ROMS Manual

®
®
USER MANUAL
Version 1.0.0.3
Risk and Opportunity Management System (ROMS)
®
Copyright © 2008 by Cell-media.
Software Disclaimer:
Cell-media does not offer financial or risk management advice; some formula and/or calculations in our
ROMS software product may not meet your personal or business circumstances, governing law or taxation
rules.
The ROMS software product is provided by Cell-media “as is” and “with all faults.” Cell-media makes
no representations or warranties, either expressed or implied (subject to law), with respect to the ROMS
software product, its contents, algorithms, quality, performance, merchantability, fitness for a particular
purpose, safety, suitability, lack of viruses, inaccuracies, typographical errors, or other harmful components
of the ROMS software product.
You are solely responsible for:
• determining whether the ROMS software product is compatible with your equipment and other software installed on your equipment; and
• protection of your equipment and backup of your data.
At no time will Cell-media or their resellers be held liable to the customer or any other party for direct,
indirect, special, incidental, consequential, or other damages resulting from:
• any defect or omission in the ROMS software product or related items or information provided;
• the loss of use, data, or profits;
• loss of business or anticipated profit
whether in action of contract, negligence, or other action, arising out of or in connection with the use of the
performance of software, documentation, or information available on this web site.
Cell-media will not be liable for any damages you may suffer in connection with using, modifying, or
distributing the ROMS software product.
Software Warranty:
Cell-media warrants the ROMS software product to be free from defects in materials and workmanship
for 1 year from the date of purchase. If during the first year after purchase a defect in the ROMS software
product should occur, return the product with proof of purchase, for replacement at no charge.
If during the first year after purchase customer notifies Cell-media of a defect in workmanship, and
Cell-media notifies customer of acceptance of that defect, customer will be entitled to one free electronic
download replacement of the corrected ROMS software product when such software is upgraded by Cellmedia, at no charge.
This warranty applies only to products manufactured by Cell-media, and not to other manufacturer’s
products which may be required to run the software such as spreadsheet and operating system software,
each of which carry the respective manufacturer’s warranty.
Copy Protection:
The ROMS software product in whole or in part may not be fully copy protected. However, reselling or
redistributing the ROMS software product for any purpose is expressly forbidden except by agreement with
Cell-media. Licenses are required for each person using the software.
The text ROMS and the ROMS dice graphic are registered trade marks ® of Cell-media.
Page 4
Introduction Page 5
Who should read this user manual? Page 5
How to read this guide Page 5
Chapter 1
INTRODUCTION
Chapter 2
BACKGROUND
Background Information
Can anyone use ROMS?
What does ROMS do?
What can I use ROMS for?
Can I use ROMS alone?
What is ROMS philosophy?
What is unique about ROMS?
What is involved in the ROMS program?
Does ROMS comply with international standards?
Who was involved in creating ROMS?
Where in our business can ROMS be used?
Chapter 3
INSTALLING
Page 12
Installing ROMS Page 13
The USB Key Page 14
Opening ROMS Page 15
Chapter 4
USING ROMS
Chapter 5
ROMS Educational
Initial Run of ROMS
USB Key Not Present
ROMS Logo Animation
Using ROMS
Using ROMS Educational
Using ROMS Operational
ROMS Controls
Additional
Glossary
Page 16
Page 17
Page 17
Page 18
Page 18
Page 19
Page 21
Page 23
Page 24
ROMS Educational Page 25
Tool Bar Page 25
Chapter 6
ROMS Operational
Page 6
Page 7
Page 7
Page 7
Page 7
Page 8
Page 8
Page 9
Page 9
Page 10
Page 10
Page 11
ROMS Operational
Tool Bar
Step 1 - Enter the project information
Step 2 - Choose a level
Step 3 - Stakeholder consultation
Step 4 - Identify risks and opportunities
Step 5 - Assess and prioritise
Step 6 - Action plan
Step 7 - Monitor, review and learn
Risk and Opportunity Diaries
Post-mortem
Step 8 - Conclusion
Page 28
Page 29
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Chapter 1
INTRODUCTION
Topics covered:
Introduction Page 5
Who should read this user manual? Page 5
How to read this guide Page 5
Introduction
Whether you are working for a large company or a small company you will make decisions, solve
problems and undertake tasks that involve risks and opportunities for your business.
These risks and opportunities need to be managed effectively to protect and enhance your
profitability and competitiveness, your reputation, your employees and the local and wider
community and the environment.
ROMS is designed to help you do this in a simple, systematic and consistent way using leading
edge research and practice from many high-risk industries.
You can use ROMS on a single computer, or as part of a large corporate network with hundreds
of computers around the world or in many other scenarios.
ROMS is designed to be flexible and simple to use and its unique multimedia format will guide you
step-by-step through the risk and opportunity management process.
Who should read this user manual?
This user manual is written for anyone in an organisation who has responsibility for making
decisions, solving problems, undertaking tasks or creating business plans that could involve
significant risk and/or opportunity.
It doesn’t matter what type of business you engage in, what level of the company you operate at
or what department, function or region you operate in.
This simple user manual will help you get the most out of ROMS and start to use it quickly.
ROMS is designed to be interactive and self explanatory. It uses unique multimedia technology to
guide you step-by-step through the risk and opportunity management process and thus there is
no need for a highly detailed and complicated guidance manual. The aim of this guide is simply to
help you access this advice easily and quickly.
How to read this guide
If you are learning to use ROMS for the first time then read this guide from beginning to end to
learn how to do everything in ROMS.
If you have used ROMS before and you are remembering how to perform a specific task then just
use the table of contents to locate specific advice.
INTRODUCTION
Chapter 1 | Page 5 of 50
Chapter 2
BACKGROUND
Topics covered:
Background Information Page 7
Can anyone use ROMS? Page 7
What does ROMS do? Page 7
What can I use ROMS for? Page 7
Can I use ROMS alone? Page 8
What is ROMS philosophy? Page 8
What is unique about ROMS? Page 9
What is involved in the ROMS program? Page 9
Does ROMS comply with international standards? Page 10
Who was involved in creating ROMS? Page 10
Where in our business can ROMS be used? Page 11
Background Information
Before you start there is some basic background information you will need to know about the
ROMS.
