PHA Pro User Guide 8.3.4

IHS Software for EHS & SustainabilityIHS PHA-Pro® 8.3.4 Desktop Pro ecn.ihs.com User Guide PHA-Pro 8.3.4 User Guide April 2, 2013 © 2013 IHS. For internal use only. No portion of this publication may be reproduced, reused, or otherwise distributed in any form without prior written consent of IHS. TRADEMARKS IHS and the IHS globe design are registered trademarks of IHS. Other trademarks appearing in this publication are the property of IHS or their respective owners. PHA-Pro Table of Contents Preface ............................................................................................... iv IHS End-User License Agreement for Desktop Pro Software Products ......... v Chapter 1: Installing PHA-Pro ............................................................. 1 Minimum System Requirements ........................................................... 2 Installing PHA-Pro .............................................................................. 3 Changing File Locations ....................................................................... 8 Starting the Software.......................................................................... 9 Authorizing Your License ................................................................... 10 Updating PHA-Pro............................................................................. 12 Re-Installing the My Documents Shortcuts ........................................... 13 Uninstalling PHA-Pro ......................................................................... 14 Chapter 2: Methodologies and Advanced Techniques ....................... 15 Risk Concepts .................................................................................. 16 Choosing a PHA Methodology ............................................................. 18 Methodologies Supported by PHA-Pro.................................................. 19 HAZOP Methodology ......................................................................... 20 What If Methodology......................................................................... 27 Checklist Methodology....................................................................... 29 What If/Checklist Methodology ........................................................... 31 Failure Mode and Effects Analysis Methodology ..................................... 33 Preliminary Hazards Analysis Methodology ........................................... 35 Hazard Analysis Critical Control Points Methodology .............................. 37 Layer of Protection Analysis (LOPA) Methodology .................................. 39 Safety Integrity Level (SIL) Methodology ............................................. 50 Chapter 3: Conducting Your Study..................................................... 58 Using PHA-Pro ................................................................................. 59 The Administration Collection ............................................................. 60 Documenting Nodes.......................................................................... 61 Identifying Deviations for Each Node ................................................... 63 Analyzing Process Hazards................................................................. 65 Managing Recommendations .............................................................. 66 Chapter 4: Getting Started ................................................................ 67 The Workspace ................................................................................ 68 Creating New Files............................................................................ 71 Customizing the New File Wizard ........................................................ 72 Changing Language Options............................................................... 73 Moving Around A Worksheet .............................................................. 75 Zooming In and Out of Documents ..................................................... 76 Formatting the Worksheet to Fit the Screen ......................................... 77 Updating Templates .......................................................................... 78 E-Mailing Files.................................................................................. 80 Setting Backup Options for Files ......................................................... 81 Saving Files ..................................................................................... 82 Saving Files Under Different Names .................................................... 83 Opening Files ................................................................................... 84 Closing Files .................................................................................... 86 Exiting PHA-Pro................................................................................ 87 Chapter 5: Learning the Basics .......................................................... 88 Working with Data ............................................................................ 89 Cutting, Copying and Pasting Data ...................................................... 93 Entering Data Using Data Mirroring ..................................................... 95 Using Dependency Matrices and Conditional Data Mirroring .................... 99 Working With Dates ......................................................................... 100 Reversing Order of Columns ............................................................. 102 April 2, 2013 i PHA-Pro Sorting the Information on a Worksheet ............................................. Renumbering Data in Columns .......................................................... Changing the Numbering of a List Cell ................................................ Undoing and Redoing Changes .......................................................... Using Notes for Your Data ................................................................ Using Markers for Your Data ............................................................. Using Symbols ................................................................................ Checking Spelling ............................................................................ Finding and Replacing Data............................................................... Merging Lines in a Worksheet............................................................ Isolating a Row in A Worksheet ......................................................... Working with Structured Lists ........................................................... Working With Linked Diagrams.......................................................... Working with Attached Files .............................................................. Working with Embedded Pictures ....................................................... 