Girl Guides Australia April 2015

Steps to join

Minimising Operational Risk Webinar

for computers and laptops

Step 1. Shortly before the day and time of the webinar, visit the Web Conferencing web address www.redbackconferencing.com.au Please follow the prompts at the appropriate point to Test Your System. This will minimise technological difficulties. If after following these instructions you still experience any technical issues please contact Redback Conferencing helpline on (02) 9037 0330 or

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Step 2. Select the “Join a Web Conference” Button (Find this Button at the top of the page.) Step 3. Participants choose the meeting role “I am a Participant”

Girl Guides Australia April 2015

Step 4. Enter the Participant Pass code 93189681 and your First Name, Last Name and State. E.g. Vivian Evans (NSW). Then select “Join the Web Conference.”

If you enter again at a later date from the same computer, the website software will remember your name.

If you arrive early you will see this message on the screen.

When the conference moderator joins into the classroom you should start to see some action. Until then you are unable to type in the text chat or hear anything. Short Video Demonstration You may choose to watch this 5 minute video demonstration that shows the steps above and gives you tips on how to manipulate the screen once you are in the room. Please follow this link http://www.screenr.com/Fin7

GGA Minimising Risk for DM/RM 27/7/2014 Page 1

Minimising Risk

District Manager and Region Manager Operational Risk Management Training

Reference Manual

Girl Guide Vision To build and maintain “an organization in which every leader, every employee and every volunteer is motivated to personally manage risk for the girls and fellow adults”. Guiding has undertaken a significant shift in thinking about risk. Taking a risk management approach means that the organisation is more sustainable into the future as we plan our operations and events. Insurance is our fall back not our driver. If we follow the processes in place we can undertake the activities that grow the confidence and self-esteem of our members.

What is Risk Management? ‘Integrated Risk Management is a continuous, proactive and systematic process to understand, manage, and communicate risk from an organization-wide perspective. It is about making strategic decisions that contribute to the achievement of GGA’s overall goals’ Extract from Girl Guides Australia Risk Management Framework 2011. Properly understood, risk management is an opportunity.

The Essence of Operational Risk Management Think about what may affect the Guide members in your District and Region (identify hazards and assess the risks they pose).

Talk with your committee, Support Group and other adult Guide members about matters that may affect the Guide members. Make considered decisions and follow through to reduce the risks (implement risk controls).

Review and monitor measures (ensure risk controls are still effective).

Why do we manage operational risks? To keep us a viable and highly respected girl organisation (financial, reputation, privacy,

data security, social media)

For our own physical and psychological safety (Reputation, WHS)

To grow competent Leaders and Managers in your District and Region

For the safety of the girls (Child Protection, WHS)

To meet legal requirements of ‘reasonable care’ (WHS Act 2011)

GGA Minimising Risk for DM/RM 27/7/2014 Page 2

What are the main risks to Districts and Regions? Reputation

Number of Guides

Number of Leaders

Unqualified Leaders running Units

Camps / Events without approval

Financial – sufficient funds for sustainability

IT / data security

Privacy includingSocial Media

Safety – Workplace Health and Safety

Child Protection

Property including Intellectual Property

Special Projects

What documents are there to support Managers to make

sound decisions? 1. Girl Guides Australia Risk Management Policy, Procedure and Guidelines 2. Guide Lines

3. GGA Risk Analysis and Action Plan for Operational Risk template 4. ISO 31000:2009 Risk Management Standard

When do I complete the Risk Analysis template? Every Region and District is required to complete a health check once a year with its teams

i.e. Support Group, committee members. This health check identifies critical issues that the Region and District will need to address for the forthcoming period of time ie over the next 6 months.

Every time a significant decision needs to be made ie opening a unit, closing a unit, outlaying a large sum of money for a project, retiring a Leader.

Where do we start as Region Managers and District

Managers? Identify the hazards within your District or Region

Assess the likelihood and consequence of the hazard

Create solutions using controls

Make a plan to implement the control measure

Identify the Hazard “A hazard is something that has the potential to cause harm”

For DM and RM this will be operational risks. Leaders in the Units will be mainly thinking about safety risks for activities. At the operational level we are looking at the bigger picture. We identify our hazards when we are making decisions such as quantity of biscuits sales, embarking on a new project like purchasing a meeting place or renovations, closing or opening a District.

GGA Minimising Risk for DM/RM 27/7/2014 Page 3

How can I identify these operational hazards? The best way is to simply apply a risk ‘thinking’ to your discussions. Working through the Operational Analysis form will guide you. Some possible ways are:

Ask the committee/team what they believe are the hazards from their experiences.