Can anyone use ROMS?
Yes. ROMS minimises jargon and uses award-winning multimedia technology to make the
process of risk and opportunity management:
• Easy to follow - even for those with no knowledge of risk management
• Easy to understand - even for non English speakers
• Enjoyable - images, words and text enliven the process
• Engaging - research indicates that people retain and understand considerably more when
using multimedia compared to computer and paper-based systems
• Interactive - advice can be requested at any stage of the process
• Flexible - adaptable to the needs of the most experienced to the most inexperienced
managers and workers
• Self-pacing - you dictate the pace of the process
• Efficient - obviates the need for an expensive facilitator
What does ROMS do?
ROMS is essentially a qualitative risk and opportunity management system which is supported,
by cutting-edge quantitative risk analysis software.
Many companies make the mistake of diving straight into complex quantitative analysis without
first conducting a simple qualitative analysis and filtering out those risks and opportunities which
can be effectively controlled using simple qualitative methods. The result is overly complex and
meaningless models which are clogged by risks and opportunities which cannot sensibly or
accurately be quantified.
ROMS overcomes this problem by providing you with a simple yet rigorous system for filtering
out and effectively managing the vast majority of risks and opportunities which can be controlled
by qualitative methods. The residual risks which remain after qualitative analysis, which can be
sensibly and accurately quantified, can then be further analysed using sophisticated and cuttingedge quantitative methods such as simulation and sensitivity analysis. ROMS recommends
the use of Palisade @RISK software for this quantitative analysis but is compatible with any
quantitative risk analysis software.
What can I use ROMS for?
You should use ROMS every time you have to make a decision, solve a problem or undertake a
task that could involve significant risk or opportunity for your business, its stakeholders, your
employees, the environment, the general public or society at large.
As well as helping you to make decisions, solve problems and plan complex tasks, ROMS is an
excellent business planning tool. It can also be used to develop standard operating procedures
for common risks and opportunities in your business environment.
BACKGROUND
Chapter 2 | Page 7 of 50
BACKGROUND
Chapter 2 | Page 8 of 48
Can I use ROMS alone?
Yes you can. However, it is strongly recommended to bring together your key stakeholders into
a workshop and work through the process collectively. This may take more time and preparation
but the solution will be far superior.
By involving key stakeholders you will maximise the information you have to make a decision, get
more experience and opinions and ensure maximum buy-in to your final decision. Some legislation,
particularly in occupational health and safety, requires you to consult your stakeholders.
Simple guidance on how to identify and choose your key stakeholders and how to set up and run
an effective workshop is provided in ROMS.
What is ROMS philosophy?
You need to understand the ROMS philosophy before using it:
• ROMS is based on the belief that prevention is better than cure. This means ROMS should
be used BEFORE making decisions, solving problems and planning tasks NOT after them.
• ROMS is designed to encourage collective responsibility for the efficient management of
risks and opportunities. Its simple approach makes it easy for people to manage their risks
and not pass them to someone else.
• ROMS is simple to use yet rigorous. ROMS provides a simple, practical and flexible
approach which is adaptable to the needs and capabilities of different users, projects,
business functions and customers.
• ROMS is a consultative approach to risk and opportunity management. You should involve
key stakeholders to help ensure collective responsibility and teamwork in managing risks
and opportunities.
• ROMS empowers employees with the necessary skills, confidence and support to manage
risks and opportunities effectively and to accept risks that their competitors do not have
the confidence to manage.
• ROMS is based on the belief that people are the most prolific source of information about
risk and the best weapon for managing it. ROMS is designed to harness the knowledge,
talents and experience of people.
• ROMS is based on the belief that once identified a business risk ceases to be a problem
but becomes a business opportunity to be exploited for the benefit of the business.
What is unique about ROMS?
There are many unique features to ROMS, such as:
• ROMS is the world’s only multimedia enterprise risk and opportunity management
system.
• ROMS is designed to provide a consistent, systematic and integrated approach to risk and
opportunity management across your entire business.
• ROMS is designed to involve stakeholders and capture and harness the knowledge,
experience and creative capability of your staff in an interactive, stimulating way using
cutting-edge and award-winning multimedia technology.
• ROMS provides a unique three-dimensional view of risk and its “cost of control” feature
allows negotiation and optimum allocation of risk.
• ROMS is based on 20 years of research and current best practice across a range of
high risk industry sectors including construction, mining, security, nuclear power,
defence, social and economic infrastructure, ports, health, emergency management, asset
management etc
• ROMS has been used as the basis for risk and opportunity management on many major
international organisations and projects in a range of high risk industries. Some recent
applications include the 2008 Beijing Olympic Games delivery process, climate change
in the health sector, security, industrial relations, safety, finance risks, tendering, skills
shortages, design management, facilities management, infrastructure etc.
• ROMS has received a number of international awards such as the 2006 CIOB International
Innovation and Research Award and the 2008 International Construction Project
Management Association Award.
What is involved in the ROMS program?
ROMS is split into two sections, to make it easier to get to the right place - ROMS Operational,
and ROMS Educational.
ROMS Operational contains the “tools” section of ROMS. Here, you will be guided step-by-step
through a structured and systematic process which will help you effectively manage the risks and
opportunities associated with a specific decision, problem or task.
ROMS Educational contains the “information” section of ROMS. Here, you will receive information
about the ROMS in a multimedia format, with visuals and audio providing you with introductory
information about how to prepare, use and implement ROMS in your day to day business.
It is recommended if you have never used ROMS before, to watch the ROMS Educational section
first so that you can get a better understanding on the whole process, before proceeding to the
ROMS Operational section.
BACKGROUND
Chapter 2 | Page 9 of 50
BACKGROUND
Chapter 2 | Page 10 of 50
Does ROMS comply with international standards?
ROMS complies with, and exceeds international standards of risk management, such as AS/NZS
4360:2004 and guidelines such as:
• MAB/MIAC Guidelines for Managing Risk in the Australian Public Service,
• British Standard BS 6079:3:2000,
• COSO Enterprise Risk Management Framework 2004,
• ISO CD31000 (Risk Management Guidance Standard),
• ISO/IEC Guide 73 and
• Canadian Standard CAN/CSA-Q850-97 (October 1997).
