FIND

Description Locates one text string within a second text string, and return the number of the starting position of the first text string from the first character of the second text string. Tip:

FIND is case sensitive and does not allow wildcard characters.

Syntax FIND(text_find,text_in,char#) text_find is the text you want to find. text_in is where you are searching. char# specifies the character at which to start the search. The first character in text_in is character number 1. If you omit char#, it is assumed to be 1. MID(text_ret,number1,number2)

MID

Returns a specific number of characters from a text string, starting at the position you specify, based on the number of characters you specify.

text_ret is the text returned. number1 is the starting position. number2 is the number of characters specified. Tip:

If you want to go from the starting point to the end of the string, omit number2.

FIRST(string1,string2)

FIRST

Gets the location in a text value where another text value first appears. Tip:

FIRST is not case sensitive.

string1 is the text string that contains the value. string2 is the value you are searching for. For example. FIRST(David,d) returns 1. LAST(string1,string2)

LAST

Gets the location in a text value where another text value last appears. Tip:

LAST is not case sensitive.

string1 is the text string that contains the value. string2 is the value you are searching for. For example. LAST(David,d) returns 5. ITEMNUMBER(list)

ITEMNUMBER

Provides a list number for an item in a list as a text value.

list is the list, or column, containing the item whose list value you want to know. text1+LINEBREAK+text2

LINEBREAK

Enters a line break that can be combined with text values.

text1 is the text before the line break. text2 is the text after the line break.

STRUCTURELEV EL

A constant variable that provides the level of the list item in the list.

STRUCTURELEVEL

STRUCTUREMA XCHILDLEVEL

A constant variable that returns the maximum child level that belongs to list item.

STRUCTUREMAXCHILDLEVEL

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Appendix A: Function Descriptions

Logical Functions Function

Description

Syntax

Returns TRUE if all of its arguments are TRUE

AND

OR

NOT

One common use for the AND function is to expand the usefulness of other functions that perform logical tests. For example, the IF function performs a logical test and then returns one value if the test evaluates to TRUE and another value if the test evaluates to FALSE. By using the AND function as the logical_test argument of the IF function, you can test many different conditions instead of just one. Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE. Reverses the value of its argument. Use NOT when you want to make sure a value is not equal to one particular value. If logical is FALSE, NOT returns TRUE; if logical is TRUE, NOT returns FALSE.

AND(logical1, [logical2], ...) logical1 (Required). The first condition that you want to test that can evaluate to either TRUE or FALSE. logical2, ... (Optional). Additional conditions that you want to test that can evaluate to either TRUE or FALSE.

OR(logical1,logical2,...) Logical1,logical2,... are conditions you want to test that can be either TRUE or FALSE.

NOT(logical) Logical is a value or expression that can be evaluated to TRUE or FALSE.

IF ... THEN ...ELSE

When executing a block If (second syntax), condition is tested. If condition is True, the statements following Then are executed. If the condition is false, the statements following Else are executed. After executing the statements following Then or Else, execution continues with the statement following EndIf.

IF condition THEN statements [ELSE elsestatements]

ENDIF

Closes a block of code that begins with an "if...then" statement.

IF ... THEN ... [ELSE ...] ENDIF

ISSTRUCTURE LEAF

Separates list items that have children (not a leaf) from those that do not have children (leaf).

ISSTRUCTURELEAF

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Function

Description

Syntax IF(logical_test, value_if_true, [value_if_false]) The IF function syntax has the following arguments (argument: A value that provides information to an action, an event, a method, a property, a function, or a procedure.): logical_test (Required). Any value or expression that can be evaluated to TRUE or FALSE. For example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE. This argument can use any comparison calculation operator.

IF(..., ..., ...)

The IF function returns one value if a condition you specify evaluates to TRUE, and another value if that condition evaluates to FALSE. For example, the formula =IF(A1>10,"Over 10","10 or less") returns "Over 10" if A1 is greater than 10, and "10 or less" if A1 is less than or equal to 10.

value_if_true (Required). The value that you want to be returned if the logical_test argument evaluates to TRUE. For example, if the value of this argument is the text string "Within budget" and the logical_test argument evaluates to TRUE, the IF function returns the text "Within budget." If logical_test evaluates to TRUE and the value_if_true argument is omitted (that is, there is only a comma following the logical_test argument), the IF function returns 0 (zero). To display the word TRUE, use the logical value TRUE for the value_if_true argument. value_if_false (Optional). The value that you want to be returned if the logical_test argument evaluates to FALSE. For example, if the value of this argument is the text string "Over budget" and the logical_test argument evaluates to FALSE, the IF function returns the text "Over budget." If logical_test evaluates to FALSE and the value_if_false argument is omitted, (that is, there is no comma following the value_if_true argument), the IF function returns the logical value FALSE. If logical_test evaluates to FALSE and the value of the value_if_false argument is omitted (that is, in the IF function, there is no comma following the value_if_true argument), the IF function returns the value 0 (zero).

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Appendix A: Function Descriptions

Date Functions Function

Description

TODAY

Returns the serial number of the current date.

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Other Functions Function

Description

Syntax Function(parameter WHEREcondition) Function is the function being carried out.

WHERE

Used to specify a filter condition for a parameter of MAX,SUM, COUNT, etc.

parameter is the parameter of the function. condition is the filter being applied. For example if you wanted the cost of all level three items in a structure list, you would write: SUM(GETCHILDREN(Cost where STRUCTURELEVEL=3)) Function(FIND_USAGE(reference ))

Searches the hierarchy where a particular code is referenced. This FIND_USAGE is often a parameter of another function.

Function is another function. Reference refers to an item in the hierarchy. For example to find the minimum RPN value, you would write: MIN(FIND_USAGE(ProcessFMEARisk Priority Number))

STUDYID

Inserts the Study ID

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Appendix B: Checklist Preparation

APPENDIX B: CHECKLIST PREPARATION The following guideline is intended to help you prepare a checklist for use with the Checklist and What If/Checklist methodologies. Depending on the requirements of your study situation, your checklist may need additional items. • • • • • • • • • • • • • • • • • • • • •

What are the functions of the equipment? In what ways can the equipment functionally fail? What are the major hazards associated with the material being handled by the equipment? Is there potential for flammable/toxic releases? Is the process adequately controlled? Is there any chance of exothermic runaway reactions? What potential interactions between upstream or downstream equipment or conditions could lead to problems? What are the “worst event” and “worst credible” scenarios? Could adjacent facilities pose a risk? Could external events create problems? Is there an emergency response plan? Could supporting utility failures be problematic? Could environmental conditions, such as low temperatures, cause problems? What environmental protection measures are in place to contain releases? Could failures of individual components, such as control valves and level switches, be problematic? Could there be any problems with startup, shutdown or standby operation? What will happen on emergency shutdown? Are there any problems maintaining equipment or individual components? What is the sparing philosophy and how does it affect system and equipment reliability? What will happen if instrumentation control systems fail? Are there adequate protective systems? If so, is some redundancy needed? Have you considered: • • • • •

• •

Power failure? Instrument air failure? Cooling water failure? Steam failure? Have the effects of all of these been considered in relation to flare and blowdown system sizing?

Do system components such as control valves fail safe if their actuating media fail? Have you considered: • • • • •

Equipment isolation? Drainage? Venting? Blinding? Emergency interlocks?

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•

• •

The need for closed drainage systems?

Have you considered any special operations, such as presulfiding, onsite catalyst loading/unloading, onsite regeneration and so forth? Have you looked at common problems, such as: • • • • • • • • •

High pressure/low pressure interfaces? Possibility of reverse flow? Chances of seal ruptures? Equipment plugging? Gas breakthrough on level control failure? Bypasses being left open around control valves? Tube ruptures in furnaces and heat exchangers? Water hammer/two-phase flow damaging lines? Stress corrosion cracking (for example, stainless steel in presence of chlorides)?

Note: When creating a checklist, you may also find it beneficial to review the libraries of PHA-Pro®.

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Appendix C: Checklist to Assist with Compliance for OSHA 1910.119

APPENDIX C: CHECKLIST TO ASSIST WITH COMPLIANCE FOR OSHA 1910.119 Organizations needing to perform Process Hazards Analyses to meet the requirements of the U.S. Code of Federal Regulations, 29 OSHA 1910.119, can use the additional checklists that come with PHA-Pro® in electronic format. These checklists are provided separately since OSHA workplace risk assessment compliance calls for the user to address a number of issues that are not usually addressed during the course of a workplace risk assessment, including the following: • • • • • • • • • • • • • • •

General information required by OSHA. Flammable materials inventory. Highly hazardous chemicals inventory. Types of potential hazards present. Aggravating factors. Potentially hazardous phenomena that could occur. Maximum number of potentially affected employees. Age of processing facility. Operating history parameters, problem areas. workplace risk assessment schedule and type. workplace risk assessment scheduling priorities. Incidents with potential to cause catastrophic consequences. Facility siting. Possible health and safety effects. Team member experience. Note: A description of the OSHA Checklists is provided in the "Read Me" file installed by the setup program.

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Appendix D: Analyzing Operating Instructions, Batch Processes and

APPENDIX D: ANALYZING OPERATING INSTRUCTIONS, BATCH PROCESSES AND PLANT MODIFICATIONS This section discusses the following topics: Methods of Analyzing Operating Instructions and Batch Operations. on page 384. Methods for Studying Plant Modifications on page 385.

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Appendix D: Analyzing Operating Instructions, Batch Processes and

Methods of Analyzing Operating Instructions and Batch Operations. A number of methods are available for analyzing operating instructions and batch processes, including the following:

Procedural Step

• • • •

Procedural Step (type used with Guide Word HAZOP Library). Operating Procedure (type used with What If Library). Batch Operation (type used with general library). Startup/Shutdown/Standby (type used with Knowledge Based HAZOP).

•

With Guide Word HAZOP, select Procedural Step as the Node Type when using the Guide Word HAZOP Library. Provide a description, such as “Filling Reactor,” together with Design Conditions/Parameters and Drawings referenced. For Deviations, select Copy from Library and select from the specific Guide Words: No, Sooner, Later, and so on. For each Guide Word, select the Parameter, such as Filling, and then provide the Deviation. The Guide Word Library can provide pertinent information through the Procedural Step Link.

• • • • Operating Procedure

For the What If methodology, select Operating Procedure as the subsystem and use together with the What If Library.

Batch Operation

The Batch Operation Library component is common to all items regardless of whatever specific type is chosen.

Startup/Shutdown/Standby

When using Knowledge Based HAZOP, select the Startup/Shutdown/Standby Node Type in conjunction with the Knowledge Based Library.

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Appendix D: Analyzing Operating Instructions, Batch Processes and

Methods for Studying Plant Modifications A number of methods are available for studying plant modifications, including the following: • • •

Modification (type used with Guide Word HAZOP Library). Plant Modifications (type used with Knowledge Based HAZOP library). General Category (type used with What If Library).

Modification

When using Guide Word HAZOP, select the Modification Node Type when using the Guide Word HAZOP Library. Select deviations that you consider applicable with the Node.

Plant Modifications

When using Knowledge Based HAZOP, select the Plant Modifications Node together with any applicable Node types, when using the Knowledge Based HAZOP Library.

General Category

With What If, select General category as the subsystem together with any other applicable subsystems when using the What If Library.

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Tutorial A: Creating a Template From Scratch

TUTORIAL A: CREATING A TEMPLATE FROM SCRATCH Using Project Settings you can empty a template and create a new one from scratch. By learning the order of procedures in this tutorial, and the detailed step by step procedures elsewhere in the manual, you can create a customized template for your company. This section discusses the following topics: Creating a Blank Template on page 387. Preparation for Creating a New Template on page 389. Creating the Hierarchy on page 392. Adding Administration Information to the Hierarchy on page 395. Adding the Risk Matrix on page 396. Adding Codes and Categories on page 401. Adding Markers on page 404. Displaying the Hierarchy in Sheets on page 407. Formatting your Forms and Worksheets on page 419. Rearranging the Sheets on page 421. Further Customization on page 426.

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Tutorial A: Creating a Template From Scratch

Creating a Blank Template Let’s create and save a blank template in PHA-Pro. You will notice that there are certain default folders that you cannot delete from project settings. These folders are: • • •

Risk Systems. Codes and Categories. Markers.

You will add information to these folders working down in order Tip: These folders have similar right panes, namely - Naming Convention, Data Check, and Sheet.

To create a blank template: Step 1.

Action Go to Hierarchy, under Project Settings. Tip:

2.

You should save the file as Blank Template first.

Delete all folders and sub folders until only the three default folders are left. Note: The Sheets still exist but are blank. This shows that the Hierarchy and Sheets under Project Settings are independent of each other. In other words, you create the hierarchy, but, you display the items of the hierarchy in sheets. Column Headings and Headers are displayed in Worksheets and Labels are displayed in Forms.

