Adding ACAP Base files

Adding ACAP Base files

How to Set up ACAP Base Files

There are two unique outcomes of an Asset Prioritization Analysis: Asset Priority and Relative Risk number. In order to arrive at these values in the assessment, the user must set up this configuration in the Base files. ACAP has 4 unique Base files.
  1. Consequences Base file.
  2. Asset Priority Base file.
  3. Consequences Rating Base file.
  4. Failure Probability Base file.
In this article, we will learn how to configure each of the above.

Consequences Base File

The Consequence Categories are the business goals that each asset is evaluated against when an asset prioritization analysis is conducted as illustrated in the example below: These are the most commonly used categories for analyses. Users can use all, some or define custom consequence categories.

Consequence Categories

Safety

Environment
Operating Consequences include:
Customer Service
Throughput
Quality
Hidden

Scoring Methodologies Explained

There are a number of scoring methodologies used in industry to prioritize assets namely:
  1. Sum by Consequence Category (Ivara)
  2. Maximum Value (VPS).
  3. Sum the Categories.
  4. Multiply the scoring of Categories.
  5. Multiply the weight of that category and then sum.
ACTOR is built upon the IVARA scoring methodology for asset prioritization illustrated below. This means that the rules used to determine the Consequence Priority Rating for the above-mentioned consequence categories are hard coded (cannot be edited by the user) therefore do not accommodate other scoring methodologies. Understanding that terminology in organizations may differ, ACTOR has made provision for users to create custom consequence that organizations are familiar with as long as they are grouped within the four standard Consequence Categories available in IVARA. As an example, instead of using the standard Safety consequence, a user may prefer to create a custom consequence called SHE (Safety, Health and Environment) and group it under the Environmental or Safety category depending on the implications of the consequence to the organization.

Assessment Consequence Priority Rating
 Consequence Priority Number
Safety, Environmental or Total Operational Consequence > or = or a Hidden Consequence =30
9
Safety, Environmental or Total Operational consequence > or = 28 or any single Operational Consequence = 10 or a Hidden consequence = 15
8
Safety, Environmental or Total Operational Consequence > or = 20 or Any Single Operational Consequence = 8 or a Hidden Consequence = 10
7
Safety, Environmental or Total Operational Consequence > or = 16 or Any Single Operational Consequence or a Hidden Consequence = 6

6
Total Operational Consequence > or = 14 or Any Single Operational Consequence = 5 or a Hidden Consequence = 4
5
Total Operational Consequence > or = 10 or a Hidden Consequence = 2
4
Total Operational Consequence > or = 8
3
Total Operational Consequence > or = 4
2
Total Operational Consequence < 4
1

Adding custom Consequences:

  1. Navigate to the Consequences Base file.
  2. In the Consequence section, there are two tables for Included categories and Excluded Consequences. The consequences in the included list will appear in the ACAP assessment.  However, the user is able to exclude those which may not be applicable and add custom consequences to the included list.
  3. Click the Add button and a pop-up window will appear.

  1. Enter the name of the consequence name.
  2. Select the consequence category you wish to group the new consequence under. The user is only limited to the four categories illustrated below.


  1. Click the Save button on the pop-up and the new consequence will be added to the excluded consequence list. 

Including and Excluding Consequences

Note: Users may move consequences between the included and excluded list as they wish. It is imperative to understand however that the Total Operating Consequence that is calculated in the Consequence Rating base file is a sum of all operating consequences that are in the included list as illustrated below:





  1. To move consequences to the included list, select the consequence you wish to move over.
  2. Select the arrow pointing towards the right as illustrated below and the consequence will be moved to the Included list.
  3. Note that consequences that are in the included list can be color coded based on organizational requirements. When conducting the assessment, the sliders will reflect the color selection for each consequence, and this will also be reflected in the reports.


  1. To Exclude a consequence, select the consequence you wish to move over from the Included list.
  2. Select the arrow pointing towards the left as illustrated below and the consequence will be moved to the Excluded list. This means that this consequence will not be available when conducting the ACAP Assessment.

Editing Custom Consequences

  1. To Edit a consequence, select it from either the Included or Excluded list.
  2. Click the Edit button.

  1. Update the consequence details.
  2. Click Save and the consequence will be updated.

Deleting Custom Consequences

Users are not permitted to delete any consequence in the included list. The user will have to move it to the excluded list in order for the Delete button to become active.
  1. To Delete a consequence, select the consequence you wish to delete from the excluded list.
  2. Click the Delete button and the consequence will be removed from the grid.