Brainstorm possibilities that may arise

Have a look back in history and see what has happened before in other Regions or Districts

Assess Risk Once hazards have been identified you need to assess the risk. This is the likelihood of the hazard occurring ie going broke if we buy too many biscuits. When assessing the risk we can consider several factors:

Severity

Frequency

Intensity of the exposure We can then make an assessment of how much of a risk this is using the likelihood and consequence table which is detailed in Risk Analysis template. We then eliminate or control the risk.

Control the risk You may like to use the Hierarchy of Control and its levels to help you work out the best control for your risks. Start at the top for the most effective way of reducing your hazard and work your way down until you are happy that you have controlled your risk.

Recording the risk management process Operational risk management activities should be traceable. In the risk management process, records provide the foundation for improvement in methods and tools, as well as in the overall process. Use the GGA Risk Analysis template to record your risk analysis and make up your action plan. Once you have completed your template, then what?

Distribute to your committee/team

Discuss with your committee/team

Share with your State team

Use the action plan - roll out your plan

GGA Minimising Risk for DM/RM 27/7/2014 Page 4

Other forms to support you manage your risks: ADM 56 Risk Assessment template for outdoor activities, events and camps

Prior to any adventure based activity, the Leader-in-Charge will notify the appropriate Manager using the OUT 2 permission forms. In addition, she is required to attach Section 4 of the ADM 56 Risk Management Plan they have completed. A Leader-in-Charge also needs to submit the Section 4 of the ADM 56 Risk Management Plan with any OUT 1 permission to camp form. Encourage your Leaders to talk about risks when they are making plans to do fun activities with their girls. Risks are positive too! They need to ask the girls and their co-Leaders: When do they need to complete the ADM 56 Risk assessment form? For any activity considered adventure based, outside the meeting place i.e. full day walk, bike ride, camp etc. If the activity is listed as an adventure activity in Guide Lines or on the State adventure based activity list (in some States this is a book or Adventure Activity manual) then it needs a risk assessment. However if they are going for a short walk or walking to the shops etc something that is not considered adventurous then no form is needed. However, we need them to discuss the 3 questions with their co-Leaders and girls when they plan: 1. What are we about to do? [Activity] 2. What can go wrong? [Hazard] 3. What can I do to make it safe? [Control measure] We encourage them to share their risk assessments with other Leaders and parents if requested.

ADM 24A Notification of accident and ADM 24 B Notification of Incident reporting

Not everything is foreseeable, but in the event that you have an incident or an accident within your District or Region make sure that your Leader or Manager completes the ADM 24A Notification of Accident or ADM 24B Notification of Incident. The form is sent to the DM and the State Office. State Office will send one to the insurers and notify the Risk Committee who analyse the trends.

State Representatives There is a GGA Finance and Risk Committee and a Risk Management Sub-Committee. The subcommittee is chaired by Wendy Hall and includes representatives from each state: Queensland Cathy Crittenden ccritt9@tpg.com.au NSW/ACT Leisa Evans leisa_evans@internode.on.net Western Australia Narelle Paine ellenbrookgirlguides@live.com.au Tasmania Lynne Watson lynne@bwetas.com South Australia Golda Munro margold2@bigpond.com Victoria Barbara Grove bgrove@guidesvic.org.au

Northern Territory Marg Rudwick mrudwick@gmail.com Chair Wendy Hall wendy@responseaust.com.au 0418 491 595

September 2012 Risk Analysis and Action Plan – Operational Risks Page 1 of 4

RISK PRIORITY ACTION

One

(Catastrophic)

A catastrophic risk is one that must

be dealt with immediately. SGGO

and GGA Board’s normally monitor

catastrophic Risks.

Two

(High)

A high risk is one that should

be dealt with after attending to

catastrophic risks.

Three

(Moderate)

A moderate risk is one that can

be dealt with by applying routine

procedures.

Four

(Low)

A low risk may be accepted but

should be monitored periodically.

INSTRUCTIONS FOR USING

RISK

ASSESSMENT TEMPLATE

When analysing operational risk focus on the below critical

areas:

1. People (OH&S)

2. Legal Liability

3. Organisational (ie management, communication)

4. Financial

5. Reputation

6. Membership

7. Child Protection

8. Property/Equipment

Step 1

Identify the hazards associated with operations

List them in the first 2 columns

Step 2

Read tables 1,2,3 below to work out

• the likelihood of the hazard occurring

• the consequence of the hazard occurring

• the risk rating of the hazard

Firstly, work out the likelihood using table 1 and reading the

statements and deciding the most appropriate likelihood;

Secondly, work out the consequences of the risk using the

consequences rating in table 2

Thirdly, using the Risk rating table (table 3) see what risk

rating your likelihood and consequences shows. Record it

under Step 2 column on your template.