3.

Now go to Sheets.

4.

Delete all sheets. There should be only three folders in sheets and the yellow and green Settings and Data Check tabs in your file now.

5.

Save the blank template as Blank Template.

Figure A-1: Hierarchy with only the default folders left.

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Figure A-2: Sheets with the Hierarchy items removed, but with all the Worksheets and Forms still present.

Figure A-3: Sheets with only the default folders left.

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Preparation for Creating a New Template Before you can create your new template you should determine: • • • •

Column Headings and Headers for worksheets. Labels for forms. Risk ranking criteria. If you will be using a Risk Matrix or other form of risk ranking.

Only after you have laid out these requirements should you create your new template. This section discusses the following topics: Determining your Administration Information on page 389. Determining your Worksheet Information on page 389. Determining your Risk Ranking on page 389. Determining your Recommendations on page 390. Creating the Hierarchy on page 392. Determining your Administration Information

In the Administration collection, the following information is included: • • • •

Determining your Worksheet Information

Administration information for your study - Company name, Project Name or (ID), Duration of the study. (Form) Study - Scope, Objectives, System intends to, System intends not to. (Form) Team members. (Worksheet) Documents - P&IDs, PFDs, Design Schematics, etc. (Worksheet)

For this exercise let's create a worksheet for a typical qualitative risk analysis technique, as shown below:

Figure A-4: The above worksheet shows the criteria that we want in our study.

Determining your Risk Ranking

For this example, we will use two ways for calculating the risk ranking based on the following criteria: Severity Risk Criteria Code

Description

1.

Low

2.

Medium

3.

High

4.

Very High

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Code 5.

Description Catastrophic

Likelihood Risk Criteria Code

Description

1.

Insignificant

2.

Medium

3.

High

4.

Very High

5.

Certain

Risk Ranking Criteria Code

Description

I

Insignificant

A

Acceptable

C

Acceptable with Control

U

Undesirable

Method 1 -Determining Risk Ranking using a Risk Matrix

Likelihood

Using the above Criteria, we can get the following matrix: 5

C

C

U

U

U

4

A

C

C

U

U

3

A

A

C

C

U

2

I

A

A

C

C

1

I

I

A

A

C

1

2

3

4

5

Severity

Method 2 - Risk Ranking by product of the Severity and Likelihood Risk = Consequence x Frequency = Severity x Likelihood Using the above criteria, the risk ranking will be between 1 and 25: Determining your Recommendations

Let’s have another worksheet for tracking your recommendations. This information can include, but is not limited to the following column headings: • • • •

Recommendations. Person Responsible. Places Used. Action Taken.

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• •

Cost. Dates - Estimated Start Date, Actual Start Date, Estimated End Date, Actual End Date

In this exercise we are only using the Recommendations and Places Used column headings for this worksheet.

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Creating the Hierarchy General for qualitative risk analysis, you have a process or a system that is broken down into indentures. This allows it to be analyzed in manageable portions. The following diagram illustrates a typical breakdown tree.

Figure A-5: Breakdown Tree - this breaks the System down into Subsystems, Components and finally Items.

At the lowest level of the hierarchy, we would apply the Risk Technique (Scenarios, Causes, Consequences, Severity, Safeguards, Likelihood, Risk Ranking, Recommendations, etc.) Creating the Hierarchy

The steps here present the high level of adding items to the hierarchy. For a detailed procedure on adding items to the hierarchy, see Adding Items to the Hierarchy on page 262. Step

Action

1.

Select Study under Hierarchy.

2.

Right click and select Add from the drop-down menu. (Figure A-6) Or Click the Add on the Hierarchy bar. Note: When you need to be able to add new rows, such as in a worksheet, you will always use the "three blue striped" List item. On the other hand, when you just need a data field, e.g., "Company Name", "Address", etc. then use the "yellow folder" Group item.

3.

Select List item from the New Hierarchy Item list.

4.

Add List items and name them as follows: •

SYSTEMS. •SUBSYSTEMS. •SCENARIOS. •CAUSES. •CONSEQUENCES. •SAFEGUARDS. Note: List item has one default Text Field called Description. You can add more items under the List as required. For this exercise, use UPPER case for List name and Title case for column headings and data fields.

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Step

Action

5.

Go to Study in the Hierarchy

6.

Right click and select Add from the drop-down menu Or Click the Add on the Hierarchy bar. Note: When you need to be able to add new rows, such as in a worksheet, you will always use the "three blue striped" List item. On the other hand, when you just need a data field, e.g., "Company Name", "Address", etc. then use the "yellow folder" Group item.

7.

Select List item from the New Hierarchy Item list.

8.

Name this List item - RECOMMENDATIONS.

9.

Under CAUSES in the Hierarchy add a List of References

10.

Link to RECOMMENDATIONS.

Figure A-6: Study has been highlighted under Hierarchy. From the right-click drop down menu, Add has been selected.

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Figure A-7: Hierarchy tree showing SYSTEMS and RECOMMENDATIONS.

Figure A-8: Project Settings showing both the left pane containing the Hierarchy and the right pane that has the pages that allow you to customize each item.

Global Name: This is an optional alternate name for a hierarchy item that is used primarily in conjunction with data mirroring or split function. For more information, see Splitting the Hierarchy on page 277 and Data Mirroring on page 287. This name describes the item fully within the study. For instance, if your study had two or more risk techniques in the same hierarchy, then you may have separate column headings that are similar - for example “causes”. You would have Causes A in one branch and Causes B in another branch. This name is used on menus for Send To command of the data mirroring or split functions (if the template is set up to use this command). There may be different messages and prompts in the software where Global Name is used to identify an item. Keywords: They are used in conjunction with Copy From and AutoType filters. You can use data in Copy From or AutoType from different columns in the worksheet by using the same Keyword in the hierarchy.

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Adding Administration Information to the Hierarchy Next go to the Administration folder in Hierarchy. Add the groups and fields: •

Facility Information. • •

•

Study. • • • •

•

Company Name Project Name. Scope. Objective. System Intends To. System Intends Not To.

Duration. • •

Start. End.

Add the following lists and fields: •

Team. • • • •

•

Full Name. Title. Phone. Roles.

Drawings. • • •

Drawing. File Path. Comments.

When you are finished, it should resemble the structure shown in By grouping the fields in the hierarchy, you will be able to add groupings to the fields on the forms when you create them. For information on adding items to the hierarchy, see Adding Items to the Hierarchy on page 262.

Figure A-9: The hierarchical structure of the Administration folder.

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Adding the Risk Matrix Once you have created your hierarchy, you can add the risk settings. For more information, see Creating a Risk Matrix on page 245. Note: You can create a Risk Calculation ranking in a similar manner if you want to use the product of Severity and Likelihood.

To add the risk matrix: Step

Action

1.

Click Risk Settings.

2.

Click Add and select the 2D Risk Matrix from the list.

3.

Make the matrix a 5 x 5 as per the risk criteria

4.

Name the matrix Risk Matrix.

5.

Rearrange the axes by right-clicking the axes, and select • Swap Axis • Move Axis to Opposite Side • Reverse Axis Order from the drop-down menu. Your matrix should resemble the one in Figure A-10.

6.

Add the criteria to the Severity, Likelihood and Risk Ranking and fill the matrix according to the requirements. For the criteria, see Determining your Risk Ranking on page 389. See Figures A-11 to A-14.

7.

Color the matrix using the color button: (Figure A-15) I (Insignificant) - White (Default). A (Acceptable) - Green. C (Acceptable with Control) - Yellow. U (Undesirable) - Red.

Figure A-10: After carrying out steps 1 to 7 in adding a Risk Matrix, your new Risk Matrix should resemble the above diagram.

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Figure A-11: Adding the Severity Codes.

Figure A-12: Adding the Likelihood Codes

Figure A-13: Adding the Risk Rankings.

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Figure A-14: Adding the Risk Ranking Codes to the Matrix

Figure A-15: Coloring the cells of the Matrix.

Figure A-16: The finished matrix.

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Linking the Matrix to the Hierarchy

Tutorial A: Creating a Template From Scratch

Once you have created your matrix, you have to link it to an item in the hierarchy. To link the matrix to the hierarchy: Step 1.§

Action On the Risk Matrix page, click the Usage tab. The Usage page opens

2.

Select Add. The Add/Edit Risk Matrix Usage dialog box opens

3.

Select CONSEQUENCES from the Linked Item drop-down field. (Figure A-17) Select CONSEQUENCES because you would rank Severity for CONSEQUENCES rather than SCENARIO, CAUSES, or SAFEGUARDS or RECOMMENDATIONS. Note: The drop-down menu shows UPPER case names. These are the names of the List Items, not the column headings.

4.

Uncheck the Default box, and enter the name of the matrix, RM, in the Description field because you will see this under Show Column in the worksheet.

5.

Leave the Severity, Likelihood, and Risk Ranking boxes checked.

6.

Click OK. The dialog box closes and the matrix is linked to the hierarchy. (Figure A18)

Figure A-17: You select the field to which you want to link the Matrix in the Add/Edit Risk Matrix dialog box.

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Figure A-18: Your new Matrix is now linked to the Consequences field in the hierarchy.

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Adding Codes and Categories Codes and Categories are just drop-down tables that you can use in worksheets. For example, instead of typing Present, Absent, Partial, Early, Late, etc. in an attendance sheet, you can create an Attendance Codes and Categories so you will have a drop-down list to pick from. Once you have created your risk system, you now add codes and categories for your study. To add a category with codes: Step 1.

Action Create your category in the study. For more information, see Adding Categories on page 248.

2.

Add codes to the category. For more information, see Adding Codes on page 249.

3.

Link the codes to a Hierarchy item. (Optional) For more information, see Defining Data Linkages on page 285.

Adding the Consequence Category

For our exercise, we are going to create and add a category called Consequence Code/Category to our new study and then link the category to the hierarchy. To add and link the category: Step

Action

1.

Click the Codes and Categories in Project Settings.

2.

Click Add on the bar Or Right-click the field and select Add from the pop-up menu. New Code and Category icon appears in the left pane and the pages for customizing the category appear in the right pane.

3.

Name the category Consequences in the Naming Convention page. (Figure A-19)

4.

Add the codes and descriptions on the Values tab. (Figure A-20)

5.

Open the Hierarchy

6.

Right-click Consequences. Pop-up menu opens

7.

Select Add. Hierarchy item dialog box opens.

8.

Select Reference.

9.

Use the Use name of linked item option. (Figure A-21)

10.

Link to the Consequences code/category. (Figure A-22)

11.

Click Finish. The category is linked. (Figure A-23)

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Figure A-19: Name the category in the Naming Convention page.

Figure A-20: Enter the codes and their descriptions on the Values page.

Figure A-21: Select the Use name of linked item check box.

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Figure A-22: Under Link To, select Consequence Code/Category.

Figure A-23: You can see the created link in the Hierarchy.

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Adding Markers Next, we will add a marker to your study. For more information, see Creating New Markers on page 253. To our study, we are going to add a marker, called Followup, which contains a note field. Adding the Followup Marker

To add a marker called Followup to the study: Step

Action

1.

Click Markers in Project Settings.

2.

Click Add on the bar Or Right-click the field and select Add from the pop-up menu. New Markers icon appears in the left pane and the pages for customizing the marker appear in the right pane.

3.

Enter the name of the marker, Followup, in the Name page.

4.

Select the symbol that you want to use for the marker on the Symbol page. In our example, we are selecting the glasses symbol from Wingdings. (Figures A-24 and A-25)

5.

Go to the List of Marked Items page

6.

Right click the Ref # heading.

7.

Go to Show Column>New Column. The New Column dialog box opens. (Figure A-26)

8.

Select Text field, and enter the name of the new column, Note, in the name field. (Figure A-27) Tip:

9.

The you • • •

Column contains field provides a choice of three types of fields can add to the marker: Text. Date. Number.

Click OK. The new marker with a note field is added. (Figure A-28)

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Figure A-24: When you click Choose Symbol, the Symbol dialog box opens. Select the icon that you want to use and click OK.

Figure A-25: The eyeglass symbol has been added as the marker symbol. We then formatted it using the fields on the Symbol page.

Figure A-26: The pop-up menu has opened, and select Show Column>New Column.

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Figure A-27: Select text from the Column contains drop-down menu and name this column “Note”.

Figure A-28: The Note field has been added to the marker and the Marker has been created. You can see that both the Marker and the Note have been added to the Markers folder in Hierarchy as well. Note: All three folders - Risk Systems, Codes and Categories, and Markers are repeated under the Hierarchy.

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Displaying the Hierarchy in Sheets Once you have created the hierarchy, you need to go to Sheets to create the worksheets and forms for the hierarchical items. You will add: • • •

Forms and Worksheets for the administrative collection, Collection to organize all Administration Forms and worksheets under one tab. Three worksheets for the Risk Technique: 1. 2. 3.

