# 🚀 Risk Assessment Management System - Getting Started

## 📋 System Overview

The Risk Assessment System allows you to create, manage, and track three types of documents:

- **GRA** (General Risk Assessment) - Workplace-wide hazard assessments
- **RA** (Risk Assessment) - Specific task or activity risk assessments
- **MS** (Method Statement) - Step-by-step procedures for safe work

---

## ✅ Step 1: Initialize the Database

**IMPORTANT:** Run this first to create all required tables.

1. Go to: `https://portal.hickeyplanthire.co.uk/CRUD/hs/risk_assessment/setup_ra_system.php`
2. Click "Run Setup"
3. Verify all tables are created successfully

---

## 📊 Step 2: Access the Dashboard

Once setup is complete, access the main dashboard:

**URL:** `https://portal.hickeyplanthire.co.uk/CRUD/hs/risk_assessment/dashboard.php`

The dashboard shows:
- Total counts of GRAs, RAs, and Method Statements
- Pending approvals
- Quick access to create new documents
- Links to all modules

---

## 📋 Module Guide

### GRA (General Risk Assessment)

**Purpose:** Document general hazards across your workplace

**Access:** `https://portal.hickeyplanthire.co.uk/CRUD/hs/risk_assessment/gra_index.php`

**What to include:**
- GRA Reference (e.g., GRA 001)
- Activity/Process name
- Department or area
- Hazards identified (with risk levels)
- Current control measures
- Assessment date and who conducted it

**Use when:**
- Creating a new general hazard assessment
- Updating existing workplace hazard documentation
- Managing company-wide risk assessments

---

### RA (Risk Assessment)

**Purpose:** Assess risk for specific tasks or activities

**Access:** `https://portal.hickeyplanthire.co.uk/CRUD/hs/risk_assessment/ra_index.php`

**What to include:**
- RA Reference (e.g., RA 001)
- Specific task/activity being assessed
- Link to related GRA (optional)
- Hazard analysis table showing:
  - Hazard description
  - Who is at risk
  - Current controls
  - Risk level before controls
  - Residual risk level (after controls)
  - Actions required
- PPE requirements
- Emergency procedures

**Use when:**
- Assessing risk for a specific task
- Linking to a general assessment (GRA)
- Tracking approval status
- Managing before/after risk levels

---

### MS (Method Statement)

**Purpose:** Provide step-by-step procedures for safe work

**Access:** `https://portal.hickeyplanthire.co.uk/CRUD/hs/risk_assessment/ms_index.php`

**What to include:**
- MS Reference (e.g., MS 001)
- Activity/Task title
- Activity description
- Equipment/tools required
- PPE required
- Step-by-step procedures with:
  - Step number
  - Procedure description
  - Safety considerations for that step
- Emergency procedures
- Site-specific notes

**Use when:**
- Creating procedural documentation
- Defining step-by-step work instructions
- Linking to an RA or GRA
- Training new staff

---

## 🔗 Linking Documents

You can link documents together to create a complete risk management hierarchy:

```
GRA (General Assessment)
  └─ RA (Task-Specific Assessment)
       └─ MS (Step-by-Step Procedures)
```

**Example workflow:**
1. Create GRA 005 - "Use of Forklift Trucks"
2. Create RA 001 - "Operating Forklift Trucks" (linked to GRA 005)
3. Create MS 001 - "Operation of Forklift" (linked to RA 001)

---

## 📝 Creating Your First Documents

### Create a GRA

1. Go to GRA Index: `gra_index.php`
2. Click "New GRA"
3. Fill in:
   - GRA Reference (e.g., GRA 001)
   - Title (e.g., Use of Forklift Trucks)
   - Department
   - Description
   - Assessment details (date, assessed by, review date)
4. Add hazards by clicking "Add Hazard" for each hazard
5. Click "Save GRA"

### Create an RA

1. Go to RA Index: `ra_index.php`
2. Click "New RA"
3. Fill in:
   - RA Reference
   - Title
   - Link to GRA (optional)
   - Description
   - Assessment details
   - PPE required
   - Emergency procedures
4. Add hazard analysis rows:
   - Hazard name
   - Who is at risk
   - Current controls
   - Risk level (before)
   - Residual risk (after)
   - Actions required
5. Click "Save RA"

### Create an MS

1. Go to MS Index: `ms_index.php`
2. Click "New MS"
3. Fill in:
   - MS Reference
   - Title
   - Link to RA/GRA (optional)
   - Activity description
   - Equipment required
   - PPE required
   - Emergency procedures
4. Add procedures:
   - Click "Add Step"
   - Enter procedure description
   - Add safety considerations
   - Repeat for each step
5. Click "Save MS"

---

## 🔐 Status & Approval Workflow

### Document Status
- **Draft** - Work in progress
- **Active** - Published and in use
- **Superseded** - Replaced by newer version
- **Archived** - No longer in use

### Approval Status
- **Pending** - Waiting for approval
- **Approved** - Approved by responsible person
- **Rejected** - Sent back for revision

---

## 📁 File Structure

All risk assessment files are located in:
```
C:\xampp\htdocs\portal.hickeyplanthire.co.uk\CRUD\hs\risk_assessment\
```

Key files:
- `dashboard.php` - Main dashboard
- `gra_index.php`, `gra_create.php`, `gra_view.php` - GRA module
- `ra_index.php`, `ra_create.php`, `ra_view.php` - RA module
- `ms_index.php`, `ms_create.php`, `ms_view.php` - MS module
- `setup_ra_system.php` - Database setup

---

## 🎯 Best Practices

1. **Start with GRA** - Define general workplace hazards first
2. **Link documents** - Connect RAs to GRAs and MSs to RAs for traceability
3. **Be specific** - Use clear, detailed descriptions in hazard analysis
4. **Regular reviews** - Set next review dates and maintain currency
5. **Version control** - Use version numbers for important updates
6. **Approval tracking** - Follow approval workflow for compliance

---

## ❓ Troubleshooting

### Tables not creating
- Ensure MySQL is running
- Check database connection in bootstrap.php
- Verify user has CREATE TABLE permissions

### Can't save documents
- Check for required fields (Reference, Title)
- Verify no duplicate references
- Check browser console for JavaScript errors

### Missing linked documents
- Ensure the linked GRA/RA exists and is Active
- Refresh the page to see updated lists

---

## 📞 Support

For issues or questions:
1. Check the Getting Started guide (this file)
2. Review the dashboard Help section
3. Verify database setup was completed
4. Check browser console for error messages

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## ✨ Features Summary

✅ Create/Edit/View GRAs, RAs, and Method Statements
✅ Link documents for complete traceability
✅ Track approval status
✅ Hazard analysis with before/after risk levels
✅ Step-by-step procedures with safety notes
✅ Assessment tracking (date, reviewed by, next review)
✅ Database audit trail
✅ Support for multiple versions

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**Last Updated:** June 2026