Verifying Risk Controls and Managing Failed Controls

• Control verification is currently completed in the Engage web application. It is not yet available in the Engage Mobile App.
• The Risk must have an Employee Responsible and a Risk and Control Measure Review Frequency.
• The Employee Responsible can be any active employee. They do not need to be a Health & Safety Contact.
• All staff who can access the Risk Register can view verification information, use the verification filters and download the checklist.
• Only the Employee Responsible or a Health & Safety Contact can record or change a verification result.
• Attachments cannot currently be added to a control verification.

Keep verification notes factual and relevant to the control. Do not include unnecessary personal, medical, disciplinary or other sensitive information. Describe what you observed and why the control could not be verified or was not working as expected.

1. Open the Risk review action assigned to you.
2. Confirm that the Risk details remain current and valid.
3. Open the Risk and select the Control tab.
4. Download the checklist if you want to complete the checks away from the screen.
5. Assess every control as Working as Expected, Issue Found or N/A.
6. Enter a reason where required and save the verification.
7. Address any corrective action created for an Issue Found result.
8. Re-verify the control after the corrective work has been completed.
9. Manually close the applicable corrective and Risk review actions when their work is complete.

When creating or updating a Risk, select the applicable Employee Responsible.

This person is initially assigned the scheduled Risk review action and any corrective action created when a control has an Issue Found result. The action can be reassigned where somebody else is better placed to complete the work.

If the Employee Responsible has been terminated and no replacement has been nominated for the Risk, the action defaults to the Company Health & Safety Contact.

Select the applicable Risk and Control Measure Review Frequency.

When the review becomes due, Engage creates a Risk review action for the Employee Responsible and sends the associated action notifications.

The review action asks the assignee to confirm that the Risk remains current and valid, then assess each control recorded against it.

From the Risk review action, follow the Risk link or go to:

Health & Safety > Risk Register

Open the applicable Risk and select the Control tab.

The summary shows Total Controls, Critical Controls, Current Controls, controls Due Soon and Overdue Controls. The Control Check Actions table displays each control's type, current status and verification status.

Current and Verified describe different things. Current means that the control remains active on the Risk. Verified means that somebody has checked whether it is working as expected.

Click Download Checklist if you want a copy to use while inspecting the controls in the workplace.

Anyone who can access the Risk can download the checklist. Downloading it does not give the person authority to change verification results.

Authorised users can select one of three verification results:

Working as Expected
Select the tick when the control remains valid, available and effective. Comments are optional.

Issue Found
Select the cross when the control is not working as expected or requires attention. A reason is required and comments are optional. Saving this result automatically creates a corrective action.

N/A
Select the question mark when there is not enough information or access to complete the check. A reason is required and comments are optional. This result does not currently create a corrective action.

Users without verification authority see the current verification status instead of the three verification buttons.

When Issue Found is saved, Engage creates an open corrective action titled Control failed - [Control Identifier].

The action:

• Is initially assigned to the Risk's Employee Responsible
• Includes the reason recorded during verification
• Links back to the relevant Risk and its controls
• Defaults to a due date four weeks after the failed verification
• Can be reassigned and given a different due date where appropriate

The corrective action and the control verification are separate records. Completing corrective work does not automatically verify the control, and verifying the control does not automatically close the corrective action.

Controls recorded as Issue Found or N/A display a Re-verify option to authorised users.

Click Re-verify to display the tick, cross and question-mark options again, then complete a new verification.

If the control has another Issue Found result, Engage creates another corrective action. The cycle continues until the control is verified as Working as Expected or is recorded as N/A.

After a successful re-verification, manually close the associated corrective action when its work is complete.

The scheduled Risk review action is not automatically linked to the individual control-verification results.

Once the Risk details have been reviewed and every control has been assessed, manually close the Risk review action.

Where corrective work remains outstanding, continue to manage those corrective actions separately.

Click the eye icon in the Verification Note column to view the latest verification record.

The read-only record shows:

• Verification status
• Verification comment
• Verification reason
• Employee who recorded it
• Date recorded

The Risk Change Log provides the wider history of changes and identifies the employees who made them.

The Risk Register provides verification filters for:

• Not Verified
• Verified
• Issue Found
• N/A
• Re-verification Required

These filters are available to all staff who can access the Risk Register. Use them to identify Risks with controls that are awaiting review or require further attention.

• Control verification is not yet available in the Engage Mobile App.
• Attachments cannot yet be added to a verification.
• Verification measures are not yet included in the Critical Risk / Controls Report, Activity Overview or Report Builder.
• A N/A result does not automatically create a follow-up action.
• Corrective actions, Risk review actions and verification results must be managed and closed separately.

Who can verify a control?
The Risk's Employee Responsible or a Health & Safety Contact can record and change verification results.

Can other staff see the results?
Yes. Staff with access to the Risk Register can view verification statuses and notes, download the checklist and use the verification filters.

Does Current mean the control has been verified?
No. Current is the control's active status. Verification separately records whether it has been checked and what was found.

Does N/A create an action?
No. Record the reason and use Re-verify if another attempt is required.

Does closing the corrective action verify the control?
No. Re-verify the control separately after the corrective work has been completed.

Does successful re-verification close the action?
No. Manually close the associated action when its work is complete.

Can I attach evidence?
Not in the current version. Attachments are planned for a future version.

• Creating and Managing Risks in the Risk Register
• Using Bow Tie Controls in the Risk Register and Incident Investigations
• Managing Actions
• Managing H&S Contacts