Systems and subsystems. Risk Technique Recommendations.

For more information on adding sheets, see Adding New Sheets on page 295. This section discusses the following topics: Formatting and Re-arranging the Sheets on page 407. Adding a Facility Information Form on page 407. Additional Worksheets on page 410. Adding a Team Members Page on page 410. Adding the Drawing Worksheet on page 412. Displaying the Risk Technique in Worksheets on page 412. Adding the Systems Worksheet on page 413. Adding the Risk Technique Worksheet on page 414. Adding the Recommendations Worksheet on page 417. Formatting and Re-arranging the Sheets

Once you have created your sheets you can format them - hiding columns, grouping headers, moving fields around the form. For more information, see Customizing Sheets on page 305 and Chapter 7: Customizing Forms and Worksheets on page 158.

Adding a Facility Information Form

For our example, we are going to add a Facility Information Form to Sheets. To add a form to Sheets: Step

Action

1.

Click Sheets in Project Settings.

2.

Click Add on the Sheets bar. Or Right-click the folder and select Add from the pop-up menu. The New Sheets dialog box opens. (Figure A-29)

3.

Select Form and click Next. The New Sheets - Name dialog box opens. (Figure A-30)

4.

Enter Facility Information as the name and click Next. The New Sheets - Data fields dialog box opens. (Figure A-31)

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Step 5.

Action Select the Data Fields and click Next. The New Sheets - Breakdown dialog box opens. Breakdown is determined automatically by default. Mainly this is used for page breaks in sheets. (Figure A-32)

6.

Click Finish. The Facility Information form opens. (Figure A-33)

7.

Right-click form and go to Show Enclosing Group Box>[Name of Group]. (Figure A-34)

8.

Continue grouping Data Fields as required. The Facility Information form is complete. (Figure A-35) Tip:

You can drag and drop the labels around the form as required.

Figure A-29: From the New Sheet dialog box, select Form.

Figure A-30: Enter Facility Information, the name of the form, in the New Sheet - Name dialog box.

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Figure A-31: Select the items that you want displayed as data fields on the form.

Figure A-32: The Breakdown page is automatically configured.

Figure A-33: The Facility Information Form after you click Finish in the Breakdown dialog box.

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Figure A-34: By right-clicking the form, you can group your data fields. The groupings and names of the form’s groups are based on the groups that you creating in the hierarchy.

Figure A-35: The finished Facility Information form.

Additional Worksheets

We are going to add some additional worksheets for the Administration collection, namely - Team Members and for Drawings.

Adding a Team Members Page

To add a worksheet to list our team members: Step

Action

1.

Click Sheets in Project Settings.

2.

Click Add on the Sheets bar. Or Right-click the field and select Add from the pop-up menu. The New Sheets dialog box opens.

3.

Select Worksheet and click Next. The New Sheets - Name dialog box opens. (Figure A-36)

4.

Enter the Team Members as the name and click Next. The New Sheets - Columns dialog box opens. (Figure A-37)

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Step 5.

Action Select the columns and click Next. The New Sheets - Headers dialog box opens. (Figure A-38) The Team members worksheet does not require headers in this example.

6.

Click Next. The New Sheets - Breakdown dialog box opens.

7.

Click Finish. The Team Members worksheet opens. (Figure A-39)

Figure A-36: Enter Team Members in the Use the Following name field.

Figure A-37: Select the items that you want displayed as columns. If you select Team, it would appear as a heading over the four columns chosen.

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Figure A-38: The Team Members worksheet does not require headers, so click Next.

Figure A-39: The Team Members worksheet after the wizard finished. Notice the multiple column headings.

Adding the Drawing Worksheet

In a similar manner to the Team Members worksheet, create the Drawings worksheet. ( )

Figure A-40: The Drawings worksheet is created in the same manner as the Team Members worksheet.

Displaying the Risk Technique in Worksheets

After creating the sheets for the Administration information, we need to create worksheets for the study. We are going to create three worksheets for the risk technique: • • •

Systems & Subsystems. Risk Technique. Recommendations.

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Adding the Systems Worksheet

Tutorial A: Creating a Template From Scratch

To add the SYSTEMS worksheet: Step

Action

1.

Click Sheets in Project Settings.

2.

Click Add on the Sheets bar. Or Right-click the folder and select Add from the pop-up menu. The New Sheets dialog box opens.

3.

Select Worksheet and click Next. The New Sheets - Name dialog box opens.

4.

Select SYSTEMS as Name and click Next. (Figure A-41) The New Sheets - Columns dialog box opens.

5.

Select Systems and Subsystems as columns and click Next. (Figure A-42) The New Sheets - Headers dialog box opens. Note: There is nothing above Systems in the hierarchy, so skip Headers.

6.

Click Next. The New Sheets - Breakdown dialog box opens.

7.

Click Finish. The SYSTEMS worksheet opens. (Figure A-43)

Figure A-41: Select SYSTEMS from the Use the name of the following hierarchy item field.

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Figure A-42: Select the Systems and Subsystems hierarchy items as columns.

Figure A-43: The SYSTEMS worksheet. Notice that there are only two columns displayed. If we selected SYSTEMS and SUBSYSTEMS, we would have had multiple headings.

Adding the Risk Technique Worksheet

We are now going to create a worksheet call Risk Technique. To add the Risk Technique worksheet: Step

Action

1.

Click Sheets in Project Settings.

2.

Click Add on the Sheets bar. Or Right-click the field and select Add from the pop-up menu. The New Sheets dialog box opens.

3.

Select Worksheet and click Next. The New Sheets - Name dialog box opens.

4.

Enter Risk Technique as the name and click Next. (Figure A-44) The New Sheets - Columns dialog box opens.

5.

Select the remaining items as columns and click Next. (Figures A45 to A-47) The New Sheets - Headers dialog box opens. Note: Select Recommendations column from under the CAUSES list. The other RECOMMENDATIONS list is the master list. In this master list, the Recommendations are only listed once, if they are repeated in the study.

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Step 6.

Action Select Systems and Subsystems as headers and click Next. (Figure A-48) The New Sheets - Breakdown dialog box opens.

7.

Click Finish. The Risk Technique worksheet opens. (Figure A-49)

Figure A-44: Name the worksheet Risk Technique.

Figure A-45: Check the columns for this worksheet.

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Figure A-46: Scroll down to keep selecting columns.

Figure A-47: Notice there are two sets of RECOMMENDATIONS - under CAUSES and in the master list outside the Hierarchy at the bottom. The one at the bottom is to be used for the Recommendations worksheet. It’s the “Master list”.

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Figure A-48: Select Systems and Subsystems at the top as the Headers. This allows you to access Systems and Subsystems in the worksheet as drop-down headers.

Figure A-49: The Risk Technique worksheet opens when the wizard is finished.

Adding the Recommendations Worksheet

In a similar manner to the SYSTEMS worksheet, create the RECOMMENDATONS worksheet. ( )

Figure A-50: Select the two fields under the RECOMMENDATIONS list (outside SYSTEMS level) for the columns in the worksheet.

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Figure A-51: The RECOMMENDATIONS worksheet is created in the same manner as the Systems worksheet. Here you may add more columns, for example - Responsibility, Actions Taken, Start Date, End Date, etc.

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Formatting your Forms and Worksheets You can now format the forms and worksheetsthat you have created. This section discusses the following topics: Formatting Forms on page 419. Formatting Worksheets on page 419. Formatting Forms

You can format forms by clicking on the form and selecting the appropriate function. You can also drag and drop the fields in a form. For more information, see Customizing Headers and Data Fields on page 159.

Figure A-52: The right-click opens a pop-up menu which allows you to format your Form. For more information, see Adding a Facility Information Form on page 407.

Formatting Worksheets

When you created the worksheets earlier in the chapter, you will have noticed that some display multiple column headings when they are first displayed. You may: • • • • •

Hide the extra headings Rename the column headings. Drag and rearrange the columns. Format the columns and headings - color, font, etc. (Use Print Preview to view the changes). Change the column widths. Tip: You can use Shift or Ctrl key to select more than one column to format them at once.

• •

Set filters for Print and Copy From. Set headers and footers for your worksheet in Print.

For more information, see Customizing Columns on page 172.

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Figure A-53: The Risk Technique worksheet as it first appears.

Figure A-54: When you right-click a heading, cell, header, or data field, a pop-up menu opens. This allows you to format the worksheet. In the above example, we are hiding the Code heading.

Figure A-55: The Risk Technique worksheet after the extra headings have been hidden and the columns have been rearranged.

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Rearranging the Sheets Once you have created and formatted your sheets, you want to place them in the order in which the sheets are to be used in the study. You do this by placing the sheets in descending order from start to finish. Once you have the correct order, you can group related sheets into a collection. All sheets that belong to a collection, appear on the same template tab. For example, you can create a collect.ion called Administration and add the Facility Information, Team Members and Documents sheets to it. When you do this, you create a tab called Administration that lists these sheets. The order, in which the sheets are listed in the collection in the sheets hierarchy, is the order that their icons are displayed on the left hand side of the tab. For more information, see Arranging the Sheets in a Collection on page 421. You do not have to group sheets together. You can leave them as independent sheets. Each independent sheet appears as a tab across the top of the template. The descending order of the sheets hierarchy is represented in a left to right order. This section discusses the following topics: Arranging the Sheets in a Collection on page 421. Renaming a Tab on page 423. Rearranging Tabs on page 424. Arranging the Sheets in a Collection

We are going to create an Administration collection so that the Facility Information, Team Members and Drawings are organized under Administration tab. To create and arrange sheets in the Administration collection: Step

Action

1.

Add a new sheet - Collection. (Figure A-56)

2.

Name it Administration.

3.

Finish the new sheets wizard without selecting any worksheets to get a blank Administration collection. (Figure A-57)

4.

Under Sheets, rearrange the sequence of the sheets by drag and drop with the mouse. Drag the following sheets into Administration: (Figure A-58) • • •

5.

Facility Information. Team Members Drawings.

When the sheets have been added to the Administration collection, click the Administration tab. (Figure A-59)

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Figure A-56: Select Collection from the New Sheet dialog box.

Figure A-57: When you click Finish, the new collection opens. Since you have not added any pages to the collection, both the icon list and the page are blank.

Figure A-58: Drag and drop the sheets into the Administration collection.

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Figure A-59: When you click on the Administration tab, you will see icons for the added sheets, and that the individual tabs have been removed from across the top.

Renaming a Tab

You can easily rename your tabs. For our example, we are going to change the name SYSTEMS to Systems & Subsystems. To rename a tab: Step

Action

1.

Right-click the SYSTEMS tab. (Figure A-60)

2.

Select Sheet Properties.

3.

In the Use the following Name field, enter Systems & Subsystems. (Figure A-61)

4.

Click OK.

Figure A-60: You can access Sheets Property by right clicking the tab.

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Figure A-61: Enter the new name in the Use the following name field.

Rearranging Tabs

You can rearrange the tabs that are across the top. This allows you to place the tabs the you use the most often in a location that is handy for you. If you compare the order of the tabs with the list of the sheets in Sheets, you will notice that the tabs are in the same order, going from left to right, that the sheets are listed ( ). To rearrange the tabs: Step

Action

1.

Go to Sheets in Project Settings. (Figure A-62)

2.

Drag and drop the sheets into the appropriate order from top to bottom. (Figure A-63)

3.

Repeat Step 2 until the sheets are in the appropriate order. (Figure A-64)

Figure A-62: In the exercise we want to move the Settings and Data Settings tabs to the right. If you compare the order of the sheets in Sheets with the order of the tabs across the top, you can see the relationship.

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Figure A-63: In Sheets in Project Settings, drag and drop the Settings and Data Check sheets to the bottom of the list.

Figure A-64: When we look at Sheets, we can see that Settings and Data Check are at the bottom of the list; when we look at the tabs, we can see that they are at the right hand side of the tabs.

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Further Customization You can now use additional features that would help you with the study. These include, but are not limited to: • • • • • • • •

Printing and setting filters for printouts. Establishing Data Checks. Creating Libraries. Comparing different studies. Modifying existing template for different purposes. Revalidating or updating existing studies. Protecting files, assigning different levels of access to files. Create formulas to do statistical analysis. and more...

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Tutorial B: Data Mirroring

TUTORIAL B: DATA MIRRORING Data mirroring allows you to dynamically link different worksheets to avoid duplication of work. Unlike the Reference function, it allows you link the data selectively and ensures that your studies are updated when changes are made in the future. It is ideal for linking independent worksheets in your study. For example you might want to link the following sets of worksheets: • • •

Work Orders with Risk Analysis. BOM with Risk Analysis. PFC with PFMEA and CP.