However, ROMS provides much more than just compliance. The driving force behind ROMS is to
provide your company with competitive advantage by exceeding basic international standards of
risk management and drawing on international best practice and research in a range of different
high risk industries including resources, mining, chemical processing, construction, asset
management, and nuclear energy.
Ultimately, ROMS is designed to provide competitive advantage and add value to your business
by providing you with the tools to manage your risks more confidently than your competitors and
turn them into business opportunities.
ROMS is also underpinned by a strong sense of corporate social responsibility and provides tools
to help you actively and meaningfully engage stakeholders in the making of business decisions.
Who was involved in creating ROMS?
Several parties contributed to the creation of ROMS, including:
• Martin Loosemore - University of New South Wales
• Charlie Reilly - Brookfield Multiplex Services
• Dave Higgon - Brookfield Multiplex Limited
Cell-media:
• Rodger Wright - Founder of Cell-media
• Steve Clarke - CEO of Cell-media
• Andrew Kelleher - Project Manager, Multimedia Design and Development, Branding
• Jon Moyles - Programming assistance, Updating and Security
• Daniel Hogan - Script Writing and Reviews
• Kathryn Dart - Script Writing
• Stuart Sevastos - Website Development
Where in our business can ROMS be used?
ROMS is an enterprise wide risk management system. It is totally flexible and is designed to be
used at all levels of your business and in all business functions and departments. It thus provides
both vertical and horizontal integration of risk and opportunity information and enables you to
manage risks across your entire enterprise.
When used effectively, ROMS also enables you to understand and identify crucial interrelationships between risks in different parts of your business.
ROMS can be used at a policy, strategic, tactical, operational and project level:
• At a project level, ROMS can be used to determine how best to deliver, plan and resource
projects to satisfy client or customer time, costs and quality requirements etc.
• At an operational level it can be used to make decisions and resolve safety problems,
industrial relations problems, security problems and environmental management problems
etc.
• At a tactical level it can be used to assess project feasibility, help companies quantify
contingencies on tenders and negotiation with clients to achieve optimal risk allocations
in contracts etc.
• At a strategic level ROMS can be used to develop business strategies and formulate
business plans etc.
• At a policy level ROMS can help companies formulate policies regarding how it should
respond to wider issues such as financial codes and regulations, climate change,
environment, occupational health and safety, industrial relations and social responsibility
etc.
For more information about ROMS, visit http://www.Risk-Opportunity.com
BACKGROUND
Chapter 2 | Page 11 of 50
Chapter 3
INSTALLING
Topics covered:
Installing ROMS Page 13
The USB Key Page 14
Opening ROMS Page 15
Installing ROMS
To install ROMS, simply insert the ROMS CD-ROM into your computer and ROMS will install
automatically. Follow the instructions on-screen.
However, if this does not occur, browse to your CD-ROM drive using Windows Explorer and
double-click ‘Setup.exe’, then follow the instructions on-screen.
NOTE: VISTA USERS MUST HAVE ADMINISTRATIVE PRIVILEGES TO INSTALL ROMS. IF YOU
CANNOT INSTALL ROMS, PLEASE CONTACT YOUR IT SUPPORT TEAM.
INSTALLING
Chapter 3 | Page 13 of 50
INSTALLING
Chapter 3 | Page 14 of 50
The USB Key
ROMS requires a USB Key to be inserted into your computer every time ROMS is run.
NOTE: DO NOT INSERT THE USB KEY UNTIL ASKED TO DO SO.
You must look after this USB Key. Only one Key is provided with each ROMS licence. It can be
replaced once only at a significant cost.
When asked to do so by the ROMS installer, insert the USB Key into your USB Drive.
The following Hardware Wizard screen will appear:
Select ‘Install the software automatically (Recommended)’, and then follow the instructions onscreen.
REMEMBER: DO NOT INSERT THE USB KEY UNTIL ASKED TO DO SO.
Opening ROMS
To open ROMS simply click on the ‘ROMS.exe’, via the Windows Start Menu:
or by browsing to the ROMS install directory in Windows Explorer:
Alternatively, you can double-click directly on a previously saved ‘.roms’ file from Windows
Explorer:
Note: ROMS is designed to be run on at least a 1024 x 768 resolution, however ROMS will
automatically resize to fit your screen if your monitor is incapable of running at this resolution.
INSTALLING
Chapter 3 | Page 15 of 50
Chapter 4
USING ROMS
Topics covered:
Initial Run of ROMS Page 17
USB Key Not Present Page 17
ROMS Logo Animation Page 18
Using ROMS Page 18
Using ROMS Educational Page 19
Using ROMS Operational Page 20
ROMS Controls Page 23
Initial Run of ROMS
On the initial run of ROMS, you will be presented with a login screen:
Enter your username and password that was supplied with your ROMS install disc, and press
‘Okay’. You will only be asked to enter this once, as ROMS will remember your username and
password for you.
You will only ever be prompted to re-enter these details if you have either reinstalled your
Operating System, or your account has expired.
NOTE: YOU MUST BE CONNECTED TO THE INTERNET FOR THIS TO WORK, AS ROMS ACCESSES
YOUR ACCOUNT DETAILS FROM THE ROMS INTERNET DATABASE.
USB Key Not Present
If upon running ROMS, a screen such as this appears:
ROMS has not detected your USB Key. Please make sure it is placed correctly in your USB drive,
and your computer has successfully detected it. Press okay to try again.
USING ROMS
Chapter 4 | Page 17 of 50
USING ROMS
Chapter 4 | Page 18 of 50
ROMS Logo Animation
After logging in succesfully, the ROMS Logo Animation will appear. This lasts only 12 seconds
and can be skipped by clicking once anywhere on the screen.
Using ROMS
After logging in, and viewing the ROMS logo splash screen, you will be presented with two
options as shown below:
To get started, you must select either ‘ROMS Educational’ or ‘ROMS Operational’.
Using ROMS Educational
By clicking on ROMS Educational you will be presented with two choices:
By clicking on ‘Play All’ you will be taken systematically through each of the five chapters which
comprise the ROMS Educational section.