Adding Consequence Criteria

Users must define a set of consequences of failure for each criterion and attribute a score to each consequence. The more severe the consequence, the higher the score. The table below is provided as an example. It is imperative to understand the scores that are allocated to the criteria in this section as these will be used later when setting up the Consequence Rating base file.

Criteria
Score
Consequences
Safety
40
Multiple Fatalities

38
Fatality

34
Disabling Injury

30
Lost Time Injury

20
Minor Lost Time Injury

16
First Aid

0
No Injury

  1. Select the consequence you wish to add Criteria to.
  2. Navigate to the Consequence Criteria section in the Consequences tab.
  3. Now Click the "Add" button.


  1. Enter the Criteria that defines the severity of the consequence. Users can add more than 1 criteria and must decide if any of the criteria should be given more importance.
  2. Capture the "Criteria Score"- The most important criteria will be given a higher criteria score. Set the maximum score for each criterion. The maximum score is the highest a criterion can attain during an analysis. The higher the score, the more critical the result of failure. As a general rule, safety and environment are given equal maximum scores, while the sum of all operating consequences is equal to the maxi­mums for safety and environment.
NB*The scores for each consequence must be less than or equal to the maxi­mum score for that criterion and each must be unique.

Editing Consequence Criteria

  1. Select the affected Consequence Category.
  2. Select the Consequence Criteria you wish to update.
  3. Click the Edit button.

  1. Update the Consequence Criteria details.
  2. Click the Update button and the changes will be reflected in the grid.

Deleting Consequence Criteria

  1. To Delete a custom Consequence Criteria, first select the affected Consequence Category.
  2. Select the custom Consequence Criteria that you wish to Delete.
  3. Click the Delete button.

  1. Confirm the Delete action by clicking the Delete button and the criteria will be removed from the grid. If this action was not intended, click Cancel.


Asset Priority Mapping Base File

The Asset Priority Mapping allows users to define the Risk Levels that are associated with a particular Consequence. At this stage the Risk is not yet linked to a Consequence however this will be covered later in the article. The point of this Base file is to define what the different risk levels mean so that the asset priority can be established, and the risks can be ranked from most critical to the least critical. Each risk level is allocated a particular color code that will also be visible when conducting the ACAP assessment.

  1. Navigate to the Asset Priority Mapping Base file.
  2. The Risks have already been configured for the standard Consequences however new Risks can be added or existing ones modified in any way to suit a user's organizational needs.
  3. To define a new Risk, click "Add" and the option to set up a custom mapping will appear.

  1. Allocate the Risk Level.
  2. Select a Risk color that applies to the Risk Level that has been defined and then click Apply at the bottom of the color wheel.

  1. Capture the Risk (Asset Priority) Description.
  2. Click "Update".

Editing Existing Risks

  1. Select the Risk that you wish to modify from the list. 
  2. Click the Edit button.

  1. Update the Risk details.
  2. Click Update and the changes will be reflected in the grid.

Deleting Risks

  1. Select the Risk that you wish to Delete or remove.
  2. Click the Delete button.

  1. Confirm the Delete action by clicking the Delete button and the Risk will be removed from the grid. If this action was not intended, click Cancel.

Asset Consequence Numbers

The next step is to define the Risk Matrix which is the second section of the Asset Priority Mapping Base file. Every Risk is associated with a particular consequence number. The reason for this is that multiple assets can be ranked "highly critical" but in order to establish the priority of these "highly critical" assets, we must define the consequence number range. As an example, highly critical risks can be associated to the consequence number range of 7;8; and 9 but to determine priority we can say that the asset with the consequence number 9 is a higher risk than an asset with a consequence number of 7 or even 8. Again, all of these consequence numbers are dependent on what your organization has prescribed.

Adding New Consequence Numbers

As mentioned above, the Risks for standard consequences will have already been defined upon the purchasing of ACTOR. This means that the Consequence Numbers would have also been defined however, a user may create new or modify the existing consequence numbers to suit unique organizational needs.
  1. Select the Risk you have just defined in the steps above.
  2. Navigate to the Asset Consequence Numbers section.
  3. Click Add.