By working through this tutorial, and with the detailed step by step procedures elsewhere in the manual, you can set up data mirroring in your study. This section discusses the following topics: Adding Data Mirroring on page 428. Entering Information in the Data Mirrored Fields on page 432.

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Adding Data Mirroring Data mirroring works when you have separate worksheets using separate, parallel structures in your hierarchy. The hierarchy in this tutorial has two similar, parallel hierarchical structures - Process and Process*. ( When you add data mirroring to your study, you mirror one list field to another, and PHA-Pro automatically mirrors the fields under the list. For example if you have three fields under each list, all three will be mirrored. If you have two fields under one list and three under the other, only the first two fields listed are mirrored.

Figure B-1: In the Hierarchy, the two parallel hierarchies are similar but not the same.

For this tutorial, you must first create a file call Data Mirror Sample File with the hierarchy shown in figure B-1. To add data mirroring to the study: Step

Action

1.

Open the Data Mirroring Sample file.

2.

Go to Project Settings.

3.

Click Hierarchy.

4.

Select Process.

5.

Click Mirroring. The Mirroring tab opens. (Figure B-2)

6.

Click Add. The Add Mirroring dialog box opens.

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Step

Action

7.

Select Process*. (Figure B-3)

8.

Click OK. The Add Mirroring dialog box closes, and the mirror data field(s) appear in the field(s) to mirror field. (Figure B-4)

9.

Go to the Options section.

10.

From the drop-down lists, you can select the copy options. For this exercise, use the default option - Prompt.

11.

Select these options by checking the appropriate check box: • •

Show “Send To” command on menu. Show Data Mirroring commands on menu. (Figure B-7)

Figure B-2: When you click the Mirroring tab, the Mirroring page opens.

Figure B-3: When you click Add on the Mirroring page, the Add Mirroring pop-up window opens. It shows the list fields that you can mirror to. Select PROCESS*.

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Figure B-4: When you click OK, the Add Mirroring pop-up window closes. The mirrored field is listed, and Prompt is the default for the options.

Figure B-5: From the Add Process* drop-down list, select the option for adding information. Repeat for the Add Process drop-down list.

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Figure B-6: From the Remove Process* drop-down list, select the option for removing information. Repeat for the Remove Process drop-down list.

Figure B-7: You then select the check boxes to ensure that the data mirroring commands appear in the right-click pop-up menu.

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Entering Information in the Data Mirrored Fields Now that you have created the mirroring for the study, you are going to add data to the Risk Analysis page, which contains the Process field. This section discusses the following topics: Entering Information on page 432. Adding Missed information on page 434. Adding Process Numbers on page 434. Adding the Receiving Information on page 435. Adding Hyperlinks to the Processes Field on page 435. Adding Hyperlinks to the Processes* Field on page 436. Entering Information

To enter information in a data mirrored field: Step 1.

Action Double-click the Processes cell. A thick border surrounds the cell, indicating that the cell is active.

2.

Begin to enter “Separation” in the cell. Dialog box opens on screen.

3.

Click Yes. (Figure B-8) Box closes and cell is active.

4.

Finish entering “Separation”, and click Enter. New row appears with Processes cell being active.

5.

Repeat steps 2 to 4 and enter the word “Fastening” rather than “Separation”.

6.

After you have entered “Fastening”, enter “Restructuring” Dialog box appears on screen.

7.

Click No. (Figure B-9) Box closes and cell is active.

8.

Finish entering “Restructuring”, and click Enter. New row appears with Processes cell being active.

9.

Repeat steps 6 to 8, entering the word “Shipping”.

10.

Repeat steps 6 to 8, entering the word “Receiving”. The Risk Analysis worksheet should resemble Figure B-10. The Work Order worksheet should resemble Figure B-11.

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Figure B-8: Because Prompt was the option selected, you must answer Yes to mirror the data.

Figure B-9: The advantage of using Prompt instead of automatically mirroring data is that you can choose not to mirror some data.

Figure B-10: The Risk Analysis worksheet after all the data has been entered in the Processes column.

Figure B-11: The Work Order worksheet after all the data has been entered in the Processes column in the Risk Analysis page.

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Adding Process Numbers

Tutorial B: Data Mirroring

In a similar fashion, add the following Process Numbers to the file: Process

Process Number

Separation

1234

Fastening

1345

Restructuring

1456

Shipping

1567

Receiving

1678

Figure B-12: The Risk Analysis worksheet after adding the Process Numbers.

Figure B-13: The Work Order worksheet after adding the Process Numbers to the Risk Analysis worksheet.

Adding Missed information

After adding the information, you realize that “Shipping” also has to be added to the Work Order worksheet. You are now going to mirror the information using the Send To command. To mirror the “Shipping” information: Step

Action

1.

Click the Risk Analysis tab.

2.

Right-click the Shipping Cell cell. The cell can be edited.

3.

Go to Send To>Process*. (Figure B-14) The row is now mirrored. (Figure B-15)

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Figure B-14: We are going to use the Send To command to send the information that we did not originally mirror.

Figure B-15: We have now mirrored both the process and the process number to the Work Order page.

Adding the Receiving Information

In a similar fashion, add the Receiving information to the Work Order sheet.

Figure B-16: The Work Order page after Receiving has been added.

Adding Hyperlinks to the Processes Field

PHA-Pro allows you to insert hyperlinks between the linked data fields. This allows you to move from the data field on one page to its linked data on another without having to use the right-click menu. To add hyperlinks between mirrored data fields: Step

Action

1.

Go to Project Settings.

2.

In the left hand pane, click Hierarchy.

3.

Select Processes. This is the field to which you are adding the hyperlink.

4.

In the right hand pane, click the Mirroring tab.

5.

Select the Show hyperlink in cell check box. (Figure B-17)

6.

Click Link Options.

7.

Select the Include in printed/exported output check box in the Hyperlink options dialog box. (Figure B-18) This option allows the hyperlink to be exported along with the data in the file. The hyperlink is now added to the Processes field. (Figure B-19)

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Figure B-17: When you click the Show hyperlink in cell check box, a link options button appears.

Figure B-18: To export the hyperlink along with the data, select the Include in printed/ exported output check box.

Figure B-19: The Risk Analysis sheet showing the hyperlink added to Processes.

Adding Hyperlinks to the Processes* Field

In the same manner, add hyperlinks to the Processes* field.

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Figure B-20: The Work Order sheet showing the hyperlinks added to the cells.

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Tutorial C: Plotting Your Analyses

TUTORIAL C: PLOTTING YOUR ANALYSES PHA-Pro allows you to easily create charts from scratch. By following the detailed step by step procedures in this tutorial, you can learn to create customized charts for your studies. This section discusses the following topics: Creating 2-D Bar, 2-D Line and Pareto Charts on page 439. Creating a 3-D Bar Chart on page 451.

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Creating 2-D Bar, 2-D Line and Pareto Charts The simplest charts to create are the 2-D Line, 2-D Bar and Pareto charts. When creating these charts, you usually only have to identify the x-axis and y-axis data, and PHA-Pro does the rest. This section discusses the following topics: Creating a 2-D Bar Chart on page 439. Formatting the Chart on page 443. Creating a Pareto Chart on page 446. Formatting the Pareto Chart on page 447. Adding the Cumulative Total on page 447. Creating a 2-D Bar Chart

In this example, you are going to create a 2-D bar chart using the HAZOP Sample.pha file. The chart will graph the recommendations and their cost. To create a 2-D bar chart: Step 1.

Action Right-click any tab and select Add from the drop-down menu. (Figure C-1) The New Sheet dialog box opens, displaying a list of objects you can add to your file.

2.

Click Chart. (Figure C-2)

3.

Click Next. The New Sheet - Name dialog box opens.

4.

Name the Chart by creating a custom label: 1. 2.

5.

Click Use the following name. Enter “Cost of Recommendations” in the available field. (Figure C-3)

Click Next. The New Sheet - Chart Types dialog box opens.

6.

Click 2-D Bar. (Figure C-4)

7.

Click Next. The New Sheet - x-axis dialog box opens.

8.

Click the Recommendations radio button. (Figure C-5) Note: Nodes and Recommendations are the upper level choices. Never drill down to a lower level.

9.

Click Next. The New Sheet - Formula dialog box opens. Note: For most 2-D charts and Pareto charts, you do not have to enter a formula, you just have to select y-axis field.

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Step 10.

Action Click to open the Insert Reference dialog box to select a data element from your file. (Figure C-6) Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button.

11.

In the dialog box, select Cost of Implementation.

12.

From the Relative to drop-down list, select X-axis items. (Figure C-7)

13.

Click OK.

14.

Click Finish. (Figure C-8) The New Sheet - Formula dialog box closes and the chart appears. (Figure C-9)

Figure C-1: You can add a chart either by going to Project Settings>Sheets or simply right-clicking a tab.

Figure C-2: Once you have clicked Add, select Chart on the New Sheet dialog box.

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Figure C-3: Name the chart and then click Next.

Figure C-4: After naming the chart, select 2-D Bar Chart.

Figure C-5: When selecting the x-axis for a 2-D line, 2-D bar or Pareto Chart, always select the axis from the highest hierarchical point.

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Figure C-6: The y-axis is selected in the New Sheet - Formula dialog box. Click Inset Reference and...

Figure C-7: Select the y-axis reference from the hierarchy. Then select X-axis items from the Relative to: drop-down list.

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Figure C-8: After clicking OK, the Insert Reference dialog box closes, and the reference is entered in the field.

Figure C-9: The chart needs to be formatted before it can be distributed.

Formatting the Chart

As you can see from used.

, the chart requires formatting before it can be

To format the chart: Step

Action

1.

Right-click the chart.

2.

Select Format Chart from the pop-up menu. (Figure C-10) The Chart Options dialog box opens.

3.

Ensure that the dialog box is open to Chart.

4.

Change the Width to 8 inches.

5.

Select the Swap X and Y axes check box. (Figure C-11)

6.

Click the Font tab.

7.

Change Font Size to 8, by selecting 8 from the Size list. (Figure C12)

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Step

Action

8.

Click X-axis in the left pane.

9.

Select Horizontal from the Label Rotation drop-down list. (Figure C-13)

10.

Click Y-axis in the left pane.

11.

Change the Axis Title to Cost of Implementation. (Figure C-14)

12.

Click Item Value in left pane.

13.

Replace Item Value in the Legend field with Cost in Dollars. (Figure C-15)

14.

Click Bar Fill tab.

15.

Select Cross Hatched from the Pattern drop-down list.

16.

Select Blue from the Color palette. (Figure C-16)

17.

Click OK. The Chart Options dialog box closes and the chart is displayed. (Figure C17)

Figure C-10: Select Format Chart on the right-click pop-up menu to access the Chart Options dialog box.

Figure C-11: The Chart tab in the Chart Options dialog box allows you to set the width and height of the chart, as well as swap X- and Y-axes.

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Figure C-12: The Font tab allows you to choose the font, font size and whether you want the text to be bold and/or italic.

Figure C-13: The Label tab for the X-axis allows you to change the name, rotate the label, select if you want the item text, or number, from the worksheet, and set the text length.

Figure C-14: The Label tab for the Y-axis allows you to change the name and rotate the label.

Figure C-15: When you change the name in the Legend field, the name under Values changes. In the above figure, Item Value has been changed to Cost in Dollars in both panes.

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Figure C-16: The Bar Fill tab allows you to change the pattern and the color of the bars.

Figure C-17: The formatted chart is now ready for distribution.

Creating a Pareto Chart

Using the same fields, you are going to create a Pareto chart. To create a Pareto chart: Step 1.

Action Right-click any tab and select Add from the drop-down menu. (Figure C-1) The New Sheet dialog box opens, displaying a list of objects you can add to your file.

2.

Click Chart. (Figure C-2)

3.

Click Next. The New Sheet - Name dialog box opens.

4.

Name the Chart by creating a custom label: 1. 2.

5.

Click Use the following name. Enter “Cost of Recommendations” in the available field. (Figure C-3)

Click Next. The New Sheet - Chart Types dialog box opens.

6.

Click Pareto Graph.

7.

Click Next. The New Sheet - x-axis dialog box opens.

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Step 8.

Action Click the Recommendations radio button. (Figure C-5) Note: Nodes and Recommendations are the upper level choices. Never drill down to a lower level.

9.

Click Next. The New Sheet - Formula dialog box opens. Note: For most 2-D charts and Pareto charts, you do not have to enter a formula, you just have to select y-axis field.

10.

Click to open the Insert Reference dialog box to select a data element from your file. (Figure C-6) Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button.

11.

In the dialog box, select Actual Cost.

12.

From the Relative to drop-down list, select X-axis items. (Figure C-7)

13.

Click OK.

14.

Click Finish. The dialog box closes and the chart appears. (Figure C-18)

Formatting the Pareto Chart

Although the chart is created, it still needs to be formatted before it can be distributed. To format the Pareto chart: Step

Action

1.