USING ROMS
Chapter 4 | Page 19 of 50
USING ROMS
Chapter 4 | Page 20 of 50
Using ROMS Educational (Continued)
The aims of this section are to:
• Use lively audio, visuals and text to introduce you to the concept of risk and opportunity
management.
• Take you step-by-step through the risk and opportunity management process.
• Provide background information about the various techniques available to identify, analyse
and control risks and opportunities.
• Guide you step-by-step through the ROMS process.
By clicking on ‘Load Chapter Menu’ you will be able to choose a specific chapter and sub-menus
within it.
This is useful when you want to learn about a specific technique or stage of the risk and
opportunity management process.
To select a specific chapter to view, simply select a chapter, and then click on a subchapter from
the menu that appears.
To return to the previous menu, simply click the flashing red arrow at the top right of the screen.
Using ROMS Operational
By clicking on ROMS Operational you will be presented with two choices:
ROMS Operational contains the “tools” section of ROMS. Here, you will be guided step-by-step
through a structured and systematic process which will help you effectively manage the risks and
opportunities associated with a specific decision, problem or task.
The aims of this section are to:
• Take you step-by-step through a structured risk and opportunity management process.
• Provide an appropriate set of tools and techniques to help you identify, assess and control
the risks and opportunities associated with a decision, problem or task.
• Provide advice and guidance on how to use those tools and techniques.
• Help you develop a costed and resourced action plan which mitigates risks and maximises
opportunities.
• Help you monitor, review and adapt that action plan to ensure it achieves its ends.
• Help you learn from the process to improve future business decisions.
By clicking on ‘Create New’ you will taken into a completely new ROMS process and a blank series
of forms which will need to be completed.
USING ROMS
Chapter 4 | Page 21 of 50
USING ROMS
Chapter 4 | Page 22 of 50
Using ROMS Operational
(Continued)
When completed and saved these forms will provide you with a rigorous record of your
deliberations in making a particular decision, solving a problem or planning a task. These records
are extremely important for compliance reasons and can provide a powerful learning resource for
your company. They can also provide the basis for developing training systems and for developing
standard operating procedures for dealing with commonly recurring risks and opportunities.
By clicking on ‘Load existing’, the following dialog box will appear:
To retrieve a record of an old ROMS which you may have previously completed or have partially
completed, simply browse to the location of your files and double-click the .roms file that you
wish to load.
This will load your previously saved data into the ROMS forms, ready for you to review and/
or edit.
This can be useful when you are faced with a similar decision to one which has been made before
(which you can learn from) or when you simply wish to retrieve some proof (for compliance
reasons) that you worked through a past decision thoroughly.
ROMS Controls
At the top right of the screen are 4 buttons that remain throughout ROMS. These are:
The ‘Help’ button will load an electronic version of this user manual. This will require
Adobe Reader to view.
The ‘Minimise’ button minimises ROMS to the Windows task bar, allowing you to access
programs behind ROMS.
The ‘Maximise’ button switches ROMS between ‘Full Screen’ and ‘Normal’ window modes.
‘Normal’ window mode places ROMS inside a window, at a resolution of 1024x768.
‘Full Screen’ window mode maximises ROMS to fill your entire screen. ROMS defaults to
this mode if your computer is not set to a minimum resolution of 1024x768.
The ‘Quit’ button exits ROMS.
The specific controls for ROMS Educational and Operational are explained in the following two
chapters of this user manual.
USING ROMS
Chapter 4 | Page 23 of 50
Chapter 5
ROMS Educational
Topics covered:
ROMS Educational Page 25
Tool Bar Page 25
ROMS Educational
When you have entered the ‘ROMS Educational’ section, you will be presented with the main
ROMS Educational interface.
NOTE: This entire section of ROMS is narrated, so please ensure you have your
AUDIO DEVICE turned on!
Tool Bar
Along the top of the window is the tool bar. ROMS tool bar icons are similar to icons used in other
programs. The buttons on the tool bar are the easiest way to find your way around and interact
with the ROMS program. The buttons and their function are listed below:
The ‘Home’ button takes you back to the Main Menu screen.
The ‘More Information’ button takes you to the ‘More Information’ screen, for the Chapter
that you are currently viewing. For example:
‘More Information’ screens are explained later in this chapter.
If the Chapter you are currently viewing does not have a ‘More Information’ screen, this
button is greyed out and inactive.
ROMS EDUCATIONAL
Chapter 5 | Page 25 of 50
ROMS EDUCATIONAL
Chapter 5 | Page 26 of 50
Tool Bar (Continued)
You will be reminded from within the program that a ‘More Information’ screen exists, by a visual
and narrative prompt:
The ‘Audio’ button allows you to control the volume of ROMS.
To adjust the volume, click once on the ‘Audio’ button, which will change to reveal a ‘slide
bar’. Drag the black box up and down, to increase and decrease the volume respectively.
The ‘Back’ button takes you to the previous chapter in ROMS Educational.
If you are at the start of ROMS Educational, the ‘Back’ button will be greyed out and
inactive.
The ‘Step Backwards’ button takes you backwards in the chapter.
If you are at the start of the chapter, this button is greyed out and inactive.
The ‘Pause’ button pauses the current chapter.
Once pressed, the ‘Pause’ button will change into a ‘Play’ button which resumes playing the
current chapter when pressed.
The ‘Step Forwards’ button takes you forwards in the chapter.
If you are at the end of the chapter, this button is greyed out and inactive.
The ‘Forward’ button takes you to the next chapter in ROMS Educational.
If you are at the end of ROMS Educational, the ‘Forward’ button will be greyed out and
inactive.
Tool Bar (Continued)
Along the top of the screen you will see various chapters.
Each chapter provides information about the ROMS and how to use it. By clicking on each
chapter, sub headings are revealed and by clicking on these you can access the information
contained within.
ROMS indicates your current chapter and subchapter by changing it from black to blue. ROMS
also names your current chapter or subchapter at the end of the tool bar in large blue letters.