Step 3

Work out what the best control measure is to reduce the risk

of the process, policy or procedure. Record in controls in

your Step 3 column on your template.

Step 4

Repeat Step 2 and see if your risk rating has reduced to a

level that the organisation is prepared to accept. Record

your rating in your Step 4 column of your template.

Step 5

Utilise the table below to identify the order in which to

address the risks. The table assists you to prioritise.

September 2012 Risk Analysis and Action Plan – Operational Risks Page 2 of 4

CONSEQUENCE DESCRIPTION

Insignificant

Low level Impact with negligible consequences on the aim or activity

objectives that can be controlled by routine management procedures

(no injuries, negligible financial Loss or disruption to non-essential

infrastructure/data).

Minor

The consequences would threaten the efficiency or effectiveness of

achieving some aspects of the organisation’s aim or activity

objectives, requiring management effort to minimise Impact (minimal

financial Loss, injuries requiring first aid only, minor political Impact

or disruption to non-essential infrastructure/data).

Moderate

A significant/medium potential of affecting the achievement of the

organisation’s aim or activity objectives (moderate financial Loss or

political Impact, injuries requiring medical treatment only, medium

term Loss of some essential infrastructure/data).

Major

A very high potential to impair the achievement of the organisation’s

aim or activity objectives (major financial Loss or political Impact,

significant occupational, health, safety and welfare incident/s, long

term Loss of some critical infrastructure/data).

Catastrophic

An extreme potential to threaten the sustainability of the organisation

or its aims and activities (huge financial Loss or political Impact, very

serious occupational health, safety and welfare incident/s, permanent

Loss of critical infrastructure/data).

Risk Analysis and Action Plan - Operational Risks

TABLE 1

Likelihood

Rating Table

TABLE 2

Consequence Rating Table

TABLE 3 Risk Analysis Matrix

LIKELIHOOD RATING

CONSEQUENCES – what is the maximum reasonable consequence?

Insignificant

Minor

Moderate

Major

.

Catastrophic

.

Almost Certain Moderate High Catastrophic Catastrophic Catastrophic

Likely Moderate High High Catastrophic Catastrophic

Possible Low Moderate High Catastrophic Catastrophic

Unlikely Low Low Moderate High Catastrophic

Rare Low Low Moderate High High

TABLE 4

Hierarchy of Control

You may like to use the Hierarchy of

Control to help you work out the best control for

your risks. Start at the top for the most effective

way of reducing your hazard and work your way

down until you are happy that you have

controlled your risk.

Elimination

Adm

inistration Gu

LIKELIHOOD DESCRIPTION

Almost

Certain

The event is

expected to occur in

most circumstances.

(At least 5 times a

year)

Likely

The event will

probably occur in

most circumstances.

The event will

probably occur in

most circumstances.

(Twice a year)

Possible

The event might (or

could) occur at some

time. (Once a year)

Unlikely

The event will

probably not occur.

(Once in five years)

Rare

The event may only

occur in exceptional

circumstances.

(Hasn’t happened

yet)

Level 1

Most

effective

Elimination In this case the hazard or risk is eliminated by

changing/stopping the process entirely.

Level 2 Substitution The hazard is replaced by a process or

material that presents a lower risk.

Engineering

Controls/

Isolation

This method of risk reduction involves

engineering changes that effectively isolate or

reduce the hazard.

Level 3

Least

Effective

Administrati

ve Controls

These controls rely on developing safe

procedures and work methods.

Personal

Protective

Equipment

(PPE)

PPE is worn as a barrier between the person

and the hazard. To be effective PPE needs to

be properly chosen, maintained and used.

PPE is generally considered the least

effective control measure because it is the

‘last line of defence’.

September 2012 Risk Analysis and Action Plan – Operational Risks Page 3 of 4

Date first completed:

Compiled by:

Date reviewed:

Reviewed by:

Risk analysis and Action Plan for Operational Risks

Name of activity (policy, procedure, process):

Important: Use the Risk Assessment table in GGA Risk

Management Policy, Procedure and Guidelines to assess

the risk and action. This is to be utilised for GGA, SGGO,

Region or District risks.

Hazard

Rate the

likelihood

Rate the

consequence

Initial level

of risk

Control measures

Residual

Risk rating

Action to be taken

Accountable person to

implement action

September 2012 Risk Analysis and Action Plan – Operational Risks Page 4 of 4