Right-click the chart and select Format Chart from the pop-up menu.

2.

Change the Width to 8 inches.

3.

Click the Font tab.

4.

Change Font Size to 8, by selecting 8 from the Size list. (Figure C12)

5.

Select Y-axis in the left pane.

6.

Enter “Value in Dollars” in the Axis Title field.

7.

Click Value (Item Value) in the left pane.

8.

Enter “Cost in Dollars” in the Legend field.

9.

Click OK. The Chart Options dialog box closes and the chart is visible. (Figure C19)

Adding the Cumulative Total

PHA-Pro allows you to add the cumulative total cost to the Pareto chart.

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To add the cumulative total: Step

Action

1.

Right-click the chart.

2.

Select Format Chart from the pop-up menu.

3.

In the left pane, click Cumulative Total.

4.

Click the Show check box. The Cumulative Total bars are added next to the Cost in Dollar bars. (Figure C-20)

5.

Click Stacked Bars. The cumulative total bars are moved to the top of the Cost in Dollar bars. (Figure C-21)

6.

If you want to remove the Cumulative Percentage line: (Optional) 1. 2.

7.

Click Cumulative Percentage of Total. Deselect the Show check box. (Figure C-22)

Click OK. The Chart Options dialog box closes and the chart is visible. If you left the Cumulative Percentage of Total line in the chart, it should resemble Figure C-23. If you took the line out of the chart, it should resemble Figure C-24.

Figure C-18: The Pareto chart needs to be properly formatted.

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Figure C-19: Using the Chart Options dialog box, the chart can be quickly and easily formatted for distribution.

Figure C-20: Adding the stacked Cumulative Total bars is a two step approach. First you select Show and...

Figure C-21: Then you select Stacked Bars.

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Figure C-22: The resulting chart has both the Cumulative Total stacked bar and the Cumulative Percentage line.

Figure C-23: To remove the Cumulative Percentage line, in Chart Options, you select Cumulative Percentage and deselect the Show check box.

Figure C-24: The Pareto chart with the Cumulative Percentage line removed.

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Tutorial C: Plotting Your Analyses

Creating a 3-D Bar Chart Creating a 3-D bar chart is more complicated than creating a 2-D chart because you have to create and enter a formula into the formula field. When you create your 3-D charts, you will find that the most common function that you use is Count, which is found under statistical/combining in the formula field. Often in creating the bar chart you are counting consequences of an event. In a 3D Bar chart, you set your risk parameters as your x- and y- axes. You set your data points for your formula, usually under consequences. This section discusses the following topics: Creating a 3-D Bar Chart on page 451. Formatting the Chart on page 459. Creating a 3-D Bar Chart

This tutorial uses the Sample HAZOP.pha file. You are going to create a chart that examines the consequences of Severity versus Likelihood for Capital Losses. To create a 3-D bar chart: Step 1.

Action Right-click any tab and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file.

2.

Click Chart.

3.

Click Next. The New Sheet - Name dialog box opens.

4.

Name the Chart by creating a custom label: 1. 2.

5.

Click Use the following name. Enter “Number of Consequences by Severity and Likelihood (Before Risk Reduction)” in the available field. (Figure C-25)

Click Next. The New Sheet - Chart Types dialog box opens.

6.

Select 3-D Bar Chart. (Figure C-26)

7.

Select Next. New Sheet - x-axis dialog box opens.

8.

In the field open Risk Systems.

9.

Open the General Matrix.

10.

Select Severity as your x-axis. (Figure C-27)

11.

Click Next. New Sheet - y-axis dialog box opens.

12.

In the field open Risk Systems.

13.

Open the General Matrix.

14.

Select Likelihood as your y-axis. (Figure C-28)

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Step 15.

Action Click Next. New Sheet - Formula opens.

16. 17.

In the Formula field, enter “COUNT(”. Click to open the Insert Reference dialog box to select a data element from your file. (Figure C-29) Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button.

18.

Go to Nodes>Deviations>Causes>Consequences.

19.

Open Before Risk Reduction.

20.

Select the Severity reference.

21.

Select Breakdown item in the Relative to drop-down list. (Figure C-30)

22.

Click OK.

23.

Enter “=” in the field. (Figure C-31)

24.

Click

to open the Insert Reference dialog box.

Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button. 25.

Open the General Matrix.

26.

Select the Severity.

27.

Select X-axis items in the Relative to drop-down list. (Figure C-32)

28.

Click OK.

29.

Enter “AND”. (Figure C-33)

30.

Click

to open the Insert Reference dialog box.

Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button. 31.

Go to Nodes>Deviations>Causes>Consequences.

32.

Open Before Risk Reduction.

33.

Select the Likelihood reference.

34.

Select Breakdown item in the Relative to drop-down list. (Figure C-34)

35.

Click OK.

36.

Enter “=” in the field. (Figure C-35)

37.

Click

to open the Insert Reference dialog box.

Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button. 38.

Open the General Matrix.

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Step

Action

39.

Select the Likelihood.

40.

Select Y-axis items in the Relative to drop-down list. (Figure C-36)

41.

Click OK. The dialog box closes.

42.

At the end of the formula, enter “)”. (Figure C-37)

43.

Click Finish. The chart opens. (Figure C-38)

Figure C-25: Naming a 3-D Bar chart is the same as naming a 2-D bar or line chart, or a Pareto Chart.

Figure C-26: On the Chart Type dialog box, select 3-D Bar Chart.

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Figure C-27: Drill down through Risk Systems to the General Matrix, and select Severity as your x-axis.

Figure C-28: Select Likelihood from the General Matrix as your y-axis.

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Figure C-29: Entering the formula for a 3-D chart is more complicated than for a 2-D chart or Pareto chart. First you enter the function - in this case it is “COUNT(”.

Figure C-30: To count the consequences, you have to drill down under Nodes to Consequences, and under Before Risk Reduction, select Severity. This number is relative to the breakdown of information.

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Figure C-31: You have to create a relationship between the breakdown of information and the risk matrix. Enter an “=” to the Formula page...

Figure C-32: And then, in the Insert Reference dialog box, select Severity under the General Matrix.

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Figure C-33: By selecting x-axis items in the relative to drop-down list you have set up the relationship between the information in the Consequences category and the matrix. You must also create the same relationship for the y-axis. Add “AND” after the formula you just created.

Figure C-34: Open the Insert Reference dialog box and select Likelihood under Before Risk Reduction in Consequences.

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Figure C-35: Again you have to relate the information back to the matrix. Enter an “=” and....

Figure C-36: Select Likelihood under the General Matrix, making it relative to the y-axis items.

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Figure C-37: Close the formula by adding a parenthesis “)” at the end.

Figure C-38: After clicking Finish, the dialog box closes and the chart appears.

Formatting the Chart

When you examine the chart, you notice that the z-axis is not named. You are going to add a label to the z-axis, and rotate the chart. To format the chart: Step 1.

Action Right-click the chart. Pop-menu opens.

2.

Select Format Chart from the pop-up menu.

3.

In the left pane, select z-axis.

4.

Enter “Number of Consequences” in the Axis Title field. (Figure C39)

5.

Click OK. Chart Options dialog box closes.

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Step 6.

Action Rotate the chart 180 degrees to the left: 1. 2. 3.

Place the mouse on the right side of the chart. How the left button down. (Figure C-40) Drag the button to the left. (Figure C-41)

The chart is rotated.

Figure C-39: As can be seen in the previous diagram, there was no title for the z-axis. Add the title in the Chart Options dialog box.

Figure C-40: To rotate the chart, place the cursor on the chart and hold down the left mouse button and...

Figure C-41: Drag the cursor to rotate the chart to the new view.

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Tutorial D: Creating Dependency Matrices

TUTORIAL D: CREATING DEPENDENCY MATRICES In this tutorial, we are going to examine dependency matrices. We are going to make two versions of the same matrix, one uses manual data mirroring and the other uses conditional data mirroring. This section discusses the following topics: What are Dependency Matrices? on page 462. Dependency Matrices in PHA-Pro on page 463. Creating the Hierarchy on page 464. Creating a Simple Dependency Matrix on page 466. Creating a Cascading Dependency Matrix with Conditional Data Mirroring on page 476.

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What are Dependency Matrices? Frequently decision making in risk assessments is based on two or more conditions being met. The dependency matrix helps you to compare two or more lists. When you have 2 lists, one list is represented by a row across the top of the sheet and the other a column at the left side of a sheet. The intersection of the row and column is the matrix selection that correlates adjoining X and Y values.

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Dependency Matrices in PHA-Pro Dependency Matrices are available only in the root directory of the template hierarchy. When you select the Dependency Matrix item in the Hierarchy, a wizard helps you to set the parameters of the matrix as required.

Figure D-1: Each of the above lists and matrix represent different hierarchy items as well as separate pages in the study.

At a minimum, the default parameters of the Dependency Matrix are: 1. A vertical list at the left of the worksheet with optional associated Category and Formula columns. In our tutorial, the vertical list is Recommended Controls. 2. A horizontal list across the top of the worksheet and an optional associated horizontal formula row at the bottom. In our tutorial, the horizontal list is Priority Levels. 3. The Matrix selection area has a reference field or reference field in a list. In our tutorial, the matrix is Level 1 Dependency Matrix. 4. A Destination List for conditional or manual Data Mirroring from Matrix Selection and its adjoining HORIZONTAL and VERTICAL values. In our tutorial, the destination list is High Priority To Do List. Tip: Destination lists can include other dependency matrices.

Dependency Matrices and Conditional Mirroring

When used in conjunction with conditional data mirroring, Stature can automatically enter data elsewhere in the study, depending on the entry in the matrix. You would find the dependency matrices and conditional data mirroring useful in the following circumstances: • • • •

In a HAZOP, based on the severity ranking, the associated cause and consequence pair are qualified for LOPA analysis. The QFD I/II/III process of APQP methodology can automatically cascade qualified data from QFD I to II and then to III. In a regular Process-FMEA, you can automatically generate data and send to the Control Plan. FMEAs and other quality specifications can be joined to the Requirements Matrix by automatically qualifying and then mirrored, based on weighted scores and importance of the requirements.

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Creating the Hierarchy For the tutorials in this chapter, you need to create a new study called dependency matrix. It has a simple hierarchy, consisting of the following hierarchy items and sheets: •

Under Codes and Categories, there is one category: •

Dependency Matrix. It uses a Number field for the codes and has a text field for the description. There are 2 codes - 1 and 2. (“1” means cascade to the next level and 2 means do nothing.)

Figure D-2: There two codes in the Dependency Matrix category. “1” means cascade to the next level; “2” means do nothing.

•

Under Hierarchy, there are four Lists: • • • •

Recommended Controls Priority Levels. High Priority to Do List. Final To Do List.

Each list contains one text field.

Figure D-3: There are four List Hierarchy items. These provide the necessary fields to create two cascading dependency matrices.

Under Sheets, there are four sheets: ( • • • •

)

Priority. (Figure D-5) Recommended Controls. (Figure D-6) High Priority To Do List. Final To Do List.

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Figure D-4: There is one sheet to go with each of the List fields. The High Priority To Do List and the Final To Do List are destination lists and are empty.

Figure D-5: For these tutorials, we are going to have three priority levels - High, Medium and Low.

Figure D-6: The Recommended Controls worksheet consists of a list of recommended actions. You can make this list any length that you want.

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Creating a Simple Dependency Matrix The first dependency matrix we are going to create is a simple matrix with manual data mirroring. Tip: Dependency matrices have to be at the top level when they are created.

To create a simple dependency matrix: Step

Action

1.

Highlight Study and click Add. (Figure D-7)

2.

Select Dependency Matrix.

3.

Click Next. (Figure D-8)

4.

Change the Full Name to Level 1 Dependency Matrix.

5.

Click Next. (Figure D-9)

6.

Select Priority Levels as the x-axis. We are using priority levels as the x-axis since they do not change in number. This means that all levels can always be seen by the user.

7.

Click Next. (Figure D-10)

8.

Select Recommended Controls as the y-axis. This allows you to add new controls to the bottom of the dependency matrix.

9. 10.

Click Next. (Figure D-11) For the Matrix Intersection: 1. 2.

Select Reference field as the Type of field. Select Dependency Matrix in Codes and Categories.

11.

Click Next. (Figure D-12)

12.

Click Next. (Figure D-13) We are not creating and adding any formulas to the dependency matrix.

13.

Select the Destination List: 1. 2.

14.

Click the Mirror data to the following list check box. Select High Priority To Do List.

Select the Mirror manually using the send to command radio button. For this exercise we are going to create a manually mirrored matrix. In the next exercise, we are going create a matrix with conditional data mirroring.

15.

Click Next. (Figure D-14)

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Step 16.

17.

Action Enter the formula for destination field value COMBINETEXT(Recommended Controls, “”, “”): 1. 2. 3.