ROMS EDUCATIONAL
Chapter 5 | Page 27 of 50
Chapter 6
ROMS Operational
Topics covered:
ROMS Operational Page 29
Tool Bar Page 29
Step 1 - Enter the project information Page 34
Step 2 - Choose a level Page 35
Step 3 - Stakeholder consultation Page 38
Step 4 - Identify risks and opportunities Page 39
Step 5 - Assess and prioritise Page 41
Step 6 - Action plan Page 42
Step 7 - Monitor, review and learn Page 43
Risk and Opportunity Diaries Page 44
Post-mortem Page 44
Step 8 - Conclusion Page 45
ROMS Operational
When you have entered the ‘ROMS Operational’ section, you will be presented with the main
ROMS Operational interface.
Tool Bar
Along the top of the window is the tool bar. ROMS tool bar icons are similar to icons used in other
programs. The buttons on the tool bar are the easiest way to find your way around and interact
with the ROMS program. The buttons and their function are listed below:
The ‘Home’ button takes you back to the Main Menu screen. If you have made changes to
your ROMS file, you will be prompted to ‘Save’, ‘Save As’, ‘Discard’ or ‘Cancel’.
‘Save’ will save over your existing ROMS file.
‘Save As’ will prompt you to choose a new ROMS file name and location.
‘Discard’ will continue to the Main Menu screen, discarding all changes.
‘Cancel’ will return you to the previous screen.
These buttons are explained further in the ‘Save’ button information.
ROMS OPERATIONAL
Chapter 6 | Page 29 of 50
ROMS OPERATIONAL
Chapter 6 | Page 30 of 50
Tool Bar (Continued)
The ‘Load’ button allows you to load an old ROMS without going back to the opening page
of ROMS. If you have made changes to your ROMS file, you will be prompted to ‘Save’,
‘Save As’, ‘Discard’ or ‘Cancel’.
You will then be prompted to either ‘Load’ or ‘Cancel’.
If you press ‘Load’, the following dialog box will appear:
To retrieve a record of an old ROMS which you may have previously completed or have
partially completed, simply browse to the location of your files and double-click the .roms
file that you wish to load.
This will load your previously saved data into the ROMS forms, ready for you to review
and/or edit.
The ‘Save’ button allows you to save your current ROMS file to your computers hard-drive.
You will be prompted to ‘Save’, ‘Save As’, ‘Discard’ or ‘Cancel’.
Tool Bar (Continued)
‘Save’ will save over your existing ROMS file, or prompt you to choose a new ROMS file
name and location if you have not previously saved.
‘Save As’ will prompt you to choose a new ROMS file name and location. Simply browse to
your desired location, enter your new ROMS file name and press ‘Save’.
‘Cancel’ will return you to the previous screen.
ROMS OPERATIONAL
Chapter 6 | Page 31 of 50
ROMS OPERATIONAL
Chapter 6 | Page 32 of 50
Tool Bar (Continued)
The ‘Print’ button allows you to print your progress through ROMS. You will be prompted
(depending on your progress through ROMS) to either ‘Print’, ‘Print Action Plans’, ‘Print
Diaries’ or ‘Cancel’.
‘Print’ will print your progress. For example, if you have completed Steps 1 through 4 only,
ROMS will only print Steps 1 through 4.
‘Print Action Plans’ appears when Step 6 has been completed. This button allows you to
print the appropriate Action Plans for each ‘Owner’ in Step 6 of ROMS Operational. Step 6
is explained in further detail later in this chapter of the user manual.
‘Print Diaries’ appears when Step 7 has been completed. This button allows you to print the
Diaries for each ‘Owner’ in Step 6 of ROMS Operational. Step 7 is explained in further detail
later in this chapter of the user manual.
‘Cancel’ will return you to the previous screen.
In all cases (except ‘Cancel’), a Print Dialog Box will appear:
Select your desired printer, preferences and copies and then press ‘Print’.
Tool Bar (Continued)
The ‘@RISK’ button will launch Palisades @RISK software if it is installed. If you have not
installed @RISK, you will be prompted as such.
The ‘Back’ button takes you to the previous step in ROMS Operational.
If you are at the start of ROMS Operational, the ‘Back’ button will be greyed out and
inactive.
The ‘Forward’ button takes you to the next step in ROMS Operational.
If you are at the end of ROMS Operational, or you have not completed all required sections
of the current Step, the ‘Forward’ button will be greyed out and inactive.
Notice that the tool bar also lists the name of the file you are currently working on and the eight
steps of the ROMS process.
Clicking on one of the steps will take you to that appropriate Step in ROMS Operational, providing
the Step is active.
ROMS OPERATIONAL
Chapter 6 | Page 33 of 50
ROMS OPERATIONAL
Chapter 6 | Page 34 of 50
Tool Bar (Continued)
ROMS indicates your current step by changing it from black to blue. ROMS also names your
current step at the end of the tool bar in large blue letters.
NOTE: ROMS WILL ONLY ALLOW YOU TO PROGRESS THROUGH STEPS IF THE RELEVANT
INFORMATION IN EACH STEP HAS BEEN ENTERED.
Step 1 - Enter the project information
The purpose of step 1 is to enter some basic reference information to create a record of your
decision, problem or task. The screen is shown below.
Enter information into each cell by clicking on it. You can copy and paste from other documents
to ROMS by using keyboard shortcuts, which (generally) are:
CUT – Press ‘Ctrl’ & ‘X’.
COPY – Press ‘Ctrl’ & ‘C’.
PASTE - Press ‘Ctrl’ & ‘V’.
To understand what is required in each cell, click on the relevant row heading on the left hand side
of the form. This will take you to the help for that particular row, with one or two options.
The ‘Help’ dice provides a simple explanation of what is required in each cell.
The ‘Tools’ dice provides information and guidance on tools and techniques which you may
need to get the information to enter into that cell. These are links to further Help screens,
which you can click on to gain more information and guidance.
Occasionally, an orange ‘Tools’ dice will appear, indicating further information and
guidance.
NOTE: The ‘Tools’ dice will only appear when further information or guidance is
needed. For example, it is not present when you click on the row title “Project
name”.
Step 1 - Enter the project information
(Continued)
For example, if you click on the heading “Workshop participants (key stakeholders)” the following
help screen will appear:
You can navigate this help section by clicking on the blue back arrow at the top righthand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
The bread crumbs are a useful way of always knowing where you are in the help menu.