  1. Capture the Risk Matrix value or consequence number.
  2. Describe the Priority Level for that number.
  3. Click "Update".

Editing The Asset Consequence Numbers

  1. Select the affected Risk whose Consequence Number you wish to edit in the Asset Priority Mapping section.
  2. Now select the Consequence Number that you wish to Edit.
  3. Select the Edit button as illustrated below.
  4. Update the Consequence Number details.
  5. Click Update.


Deleting The Asset Consequence Numbers

  1. Again, the user must remember to select the correct Risk in the Asset Priority Mapping section.
  2. Select the Consequence Number that you wish to Delete.
  3. Select the Delete button.


  1. Confirm the Delete action by clicking the Delete button and the Consequence Number will be removed from the grid. If this action was not intended, click Cancel.


Consequence Rating Base File.

As explained earlier in the Consequences Base file that the Consequences Criteria are attributed to a score. The more severe the consequence, the higher the score. This determines the asset’s score for that criterion. The scores for each Consequence Criteria must be less than or equal to the maximum score for that criterion and each must be unique. The purpose of this Base file is therefore to link the Asset Priority to the Consequences that and to set up the rules associated with each of the Consequence Criteria that was defined in the Consequences Base file.

ACTOR comes with predefined Consequence Priority rules prescribed by the IVARA methodology; the user can however define new rules for the custom consequences. To do this:
  1. Navigate to the Consequence Rating tab and click the “Add” button.
  1. Select the new Consequence that you added from the dropdown menu. The Category section will automatically be populated with the Category you selected when adding the new Consequence once you update.
  2. Note that in order for the Consequence to appear in the dropdown menu, the consequence must be in the "Included" list in the Consequence Base file and Criteria must have been set up for it.


  1. Select a sign from the dropdown menu.


  1. Capture the maximum score for that consequence category- The Consequence Rating Scores cannot be higher than the maximum score captured for the Consequence criteria. Below is an example.


  1. Select the Consequence Number (Risk) applicable to this Consequence that was defined in the Asset Priority Mapping Base file and the Asset Priority with the relevant color code will automatically be applied.

  1. Click "Update".

Editing Consequence Ratings

  1. Select the Consequence Rating you wish to modify.
  2. Click the Edit button.


  1. Update the Consequence Rating details. Remember that the Category will not be editable because its a lookup of what is captured in the Consequences Base file.
  2. Click Update and the changes will be reflected in the grid.

Deleting Consequence Ratings

  1. Select the Consequence Rating you wish to Delete.
  2. Click the Delete button.


  1. Confirm the Delete action by clicking the Delete button and the Consequence Rating will be removed from the grid. If this action was not intended, click Cancel.

Failure Probabilities Base File

The Failure Probability is used to quantify the likelihood of a failure occurring. A score is assigned to each probability. The scores are used to rank the failures based on the probability that they will occur. The more likely a failure could occur, the higher the score. For example, an asset that fails daily might be given a score of 10. An asset that fails less than once in 10 years might be given a score of 1 as in the example below.


Probability of Failure
Score
Failures occur daily
10
Failures occur weekly
9
Failures occurs monthly
8
Failures occurs between monthly and yearly
7
Failures occur yearly
6
Failures occur between Yearly and once in 5 years
5
Failures occur between once in 5 years and once in 10 years
4
Failures occur less frequently than once in 10 years
1

  1. Navigate to the failure Probability tab, the user will view a list of Failure Probabilities that have already been predefined in ACTOR for the ACAP module as a default. These are based on the Failure Rate as the likelihood category, and they cannot be changed. Users however can define their own if they do not wish to use the default Failure Probabilities.
  2. Click the Add button.

  1. Capture the Supporting Information.
  2. Capture the Description.
  3. Capture the Score.
  4. Click Update.

Editing Failure Probabilities

  1. Select the Failure Probability you wish to modify from the grid.
  2. Click the Edit button.
  3. Update the Failure Probability details.
  4. Click Update and the changes will be reflected in the grid.

Deleting Failure Probabilities

  1. Select the Failure Probability you wish to Delete.
  2. Click the Delete button.


  1. Confirm the Delete action by clicking the Delete button and the Failure Probability will be removed from the grid. If this action was not intended, click Cancel.




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