Click . Goto Text>COMBINETEXT. (Figure D-15) Place the cursor before the first comma in the parentheses.

4. 5. 6. 7. 8.

Click . Select Recommended Control text field. Click OK. (Figure D-16) Enter “” before the second comma. Enter “” before the closing parenthesis.

Click Finish. (Figure D-17) The dependency matrix has been added to the hierarchy. (Figure D-18)

18.

Click Sheets.

19.

Click Add. The New Sheet dialog box opens.

20.

Select Dependency Matrix.

21.

Click New. (Figure D-19)

22.

Name the sheet Level 1 Dependency Matrix. You can name the sheet, by carrying out one of the following: 1.

Enter Level 1 Dependency Matrix in the Use the following name field.

or 1. 2.

Select the Use the name of the following hierarchy item radio button. Select the Level 1 Dependency Matrix radio button.

23.

Click Next. (Figure D-20)

24.

Select the Level 1 Dependency Matrix.

25.

Click Finish. (Figure D-21) The dependency matrix is finished. (Figure D-22)

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Figure D-7: From Study, select Add to open the New Hierarchy Item - Type window.

Figure D-8: Select Dependency Matrix and click Next.

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Figure D-9: Name the matrix Level 1 Dependency Matrix.

Figure D-10: Since the number of priority levels is small and is not going to change, we are using Priority Levels for the X-Axis. This makes it easier to use the matrix.

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Figure D-11: Since we are going to be adding further actions to Recommended Controls, we are using that list as the Y-Axis.

Figure D-12: We are going to use a Reference Field for the Matrix intersection. This allows the codes in the Dependency Matrix category to be used in the Dependency Matrix.

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Figure D-13: We are not using any formulas directly in the matrix, so just leave these fields blank.

Figure D-14: We are using the High Priority To Do List as the recipient list of the tasks that have been marked as high priority. As well for this tutorial we are using manual data mirroring to mirror the data to that list.

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Figure D-15: We are going to use the COMBINETEXT function to create the data that is to be entered in the High Priority To Do List.

Figure D-16: The data from the Recommended Control cell is the data to be entered.

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Figure D-17: This formula enters only the text from the Recommended Control field. The two sets of double quotations enter blanks when the combined text is entered in the target field.

Figure D-18: Once you have created the Level 1 Dependency Matrix, the study hierarchy looks like this.

Figure D-19: We now have to add the Dependency Matrix to the Sheets section.

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Figure D-20: We are going to change the name to Level 1 Dependency Matrix by entering the name in the text field. You could also select the Use Name of the following hierarchy item and link it to Level 1 Dependency Matrix hierarchy item.

Figure D-21: Select Level 1 Dependency Matrix and click Finish to create the page.

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Figure D-22: The finished Level 1 Dependency Matrix.

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Creating a Cascading Dependency Matrix with Conditional Data Mirroring In the second example, we are going to create two dependency matrices with conditional data mirroring. We are going to use the same hierarchy as we did in the first example. We are going to use the dependency matrices along with conditional data mirroring to focus the to do lists to show only those actions that were marked as high priority in the dependency matrix. When we are finished, all of the Recommended Controls items are listed in the Level 1 Dependency Matrix. Any item that get a “1” in the High Priority column becomes automatically listed in both the High Priority To Do List and in the Level 2 Dependency Matrix. Any time that gets a “1” in the High Priority column in the Level 2 Dependency Matrix is automatically listed in the Final To Do list. Tip: The interim list does not have to be shown.

Creating the Level 1 Dependency Matrix

To create the level 1 dependency matrix: Step

Action

1.

Highlight Study and click Add. (Figure D-7)

2.

Select Dependency Matrix.

3.

Click Next. (Figure D-8)

4.

Change the Full Name to Level 1 Dependency Matrix.

5.

Click Next. (Figure D-9)

6.

Select Priority Levels as the x-axis. We are using priority levels as the x-axis since they do not change in number.

7.

Click Next. (Figure D-10)

8.

Select Recommended Controls as the y-axis. This allows you to add new controls to the bottom of the dependency matrix.

9. 10.

Click Next. (Figure D-11) For the Matrix Intersection: 1. 2.

Select Reference field as the Type of field. Select Dependency Matrix in Codes and Categories.

11.

Click Next. (Figure D-12)

12.

Click Next. (Figure D-13) We are not creating and adding any formulas to the dependency matrix.

13.

Select the Destination List: 1. 2.

14.

Click the Mirror data to the following list check box. Select High Priority To Do List.

Select the Mirror data when the following condition is true radio button. (D-23)

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Step 15.

Action We want to set two conditions - that the Priority level is High and that the Dependency Matrix is 1. When finished, the formula looks like:

Priority Levels = "High" AND Dependency Matrix = 1 1. 2. 3. 4. 5.

Click . Under Recommended Controls, select the Priority Levels list item found under New Dependency Matrix. Click OK. (Figure D-24) In the formula box after Priority Levels enter = “High” (Figure D-25) Enter a space.

6. 7. 8.

Click . Goto Logical>AND (Figure D-26) Enter a space.

9. Click . 10. Under Recommended Controls, select the Dependency Matrix reference item found under New Dependency Matrix. 11. Click OK. (Figure D-27) 12. In the formula box after Dependency Matrix enter = 1 16.

Click Next. (Figure D-25)

17.

Enter the formula for destination field value COMBINETEXT(Recommended Controls, “”, “”):

18.

1. 2. 3.

Click . Goto Text>COMBINETEXT. (Figure D-15) Place the cursor before the first comma in the parentheses.

4. 5. 6. 7. 8.

Click . Select Recommended Control text field. Click OK. (Figure D-16) Enter “” before the second comma. Enter “” before the closing parenthesis.

Click Finish. (Figure D-17) The dependency matrix has been added to the hierarchy. (Figure D-18)

19.

Click Sheets.

20.

Click Add. The New Sheet dialog box opens.

21.

Select Dependency Matrix.

22.

Click New. (Figure D-19)

23.

Name the sheet Level 1 Dependency Matrix.

24.

Click Next. (Figure D-20)

25.

Select the Level 1 Dependency Matrix.

26.

Click Finish. (Figure D-21) The dependency matrix is finished. (Figure D-22)

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Figure D-23: For this tutorial we are going to enter a formula for conditional data mirroring.

Figure D-24: Select the Priority levels found under the new dependency matrix icon. This is found under the Recommended Controls list.

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Figure D-25: The first half of the form has now been entered in the Formula box.

Figure D-26: We need to add the AND condition to the formula since we want both conditions of the formula to apply.

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Figure D-27: We are going to start the second half of the formula by selecting the reference to the Dependency Matrix found under the Recommended Controls list.

Figure D-28: Enter the remainder of the formula in the field and click Next.

Creating the Level 2 Dependency Matrix

The items that are mirrored from the Level 1 Dependency Matrix appear in the Level 2 Dependency Matrix. Items that are mirrored in the Level 2 Dependency Matrix appear in the Final To Do List. Although in this exercise, we are still using Priority Levels as the x-axis and Dependency Matrix as the reference field, you can use a different hierarchy items for creating your cascading matrices. To create the Level 2 Dependency Matrix: Step

Action

1.

Highlight Study and click Add. (Figure D-7)

2.

Select Dependency Matrix.

3.

Click Next. (Figure D-8)

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Step

Action

4.

Change the Full Name to Level 2 Dependency Matrix.

5.

Click Next. (Figure D-9)

6.

Select Priority Levels as the x-axis. We are using priority levels as the x-axis since they do not change in number.

7.

Click Next. (Figure D-10)

8.

Select High Priority To Do List as the y-axis.

9.

Click Next. (Figure D-11)

10.

For the Matrix Intersection: 1. 2.

Select Reference field as the Type of field. Select Dependency Matrix in Codes and Categories.

11.

Click Next. (Figure D-12)

12.

Click Next. (Figure D-13) We are not creating and adding any formulas to the dependency matrix.

13.

Select the Destination List: 1. 2.

Click the Mirror data to the following list check box. Select Final To Do List.

14.

Select the Mirror data when the following condition is true radio button. (D-23)

15.

We want to set two conditions - that the Priority level is High and that the Dependency Matrix is 1. When finished, the formula looks like:

Priority Levels = "High" AND Dependency Matrix = 1 1. 2. 3. 4. 5.

Click . Under High Priority To Do List, select the Priority Levels list item found under New Dependency Matrix. Click OK. (Figure D-24) In the formula box after Priority Levels enter = “High” (Figure D-25) Enter a space.

6. 7. 8.

Click . Goto Logical>AND (Figure D-26) Enter a space.

9. Click . 10. Under High Priority To Do List, select the Dependency Matrix reference item found under New Dependency Matrix. 11. Click OK. (Figure D-27) 12. In the formula box after Dependency Matrix enter = 1 16.

Click Next. (Figure D-28)

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Step 17.

18.

Action Enter the formula for destination field value COMBINETEXT(High Priority TTD List, “”, “”): 1. 2. 3.

Click . Goto Text>COMBINETEXT. (Figure D-15) Place the cursor before the first comma in the parentheses.

4. 5. 6. 7. 8.

Click . Select High Priority TTD List text field. Click OK. (Figure D-16) Enter “” before the second comma. Enter “” before the closing parenthesis.

Click Finish. The dependency matrix has been added to the hierarchy.

19.

Click Sheets.

20.

Click Add. The New Sheet dialog box opens.

21.

Select Dependency Matrix.

22.

Click New. (Figure D-19)

23.

Name the sheet Level 2 Dependency Matrix.

24.

Click Next.

25.

Select the Level 2 Dependency Matrix.

26.

Click Finish. The dependency matrix is finished.

You can now start using the dependency matrix. When you select “1” in the High priority level, the task should automatically be mirrored to the destination list. If you select “1” in either the Medium or Low priority levels, the task should not be automatically mirrored. You can, however, still mirror the data by using the Send To command.

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Suggested Reading

SUGGESTED READING Center for Chemical Process Safety. Guidelines for Hazard Evaluation Procedures. Second ed. 1992. Gordon, R.L., R.T. Hessian Jr., H.R. Greenberg, and W.F. Early II. Utilization of PC-Based Hazard and Operability Study Data. A.I.Ch.E., 24th Annual Loss Prevention Symposium, San Diego, CA, August 19-22, 1990. Greenberg, H.R., and J.J. Cramer. Risk Assessment and Risk Management for the Chemical Process Industry. New York: Van Nostrand Reinhold, 1991. Hyatt, N. et al. “Buy workplace risk assessment Software with Confidence.” Hydrocarbon Processing, October 1996, 63-66. Hyatt, N. Guidelines for Process Hazards Analysis, Hazards Identification & Risk Analysis. Richmond Hill, 2003. Hyatt, N. “Use of Computer Software for Process Hazards Analysis (workplace risk assessment).” Chemputers, Vol. IV, 1996. Jones, D.W. “Lessons from HAZOP Experiences.” Hydrocarbon Processing, April 1992, 77-80. Kelly, W.J. “Oversights and Mythology in a HAZOP Program.” Hydrocarbon Processing, October 1991, 114-116. Knowlton, R.E. A Manual of Hazards & Operability Studies. Chemetics International, 1992. Knowlton, R.E. An Introduction to Hazard and Operability Studies, the Guide Word Approach. Chemetics International, 1992. Kletz, T. “Eliminating Potential Process Hazards.” Chemical Engineering, April 1985, 48-68. Kletz, T. HAZOP and HAZAN, Identifying and Assessing Process Industry Hazards. Third ed. Institution of Chemical Engineers, 1992. Kletz, T., E. Broomfield, and C. Shen-Orr. Computer Control and Human Error. Institution of Chemical Engineers, 1995. Lawley, H.G. “Size Up Plant Hazards This Way.” Hydrocarbon Processing, April 1976, 247-258. OSHA 1910.119, Process Safety Management of Highly Hazardous Chemicals. Washington, D.C., 1992.

April 2, 2013

483

PHA-Pro

Suggested Reading

Roach, J.R., and F.P. Lees. “Some Features of and Activities in Hazard and Operability (HAZOP) Studies.” The Chemical Engineer, October 1981, 456462. Scholing, R., and P. Rieff. “What Is Your Corporate Perspective on Loss Prevention?” Hydrocarbon Processing, October 1997, 69-74. Sweeney, J.C. “ARCO Chemical’s HAZOP Experience.” Process Safety Progress, Vol. 12, No. 2, April 1993, 83-91. Wells, G.L. Safety in Process Plant Design. Halsted Press, 1980. Wells, G. et al. “Preliminary Safety Analysis.” J. Loss Prev. Process Ind., Vol. 6, No. 1, 1993, 47-60.