Once you have entered the relevant information, checked it, confirmed it with all workshop
participants, ROMS will allow you to progress to the next step.
NOTE: Always ensure you save frequently as you move through the ROMS process.
Not just at the end of each stage but during each stage. Workshop participants
will be unhappy if you lose the only record of their deliberations.
Step 2 - Choose a level
The purpose of step 2 is to decide the level of complexity you wish to employ in managing your
risks and opportunities.
Your choice is made by clicking on the relevant level under the “Chosen Level” column. Your
chosen level will be highlighted in green.
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Step 2 - Choose a level
(Continued)
Choosing the correct level is an important decision because it will determine how much time,
expertise and resources you will need to invest in the ROMS process.
If you choose level 1 then you will be guided to use very simple and quick qualitative techniques
but if you choose level 4 you will be guided to use more complex quantitative techniques, after
first conducting a simple qualitative analysis.
To help you make this decision ROMS asks you to answer a series of ten questions which is
then used to calculate the recommended level. Note that this tool is optional (as indicated by the
asterisk in the column heading).
If you choose to use this tool, you simply have to click on the relevant rating in column 2, for
each question put in column 1. ROMS will recommend a level, based on the your answers to the
questions. This is indicated in the “Recommended level” column. However, you do not have to
follow this recommendation and you are free to choose what ever level you think appropriate in
the “Chosen level” column.
If you change your mind on an answer you have provided, simply click on the answer, and
reselect.
NOTE: AS YOU BECOME MORE EXPERIENCED IN USING ROMS YOU MAY NOT FEEL THE NEED
TO ASK THE SYSTEM TO RECOMMEND A LEVEL.
You can easily navigate the screen by using the scroll bar on the right-hand-side of the screen.
Alternatively you can use the scroll wheel on your mouse, if you have one.
To understand what is required in each cell click on the relevant column heading on the top of
the form. This will open up a help screen (as in step 1) with further information and any required
tools, techniques and advice that may be necessary to complete the form.
Step 2 - Choose a level
(Continued)
For example, if you click on the column headed “Chosen level” you will taken to the screen shown
below which provides an explanation of what is required and detailed information about the tools
and techniques that are used in each level.
If you now click on “Level 1 techniques” under “Tools, techniques and advice” you are taken to
another level of information which breaks these down into more detail.
If you then click on any of the techniques listed you will be taken to another screen which explains
them in detail. So ROMS provides you with multiple layers of advice and information.
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Step 2 - Choose a level (Continued)
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Once you have entered the relevant information, checked it, confirmed it with all workshop
participants, ROMS will allow you to progress to the next step.
Step 3 - Stakeholder consultation
The purpose of step 3 is to help you identify and understand your stakeholders’ objectives and
to ultimately identify 5 common objectives which can bring your stakeholders together to work
collectively towards a solution to this problem.
NOTE: You have been restricted to 5 common objectives to avoid the process
becoming unwieldy in later steps.
As on previous forms, you must enter information into each column, starting with the left hand
column (Key stakeholders objectives) and working towards the right hand column (KPIs).
NOTE: ROMS has automatically inserted your key stakeholders selected in step 1 into the first
column of this step 2 form.
To understand what is required in each cell click on the relevant column heading on the top of
the form. This will open up a help screen (as in previous steps) with further information and any
required tools, techniques and advice that may be necessary to complete the form.
Your first step is to complete column 2 by allowing each stakeholder in turn to list their top five
objectives. You must enter at least one objective for each stakeholder but you need not list five.
As you work through this process you will be surprised that even the most distant stakeholders
will have common objectives.
In a discussion with your stakeholders about their 5 common objectives you can transfer common
objectives to the third column headed “5 common objectives (ranked)” by clicking on the arrows
along side each stakeholder objective. You need not have 5 objectives if you cannot find them.
Step 3 - Stakeholder consultation (Continued)
When the “common objectives” column is populated, the common objectives must be placed in
rank order by using the arrows in each cell to move each objective up and down.
This ranking process is very important because it will dictate the allocation of resources to control
various risks later in the ROMS process. Clearly, the risks and opportunities associated with the
most important objectives will receive the greatest allocation of resources.
The final KPIs column is optional (as indicated by the asterisk in the column heading). It need
not be completed to progress to step 4. However, it is strongly recommended that this column is
completed because it will more precisely define your objectives and allow you to measure whether
your eventual action plan (step 7) has achieved its aims or not.
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Once you have entered the relevant information, checked it, confirmed it with all workshop
participants, ROMS will allow you to progress to the next step.
Step 4 - Identify risks and opportunities
The purpose of step 4 is to help you identify the risks and opportunities associated with each of
the 5 common stakeholder objectives identified in step 3.
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Step 4 - Identify risks and opportunities (Continued)
ROMS has automatically inserted your 5 common objectives into the first column of this form.
As on previous forms, you must enter information into each column, starting with the left hand
column (Risks and opportunities) and working towards the right hand column (Ways risks and
opportunities arise).
The final column ‘Ways Risks and Opportunities Arise’ is optional as indicated by the asterisk
but it is recommended since it will help with the identification of appropriate controls later in the
ROMS process.
To understand what is required in each cell click on the relevant column heading on the top of
the form. This will open up a help screen (as in previous steps) with further information and any
required tools, techniques and advice that may be necessary to complete the form.
NOTE: Depending on your choice of level in step 2 the ROMS has selected certain
tools and techniques appropriate to your chosen level of complexity.
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Once you have entered the relevant information, checked it, confirmed it with all workshop
participants, ROMS will allow you to progress to the next step.
Step 5 - Assess and prioritise
The purpose of step 5 is to help you assess the magnitude of each risk and opportunity you
identified in step 4 and thereby put them in priority order.
ROMS has automatically inserted the risks and opportunities you identified in step 4 into the first
column of this form. It has also listed the common objectives in rank order (as indicated by the
grey bars across the table). Note that risks are listed in red and opportunities are in green.