April 2, 2013

484

PHA-Pro

Index

INDEX Numerics 2-D bar chart adding 223 inserting 223 2-D line chart adding 223 inserting 223 2-D scatter plot chart adding 226 creating 226 3-D bar chart adding 224 inserting 224

A Access rights column level 337 disabling 342 document protection 334 field level 337 removing 342 security feature 334 setting 335 studies 334 turning off 342 turning on 335 Accessing change log 318 revision history 321 sheet properties dialog box 305 Activating autotype 152 filters in autotype 156 filters in copy from 150 libraries 139 Adding 2-D bar chart 223 2-D line chart 223 2-D scatter plot chart 226 3-D bar chart 224 a collection 303 blank sheets 301 cascading filters to autotype 156 cascading filters to copy from 150 categories 248 charts 298 check boxes 162 clipbooks 284 code to likelihood scales 242 code to risk ranking scales 242 code to severity scales 242 codes 249 collections 303 columns 172

data fields 160 data mirroring 287 data mirroring hyperlinks 292 data to structured lists 124 dependency matrices 267, 298 drop-down lists to data fields 161 drop-down lists to forms 161 filters to autotype 155 filters to copy from 149 forms 297 formulas 272 global names 284 headers 160 keywords 284 linked diagrams 302 main headings 169 new markers 253, 254 new sheets 295 notes 108 objects from other applications 299 pages to New File Wizard 72 Pareto graph 223 pictures 301 print filters 201 radio button groups 163 radio buttons 163, 164 risk matrix 245 structure lists 266 users to roles 339 Visio diagram 299 Visio diagrams 300 worksheets 295 XML attributes 354 XML elements 351 XML nested elements 352 XML nodes 352 XML record IDs 354 Advantages Checklist Analysis 30 FMEA 34 HACCP 38 knowledge based HAZOP 26 PrHA 36 What If 28 What If/Checklist 31 Aligning column headings 186 data in columns 179, 190 Alternate network installation setup 6 Approving draft 314 revision 314 Assigning password 332 April 2, 2013

485

PHA-Pro

Index

read-only access 330 Attached files checking file size 134 deleting 133 filtering 131 opening 133 printing 133 saving 133 thumbnails 132 Attaching files 132 AutoType activating 152 activating filters 156 adding cascading filters 156 adding filters 155 creating cascading filters 156 creating filters 155 creating multiple columns 154 deactivating 153 deactivating filters 156 feature 152 libraries 138 making drop-down 156 making read-only 156 setting options 153 turning off 153 turning off filters 156 turning on 152 turning on filters 156 using 153

B Backup files 81 Backup options setting parameters 81 Baselines creating 317 definition 311 names 311 Batch exports creating batch files 345 text files 344 XML data 362 Batch file exporting data 344 exporting XML data 362 importing XML data 363 Batch imports XML data 363 Breakdown page breaks 296, 298, 299 removing 121

April 2, 2013

486

PHA-Pro

Index

using 121

C Calculation fields adding 271 Callouts column headings 183 labels 165 Categories exporting 250 importing 251 linking to data 252 Cause by Cause methodology HAZOP 22 Cells changing numbering in 105 changing text flow 189, 193, 194 formatting 192 formatting colors 190, 194 formatting fonts 189, 192 Change Log accessing 318 clearing 319 description 318 printing 319 redoing changes 318 reviewing 318 revisions 318 saving 319 undoing changes 318 Changes redoing 106 undoing 106 Changing file locations 8 languages 73 list levels in structured lists 124 numbering in a list cell 105 password 333 password options 333 role order 336 text flow 167, 178, 185, 189, 193, workspace to window 69 Changing display options columns 172 Changing order of data fields 169 data rows 91 headers 169 hierarchy levels 279 Changing text flow cells 189, 193, 194 column headings 185, 189 columns 178, 189

194

April 2, 2013

487

PHA-Pro

Index

data fields 167, 189 headers 167, 189 Charts adding 298 adding 2-D bar 223 adding 2-D line 223 adding 2-D scatter plot chart 226 adding 3-D bar 224 adding Pareto graph 223 changing data elements for x-axis 232 customizing Pareto charts 234 customizing size 230 displaying the legend 235 editing formula for z-axis 232 formatting axis line colors 230 formatting background colors 230 formatting fonts 230 formatting label colors 230 hiding the legend 235 main titles 230 modifying scale for y-axis 232 modifying scale for z-axis 232 modifying x-axis titles and labels 231 modifying y-axis titles and labels 232 moving the legend 235 Check Boxes adding 162 editing 163 Checking data 326 spelling 115 Checklist methodology 29 Checklist Analysis advantages 30 limitations 30 procedure 29 time requirements 30 Checksum 323 definition 323 security feature 323 viewing 323 Clearing change log 319 Client installation setup 6 Clipbooks adding 284 adding to text fields 284 definition 284 Closing files 86 Workspace 68 Codes and Categories 248 adding categories 248

April 2, 2013

488

PHA-Pro

Index

adding codes 249 deleting categories 250 deleting codes 249 editing codes 249 exporting 250 importing 251 linking categories to data 252 re-arranging codes 250 Collapsing structured lists 124 sub lists 124 Collections adding 303 Colors formatting for cells 190, 194 formatting for charts 230 formatting for column headings 185 formatting for columns 178 formatting for data fields 167 formatting for headers 167 formatting for risk matrices 244 Column headings aligning 186 changing text flow 185, 189 displaying 183 formatting 183 formatting colors 185 formatting fonts 184 help text dialog box 183 hiding 183 modifying callouts 183 Columns adding 172 aligning data 179, 190 changing display options 172 changing text flow 178, 189 conditional formatting 181 displaying 173 formatting colors 178 formatting fonts 177 hiding 173 limiting access 337 making read-only 180 moving 176 numbering data in 176 repositioning 176 resizing 176 reversing order 102 Comma-delimited files exporting reports as 212 Comparing documents 327 Conditional Exports XML 356

April 2, 2013

489

PHA-Pro

Index

Conditional formatting columns 181 data fields 170 Consequences identifying 23 Copy From activating filters 150 adding cascading filters 150 adding filters 149 creating cascading filters 150 creating filters 149 creating multiple columns 148 deactivating filters 150 feature 146 libraries 138 searching 147 setting options 147 turning off filters 150 turning on filters 150 using 146 Copying data 93 data from libraries 138 sheets 305 Corporate Logo adding to headers and footers 208 adding to report 208 Creating 2-D scatter plot chart 226 baselines 317 cascading filters in autotype 156 cascading filters in copy from 150 collections of data 199 dependency matrices 267 drop-down lists for data fields 161 drop-down lists for forms 161 filters in autotype 155 filters in copy from 149 headers and footers 206 linked diagrams 127 markers 253, 254 multiple columns in autotype 154 multiple columns in copy from 148 new file 71 reports 197 revision 314 risk matrix 245 text files for batch exports 344 thumbnails 132 versions 314 XML elements 351 XML nested elements 352 XML nodes 352 XML profile 349

April 2, 2013

490

PHA-Pro

Index

Customizing hierarchy 277 markers 256, 257 New File Wizard 72 page icons 308 pages in New File Wizard 72 sheets 305 spellchecker 115 tabs 308 Cutting data 93 rows in structured lists 124

D Data adding to structured lists 124 aligning in columns 179, 190 checking 326 copying 93 creating collections 199 cutting 93 dragging and dropping in structured lists finding 117 indenting in structured lists 124 linking data elements 285 linking to categories 252 marked as revalidated 219 marking 110 numbering 176 pasting 94 sorting in structured lists 125 Data check defining tests 324 identifies problems 324 performing 326 resolving issues 326 Data fields adding 160 adding drop-down list 161 changing order of 169 changing text flow 167, 189 conditional formatting 170 displaying 161 formatting colors in 167 formatting fonts in 166 grouping 169 grouping under main headings 169 hiding 161 renaming 165 reordering 169 replacing with list fields 286 ungrouping 170 Data linkages defining 285

125

April 2, 2013

491

PHA-Pro

Index

Data mirroring 287 adding 287 adding hyperlinks 292 dialog box 291 entering information 95, 96 hyperlink options 292 mirroring tab 287, 290 options 288, 290 removing 293 right-click menu commands 97 Data rows changing order of 91 re-arranging 91 re-ordering 91 Database files exporting reports as 213 Date fields adding 262 Dates finding 117 formatting 101 recording 100 replacing 118, 119 dBase 5 files exporting reports as 213 dBase III files exporting reports as 213 dBase IV files exporting reports as 213 Deactivating autotype 153 filters in autotype 156 filters in copy from 150 libraries 141 Defining data check tests 324 data linkages 285 roles 335 Definitions baselines 311 checksum 323 global names 284 keywords 284 revisions 311 structured list 123 studies 311 Deleting attached files 133 categories 250 codes 249 codes from likelihood scales 242 codes from risk ranking scales 242 codes from severity scales 242 markers from a cell 110

April 2, 2013

492

PHA-Pro

Index

markers from a file 257 notes 109 pages from New File Wizard 72 revalidation markers 219 roles 342 rows in structured lists 124 sheets 307 users from user list 340 XML attributes 356 XML elements 354 XML profile 351 Dependency Matrix adding sheet 298 adding to hierarchy 267 creating 267 Description change log 318 revision history 321 Descriptions hierarchy icons. 259 Deviation examining causes 23 Deviation by Deviation methodology HAZOP 22 Disabling access rights 342 password management 333 read-only access 330 Displaying column headings 183 columns 173 data fields 161 headers 161 list numbers in structured lists 125 pages 306 sheets 306 Document protection access rights 334 password management 332 read-only access 330 Documents comparing 327 zooming in 76 zooming out 76 Downloading embedded pictures 135 Draft approving 314 Dragging and Dropping data in structured lists 125

E Editing check boxes

163

April 2, 2013

493

PHA-Pro

Index

codes 249 embedded pictures 135 naming conventions

Renaming hierarchy item 278 notes 109 print filters 203 radio button groups 164 radio buttons 164 risk matrix codes 244 roles 341 symbols 112 XML attributes 356 XML elements 354, 356 XML profile 351 Emailing files 80 Embedded Pictures downloading 135 editing 135 formatting 136 managing 135 replacing 135 saving 135 working 135 Enabling password management 332 read-only access 330 Enclosing data fields 169 headers 169 Examining causes of deviation 23 Expanding sub lists 124 expanding structured lists 124 Exporting codes and categories 250 data to XML file 358 data with batch files 344 filtered XML data 356 library data 141 multiple views of file 198 reports 211 reports as comma-delimited files 212 reports as database files 213 reports as dBase 5 files 213 reports as dBase III files 213 reports as dBase IV files 213 reports as FoxPro 3.0 files 213 reports as MS Word 211 reports as tab-delimited files 212

April 2, 2013

494

PHA-Pro

Index

single view of file 197 XML using batch file 362

F Failure Mode and Effects see FMEA Files attaching 132 backup 81 changing locations 8 closing 86 creating new 71 emailing 80 moving 8 opening 84 opening attached 133 saving 82 saving for first time 83 saving under different name 83 updating using templates 78 Filtering attached files 131 data for printing 201 on-screen data 201 XML export data 356 XML export data using markers 356 Filters autotype 155 cascading 150, 156 copy from 149 on-screen data 201 printing 201 Finding data 117 dates 117 text 117 FMEA advantages 34 Failure Mode and Effects methodology how to use 33 limitations 34 methodology 33 when to use 33 Folders maintaining short cuts 13 re-installing short cuts 13 Fonts formatting column headings 184 formatting for cells 189, 192 formatting for charts 230 formatting for column headings 184 formatting for columns 177 formatting for data fields 166 formatting for headers 166

33

April 2, 2013

495

PHA-Pro

Index

Footers see Headers and Footers Formatting cells 192 column headings 183 dates 101 embedded pictures 136 grid lines 179 labels 159 reports 205 shapes in linked diagrams 128 Formatting colors for columns 178 in cells 190, 194 in data fields 167 in headers 167 Formatting fonts for columns 177 in cells 189, 192 in column headings 184 in data fields 166 in headers 166 Forms adding 297 adding checking boxes 162 adding drop-down lists 161 editing check boxes 163 Formula fields adding 272 Formulas referencing markers 272 referencing notes 272 FoxPro 3.0 files exporting reports as 213

G Generating PDF files 213 Global Names definition 284 Global names adding 284 hierarchy 284 Grid lines formatting 179 Grouping data fields 169 headers 169 Groups adding 262