Step 5 - Assess and prioritise (Continued)
As on previous forms, you must enter information into each column, starting with the left
hand column (Existing controls) and working towards the right hand column (Rank). To enter
information you simply click on the relevant coloured letter in each table cell and the ROMS will
automatically insert your choice.
There is no need to enter information into column 5 (Level). This is done automatically by ROMS
using a simple risk matrix which can be accessed by clicking on the “Level” column heading.
It is important to appreciate that the risk matrix used to calculate the level of risk reflects a
standard risk appetite and that can be customised to reflect your risk appetite in consultation
with cell-media.
There is no need to enter information into column 8 (rank). This is done automatically by ROMS
using an algorithm which takes account of the automated “Risk and opportunity level” and your
selections of “Imminence” and “Controllability”. This algorithm is fixed and cannot be changed.
The ranking will vary from 1 to 45. 1 being the risk or opportunity which is ranked highest and
45 being the risk and opportunity ranked lowest. It is important to realise that this ranking does
not reflect the level of risk (this is done is the column headed “Risk and Opportunity level” but the
importance of dealing with that risk and opportunity in your action plan (step 6).
To understand what is required in each cell click on the relevant column heading on the top of
the form. This will open up a help screen (as in previous steps) with further information and any
required tools, techniques and advice that may be necessary to complete the form.
NOTE: Depending on your choice of level in step 2 the ROMS has selected certain
tools and techniques appropriate to your chosen level of complexity.
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Once you have entered the relevant information, checked it, confirmed it with all workshop
participants, ROMS will allow you to progress to the next step.
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Step 6 - Action plan
The purpose of step 6 is to help you create an action plan which will help mitigate each risk and
maximise each opportunity you prioritised in step 5.
ROMS has automatically inserted your risks and opportunities in priority order using your
rankings in step 5. Note that risks are listed in red and opportunities are in green. It has also
listed the common objectives in rank order (as indicated by the grey bars across the table).
This enables you to easily identify the most important risks and opportunities associated with
each objective. It also allows you to identify the most important risks and opportunities overall,
since those risks and opportunities associated with the highest ranking objectives are the most
important to deal with.
As on previous forms, you must enter information into each column, starting with the left
hand column (Recommended additional controls) and working towards the right hand column
(Deadline). To enter information you simply click on the relevant text or coloured letter in each
table cell.
The last two columns are indicated as optional (by an asterisk). However, it is strongly
recommended that they are completed since this will best ensure that the action plan is
implemented.
When the last two optional columns (Owner and Deadlines) are completed, ROMS will produce
individual action plans and diaries for each person named so that everyone involved in
implementing the overall action plan knows what they need to do and can be monitored effectively
(in step 7).
You can print these individual action plans and diaries by pressing the print button.
Step 6 - Action plan
(Continued)
To understand what is required in each cell click on the relevant column heading on the top of
the form. This will open up a help screen (as in previous steps) with further information and any
required tools, techniques and advice that may be necessary to complete the form.
NOTE: Depending on your choice of level in step 2 the ROMS has selected certain
tools and techniques appropriate to your chosen level of complexity.
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Once you have entered the relevant information, checked it, confirmed it with all workshop
participants, ROMS will allow you to progress to the next step.
Step 7 - Monitor, review and learn
The purpose of step 7 is to help you monitor your action plan, review if it is not achieving your
objectives (as defined in Step 3) and learn from the entire risk and opportunity management
process so that you can improve future decision-making.
By clicking on the headings under tools techniques and advice you can access further information
and pro-formas such as risk and opportunity diaries and decision post-mortems to help undertake
this stage effectively.
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Step 7 does not require you to enter information in the post-mortem or diaries to progress to the
next step, but it is highly recommended that you do so.
Further information regarding post-mortems and diaries are included further in this chapter of
the user manual.
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Risk and Opportunity Diaries
Risk and Opportunity diaries allow each ‘Owner’ from Step 6, to see the actions they are required
to carry out and describe:
• Their progress in achieving Actions
• Any problems they had in achieving Actions
• Whether an Action is Complete (Dead), or Remaining (Live).
To select an available diary, click on one of the names in the ‘Available Diaries’ list on the right
hand side of the screen. Enter information into each cell by clicking on it. To assign a set of actions
as complete or remaining, simply click on the appropriate box at the bottom of the screen.
You can email Diaries directly to each ‘Owner’, by clicking the ‘Email Diary’ button, and entering
the ‘Owners’ email address. Your default email client will open, containing all the relevant
information for that ‘Owner’.
Post-mortem
Post-mortems allow the user to record the lessons learnt in managing the Risk and Opportunities
associated with a specific decision. It is completed by individual decision-makers in consultation
with stakeholders.
Enter information into each cell by clicking on it.
Step 8 - Conclusion
This is the last stage of the ROMS process. The purpose of step 8 is to help you create a record
of your deliberations over the life-cycle of your business or project. Some simple tips are also
provided on how to maximise the value of the ROMS process for all involved. By clicking on the
headings under tools techniques and advice you can access further information about this.
As in all steps, you can navigate this help section by clicking on the blue arrow at the top
right-hand-corner of the screen or by clicking on the “bread crumbs” of each step in the top
left-hand-corner of the screen.
Step 7 does not require you to enter information in the post-mortem or diaries to progress to the
next step, but it is highly recommended that you do so.
Step 8 concludes the ROMS process. Pressing the forward arrow from this point, will prompt you
to save your ROMS and then take the user back to the main menu screen, ready to create a new
or load an existing ROMS.
NOTE: Always ensure you save frequently as you move through the ROMS process.
Not just at the end of each stage but during each stage. Workshop participants
will be unhappy if you lose the only record of their deliberations.
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Additional
Glossary
Bias - the distortion of risk measures as a result of the individual attitudes, options and
perceptions of stakeholders.
Brainstorming - an interactive technique for identifying risks and opportunities that relies
upon group dynamics to elicit ideas. Its success depends upon the breadth of experiences and
perspectives within the brainstorming group and the skills of the facilitator in combining them
effectively.
Bug Listing - is to list things that tend to bother you on a day-to-day basis that could potentially
interfere with your decision outcomes.
Checklist - is a standard checklist of opportunities and risks that can typically affect your
contracts decisions outcomes. Normally constructed from past experience of similar contracts
and decisions and is the simplest method of risk identification.
Consequences - the impact of an opportunity or risk on business objectives expressed qualitatively
or quantitatively in terms of costs, time, injury, quality, image, morale, etc. There may be a range
of potential outcomes associated with an event. Many cannot be quantified accurately.
Consultation - is the process of communicating with internal and external stakeholders at each
stage of the risk and opportunity management process to ensure their needs are considered and
reconciled with business objectives.
Contract - the legal agreement which records the distribution of risks between different business
partners. Investment life-cycle of a project.
Crisis management - involves reacting under severe time pressure to risks that have occurred
and which pose serious risks to objectives.
Critical success factors - are those objectives that a stakeholder regards as critical for contract
success.
Designated manager - the person with overall responsibility for the stage of the contract within
which your activity takes place.
Devil’s advocate - a person employed to formally introduce dissent into the decision-making
process and question assumptions underlying specific decisions. Useful in providing a different
perspective and encouraging a re-analysis of problems.
Emergency - an extreme situation where an incident has already occurred or is imminent, and
poses an immediate risk of sever economic and financial loss, legal or industrial action, to the
health and safety of company staff or the general public, to the environment or to a company’s
corporate image.
Event - an incident or situation which could occur or has occurred which poses a risk or
opportunity to the business objectives of stakeholders.
Fault Tree analysis - involves looking for potential faults or weaknesses in a system that might
cause failure and mapping the connections between them. Fault trees can be used to help you
discover how a risk or opportunity might arise. It should be used only after you have used another
approach to identify what risks and opportunities might occur and when they may occur.
GLOSSARY
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GLOSSARY
Additional | Page 48 of 50
Forecasting - involves analysing and evaluating past information and statistically using the
results to predict the future. There are three main types of forecasting methods: extrapolative
forecasts, casual forecasts, and normative forecasts.
Forced relationships - involves finding ways in which normally unrelated ideas or objects may
be related. It involves looking for obscure connections and inter-relationships which might lead
to potential risks or opportunities.
Hierarchy of controls - the series of control responses, presented in order of priority, which might
lead to potential risks or opportunities.
Influence diagrams - can be used to help you discover how a risk or opportunity might arise.
They trace the chain of contributory events that could lead to a risk eventuating. It should be used
only after you have used another approach to identify what risks and opportunities might occur
and when they may occur. Influence diagrams recognise that most risks and opportunities do not
occur in isolation, but as a result of a chain of contributory events or risks.
Key Performance Indicator - measurable criteria established early in the risk and opportunity
management process which are used as a benchmark against which the success of risk and
opportunity management efforts are measured.
Likelihood - used as a qualitative or quantitative description of probability.
Loss - any negative consequence as a result of an event. Can be financial or otherwise.
Mitigate - minimising the severity of a risk by acting on its potential likelihood or consequences.
Monitor - to look for risks or opportunities by checking, observing and supervising an activity
on a regular basis.
Objectives - are the intended outcomes of your decisions. Each stakeholder will have different
objectives which will have to be reconciled.
Opportunity - an event that could happen which could have potentially beneficial effects upon the
attainment of business objectives.
Organisation - a company, firm, enterprise or other legal entity, public or private, that has its own
function, administration and employees.
Perceptions - are how stakeholders see or interpret risks.
Performance appraisal - the process of evaluating progress against KPI’s using established
measurement criteria, at individual, contract and corporate levels.
Probability - the likelihood of a specific event expressed qualitatively or quantitatively.
Quantitatively it is expressed as a number ranging between 0 and 1, with 0 indicating an
impossible event and 1 indicating a certain event. Qualitatively it is expressed in words such as
rare, unlikely, possible etc.
Probability distribution - identifies the range of outcomes associated with a decision. Types of
distribution include normal, uniform, trapezoidal and triangular.
Reasonably practicable - doing everything that would be reasonably expected of the average
person with particular job responsibilities, which is reasonable in the circumstances considering
costs and benefits taking into account time and resources available.
Residual risks - the remaining risks after treatment measures have been applied.
Risk - an event which could happen which could have potentially negative effects upon the
attainment of business objectives.
Risk acceptance - an informed decision to accept the good or bad consequences of an event.
Risk analysis - involves analysing the level of risk by estimating the likelihood and consequences
of any potential risks and opportunities to your objectives in making a decision.
Risk control - involves deciding upon and implementing appropriate management responses.
Risk identification - involves identifying what, how and when things can go wrong or improve.
The aim is to identify and priorities any potential risks and opportunities to your objectives in
making a decision.
Risk inspections - involves inspecting the workplace and / or documents at regular intervals. The
aim is to identify new potential risks and opportunities to your decision outcomes which arise
while it is being implemented.
Risk and opportunity management - is the systematic application of culture, policies, processes
and procedures to the identification, analysis and control of risks with the aim of minimising
risks and maximising opportunities to the business activities of a company, its customers and
its business partners.
Risk and opportunity review meetings - meeting with decision stakeholders to discuss the
implementation of your decision with the aim of identifying potential new risks or opportunities.
Scenario building - involves hypothesising about the future by asking ‘if then’ questions about
specific events.
Sensitivity analysis - involves examining variations in one risk factor while holding others
constant in order to discover how changing it, impacts upon your objectives. In essence,
sensitivity analysis seeks to identify the multiplier effect of a particular risk upon your objectives.
The output is a spider diagram.
Simulation - uses state-of-the-art mathematical modelling techniques to help managers
artificially experience a situation and thereby identify the risks associated with it. The advantage
of simulation over the largely manual techniques reviewed above is its ability to handle huge
quantities of information and the take into account the interdependence between different risk
variables.
Stakeholders - are people or organisations that can potentially affect, or be affected by, your
decisions. Where appropriate, they must be considered and consulted in each stage of the risk
and opportunity management process.
Stakeholder analysis - is the process of identifying the different types of stakeholders affected
by a decision.
GLOSSARY
Additional | Page 49 of 50
ROMS
®
Version 1.0.0.3
Created by Cell-media
POSTAL ADDRESS
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PHONE NUMBERS
Telephone: (61) 8 9382 2811
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EMAIL
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