H HACCP advantages 38 Hazard Analysis Critical Control Points limitations 38

37

April 2, 2013

496

PHA-Pro

Index

methodology 37 preliminary steps 37 procedure 37 seven principles of 37 time requirements 37 Hazard Analysis Critical Control Points see HACCP Hazards and Operability Analysis see HAZOP HAZOP advantages, knowledge based 26 cause by cause methodology 22 deviation by deviation methodology 22 guide word methodology 23 guide word time requirements 24 Hazards and Operability analysis 20 limitations, knowledge based 26 team requirements 24 time requirements 25 Headers adding 160 changing order of 169 changing text flow 167, 189 displaying 161 formatting colors in 167 formatting fonts in 166 grouping 169 grouping under main headings 169 hiding 161 modifying placement 168 renaming 165 reordering 169 ungrouping 170 Headers and Footers adding corporate logo 208 creating 206 Help text dialog box column headings 183 labels 165 Hiding column headings 183 columns 173 data fields 161 headers 161 list numbers in structured lists 125 main headings 170 pages 306 sheets 306 Hierarchy adding date fields 262 adding dependency matrices 267 adding formula fields 272 adding global names 284 adding groups 262

April 2, 2013

497

PHA-Pro

Index

adding keywords 284 adding list fields 264 adding list of references 263 adding lookup in matrix fields 266 adding number fields 263 adding references 263 adding simple calculation fields 271 adding structure lists 266 adding text fields 262 changing order of levels 279 customizing 277 data field icons 259 icon descriptions 259 importing items 275 removing items 277 renaming item 278 reordering levels 279 splitting 277 Hyperlinks data mirroring 292

I Icons data field 259 keyword driven 309 Identifying consequences 23 safeguards 24 Importing codes and categories 251 data from an XML file 360 hierarchy items 275 PHAWorks file 84 risk matrix 246 XML using batch file 363 Indenting data in structured lists 124 Inserting copy of a sheet 305 symbols 111 Installation alternate network 6 single workstation 3 Windows server 4 Isolating rows 121

K Keywords adding 284 definition 284 hierarchy 284 icon 309

April 2, 2013

498

PHA-Pro

Index

L Labels formatting 159 help text dialog box 165 modifying callouts 165 renaming data field labels 165 Languages changing 73 supported 73 Libraries activating 139 copying data from 138 deactivating 141 exporting data from 141 listed in the Workspace 138 modifying 140 opening 140 opening protected libraries 340 printing data from 141 Limitations Checklist Analysis 30 FMEA 34 HACCP 38 knowledge based HAZO 26 PrHA 36 What If 28 What If/Checklist 31 Linked diagrams adding 302 creating 127 deleting shapes 130 formatting shapes 128 moving a shape 129 moving multiple shapes 130 Linking data elements 285 List fields adding 264 replacing data fields 286 List of References adding 263 Lists numbering options 280 Logo see Corporate Logo Lookup in Matrix fields adding 266

M Main headings adding 169 grouping 169 grouping data fields 169 grouping headers 169

April 2, 2013

499

PHA-Pro

Index

hiding 170 Maintaining folder short cuts 13 Managing embedded pictures 135 structured lists 123 Markers 110 adding new 253, 254 creating 253, 254 customizing 256, 257 deleting from a cell 110 deleting from a file 257 deleting revalidation 219 filtering XML export data 356 marking data 110 modifying 256, 257 referencing in formulas 272 removing from a cell 110 removing from a file 257 Methodology Checklist 29 FMEA 33 Guide Word HAZOP 23 HACCP 37 HAZOP 20 PrHA 35 What If 27 What If/Checklist 31 Mirroring see Data mirroring Mirroring tab data mirroring 287, 290 Modifying header placement 168 libraries 140 markers 256, 257 revisions 315 Moving columns 176 files 8 Workspace 69 MS Word exporting reports as 211

N Names baselines 311 revisions 311 studies 311 Naming conventions editing 278 Network installation alternate 6 client setup 6 Windows 4

April 2, 2013

500

PHA-Pro

Index

New File Wizard adding pages 72 creating new file 71 customizing 72 customizing pages 72 deleting pages 72 Nodes recording 23 Notes 108 adding 108 deleting 109 editing 109 filtering XML export data 356 referencing in formulas 272 removing 109 Number fields adding 263 numbering options 279 Numbering changing in a list cell 105 Numbering data 176 Numbering options lists 280 number fields 279

O On-screen data filtering information 201 Opening attached files 133 files 84 libraries 140 PHAWorks file 84 protected libraries 340 protected studies 340

P Page Breaks breakdown 299 Page breaks breakdown 296, 298 Page Icons Customizing 308 Pages displaying hidden 306 hiding 306 Pareto chart adding 223 customizing 234 definition 233 inserting 223 Password management disabling 333 document protection 332 enabling 332

April 2, 2013

501

PHA-Pro

Index

removing 333 security feature 332 turning off 333 turning on 332 Passwords assigning 332 changing 333, 341 changing options 333 selecting options 332 setting options 332 Pasting data 94 rows in structured lists 125 PDF files generating 213 printing as 213 Performing data check 326 PHA 299, 309 PHA methods supported by PHA-Pro 19 PHAWorks file importing 84 Pictures working with embedded 135 Prefix adding to calculation field 272 adding to column name 296 adding to number field 263 used in Sheet Properties 296 Preliminary Hazards Analysis see PrHA Previewing reports 209 PrHA advantages 36 how to use 35 limitations 36 methodology 35 Preliminary Hazards Analysis 35 procedure 36 time requirements 36 when to use 35 Print filters adding 201 editing 203 removing 203 Printing as PDF files 213 attached files 133 change log 319 library data 141 multiple views of file 198 reports 210

April 2, 2013

502

PHA-Pro

Index

revision history 322 selecting data elements 200 single view of file 197 using filters 201 Privileges changing for roles 341 Procedure Checklist Analysis 29 HACCP 37 PrHA 36 What If 27 Project Hierarchy see Hierarchy Project Settings sections 237 Proposing recommendations 24

R Radio Button Groups adding 163 editing 164 removing 164 Radio Buttons adding 163, 164 editing 164 removing 164 Read-only access assigning 330 columns in a worksheet 180 disabling 330 document protection 330 enabling 330 security feature 330 turning off 330 turning on 330 Re-arranging codes 250 data rows 91 roles 336 sheets 307 Recommendations proposing 24 Recording dates 100 nodes 23 Redoing changes 106 changes in the change log 318 References adding 263 Re-installing folder short cuts 13 Removing

April 2, 2013

503

PHA-Pro

Index

access rights 342 breakdown 121 data mirroring 293 items from hierarchy 277 markers from a cell 110 markers from a file 257 notes 109 password management 333 print filters 203 radio button groups 164 radio buttons 164 sheets 307 users from roles 339 Renaming data field labels 165 data fields 165 headers 165 revisions 316 risk systems 241 sheets 305 studies 316 Reopening Workspace 68 Re-ordering data rows 91 sheets 307 Reordering hierarchy levels 279 Replacing data fields with list fields 286 dates 118, 119 embedded pictures 135 text 118 Reports adding a corporate logo 208 adjusting margins 206 creating 197 defining headers and footers 206 exporting 211 exporting as comma-delimited files 212 exporting as database files 213 exporting as dBase 5 files 213 exporting as dBase III files 213 exporting as dBase IV files 213 exporting as FoxPro 3.0 files 213 exporting as MS Word 211 exporting as tab-delimited files 212 formatting 205 printing 210 selecting paper size 205 setting header and footers 206 setting paper orientation 205 specifying colors 206 using print preview 209

April 2, 2013

504

PHA-Pro

Index

Repositioning columns 176 Re-ranking codes in likelihood scales 243 codes in risk ranking scales 243 codes in severity scales 243 Resizing columns 176 workspace 68 Resolving data check issues 326 Restoring rows 121 Revalidation marking data 219 procedure 216 Reviewing change log 318 revision history 321 Revision History accessing 321 description 321 printing 322 reviewing 321 rolling back 321 saving 322 Revisions approving 314 creating 314 definition 311 listed in change log 318 modifying 315 names 311 renaming 316 rolling back 321 Risk matrix adding 245 creating 245 editing a code 244 formatting colors 244 importing 246 Risk systems 240 editing likelihood levels 241 editing risk ranking levels 241 editing severity levels 241 renaming 241 renaming axis labels 241 Roles adding users 339 changing order 336 changing passwords 341 changing privileges 341 defining 335 deleting 342

April 2, 2013

505

PHA-Pro

Index

editing 341 re-arranging 336 removing users 339 setting 335 switching 340 Rolling Back revision history 321 revisions 321 Rows deleting from structured lists 124 isolating 121 pasting in structured lists 125 restoring 121

S Safeguards identifying 24 Saving attached files 133 change log 319 embedded pictures 135 files 82 files for first time 83 files under different name 83 revision history 322 Screening Level Risk Analysis see PrHA Searching copy from 147 Windows authentication 338 Security re-logging in 313 Security features access rights 334 checksum 323 password management 332 read-only access 330 Selecting data elements to print 200 paper size for reports 205 password options 332 users 337, 338 Setting access rights 335 backup option parameters 81 password options 332 roles 335 Setup alternate network installation 6 client installation 6 Sheet properties dialog box 305 Sheet properties dialog box 305 accessing 305

April 2, 2013

506

PHA-Pro

Sheets accessing sheet properties 305 adding a collection 303 adding blank sheets 301 adding charts 298 adding collections 303 adding dependency matrices 298 adding forms 297 adding linked diagrams 302 adding new 295 adding objects from other applications adding pictures 301 adding Visio diagram 299 adding Visio diagrams 300 adding worksheets 295 copying 305 creating copy 305 customizing 305 deleting 307 displaying hidden 306 hiding 306 inserting copy of 305 re-arranging 307 removing 307 removing breakdown 121 renaming 305 re-ordering 307 using breakdown 121 Short Cuts maintaining to folders 13 re-installing to folders 13 Simple Calculation fields adding 271 Software launching 9 starting 9 uninstalling 14 updating 12 Sorting data in structured lists 125 Specifying colors for reports 206 Spellchecker customizing 115 using 115 Spelling checking 115 Splitting hierarchy 277 Starting software 9 Structure Lists adding to hierarchy 266 Structured Lists

Index

299

April 2, 2013

507

PHA-Pro

Index

adding data 124 changing list levels 124 collapsing 124 collapsing sub lists 124 cutting rows 124 definition 123 deleting rows 124 displaying list numbers 125 dragging and dropping data 125 expanding 124 expanding sub lists 124 hiding list numbers 125 indenting data 124 managing 123 pasting rows 125 sorting data 125 working with 123 Studies access rights 334 definition 311 names 311 opening protected studies 340 protection 334 renaming 316 Sub Lists collapsing 124 expanding 124 Suffix adding to calculation field 272 adding to number field 263 Switching roles 340 x- and y- axes on charts 230 Symbols 111 editing 112 inserting 111

T Tab-delimited files exporting reports as 212 Tabs customizing 308 Team requirements guide word HAZOP 24 Templates updating existing files 78 Tests defining for data check 324 Text finding 117 replacing 118 Text fields adding 262 adding clipbooks 284

April 2, 2013

508

PHA-Pro

Text Flow changing 167, 178, 185, 189, Thumbnails attached files 132 creating 132 Time requirements Checklist Analysis 30 guide word HAZOP 24 HACCP 37 knowledge-based HAZOP 25 PrHA 36 What If study 28 What If/Checklist 31 Toggle feature 70 Turning off access rights 342 password management 333 read-only access 330 Turning on access rights 335 password management 332 read-only access 330

Index

193, 194

U Undoing changes 106 changes in change log 318 Unenclosing data fields 170 headers 170 Ungrouping data fields 170 headers 170 Uninstalling software 14 Updating downloading from the web 12 existing files with templates 78 software 12 User list deleting users 340 Users adding to roles 339 deleting from user list 340 removing from roles 339 selecting 337, 338 Using breakdown 121

V Versions creating 314 Viewing checksum 323 Visio diagrams

April 2, 2013

509

PHA-Pro

adding

Index

300

W What If advantages 28 limitations 28 methodology 27 procedure 27 time requirements 28 when to use 27 What if how to use 27 What If/Checklist advantages 31 limitations 31 methodology 31 time requirements 31 Windows Authentication searching 338 Windows server installation 4 Word see MS Word Working embedded pictures 135 with structured lists 123 Worksheets adding 295 filtering data 201 Workspace 68 changing to window 69 closing 68 converting to window 69 listing active libraries 138 moving 69 reopening 68 resizing 68 toggle feature 70

X XML adding attributes 354 adding elements 351 adding nested elements 352 adding nodes 352 adding record IDs 354 Auto command 349 conditional exports 356 creating elements 351 creating nested elements 352 creating nodes 352 creating profile 349 deleting attributes 356 deleting elements 354 deleting profile 351 duplicating a profile 350

April 2, 2013

510

PHA-Pro

Index

editing attributes 356 editing elements 354, 356 editing profile 351 exporting data to file 358 exporting using batch file 362 filtering export data 356 filtering export data using markers 356 importing data from a file 360 importing data from multiple files 360 importing using batch file 363

Z Zooming In documents Zooming Out documents

76 76

April 2, 2013

511