103 104 105 106 108 110 111 115 117 120 121 123 127 131 135 Chapter 6: Working with Libraries, Copy From and AutoType .......... 137 Using Libraries in PHA-Pro ................................................................ 138 Linking Columns in Libraries with Study Templates .............................. 144 Using Copy From ............................................................................. 146 Using AutoType ............................................................................... 152 Chapter 7: Customizing Forms and Worksheets .............................. 158 Customizing Headers and Data Fields ................................................. 159 Customizing Columns....................................................................... 172 Customizing Column Headings .......................................................... 183 Customizing Multiple Sheets or All Columns on a Single Sheet ............... 188 Customizing Individual Cells ............................................................. 192 Chapter 8: Printing and Exporting .................................................. 196 Generating Reports.......................................................................... 197 Printing Reports .............................................................................. 205 Exporting Data................................................................................ 211 Chapter 9: Revalidating Your Data .................................................. 215 Suggested Revalidation Process......................................................... 216 Tracking a Revalidation Study ........................................................... 217 Using Revalidation Markers ............................................................... 219 PHA Revalidation Checklists .............................................................. 220 Chapter 10: Managing Charts .......................................................... 222 Adding Charts to your Template ........................................................ 223 Formatting Charts ........................................................................... 229 Chapter 11: Customizing Your Templates ........................................ 236 Project Settings............................................................................... 237 Risk Systems .................................................................................. 240 Customizing the Risk Systems........................................................... 241 Creating, Importing and Exporting a Risk Matrix .................................. 245 Codes and Categories ...................................................................... 248 Markers ......................................................................................... 253 The Hierarchy ................................................................................. 259 Limitations When Working With Hierarchy Items.................................. 261 Adding Items to the Hierarchy........................................................... 262 Customizing the Hierarchy ................................................................ 277 Sheets ........................................................................................... 294 Adding New Sheets.......................................................................... 295 Customizing Sheets ......................................................................... 305 Chapter 12: Managing Studies, Revisions and Baselines.................. 310 Studies, Revisions, and Baselines ...................................................... 311 Using Release Management .............................................................. 313 Tracking Changes in A Revision ......................................................... 318 Tracking the Revision History of a Study............................................. 321 April 2, 2013 ii PHA-Pro Viewing the Checksum ..................................................................... 323 Checking Your Data ......................................................................... 324 Using Document Comparison ............................................................ 327 Chapter 13: Protecting Your Documents.......................................... 328 Types of Document Protection ........................................................... 329 Using Read-Only Access ................................................................... 330 Using Password Management ............................................................ 332 Protecting Studies with Access Rights................................................. 334 Chapter 14: Advanced Exporting Features....................................... 343 Exporting Data Using Batch Files ....................................................... 344 Using the XML Import/Export Function ............................................... 348 Exporting/Importing XML Data Using Batch Files.................................. 362 Appendix A: Function Descriptions .................................................. 365 Constants....................................................................................... 366 Statistical / Combining Functions ....................................................... 367 Math & Trig Functions ...................................................................... 369 Text Functions ................................................................................ 373 Logical Functions ............................................................................. 376 Date Functions ................................................................................ 378 Other Functions .............................................................................. 379 Appendix B: Checklist Preparation .................................................. 380 Appendix C: Checklist to Assist with Compliance for OSHA 1910.119 .... 382 Appendix D: Analyzing Operating Instructions, Batch Processes and Plant Modifications ....................................................................... 383 Methods of Analyzing Operating Instructions and Batch Operations. ....... 384 Methods for Studying Plant Modifications ............................................ 385 Tutorial A: Creating a Template From Scratch ................................. 386 Creating a Blank Template................................................................ 387 Preparation for Creating a New Template ............................................ 389 Creating the Hierarchy ..................................................................... 392 Adding Administration Information to the Hierarchy ............................. 395 Adding the Risk Matrix ..................................................................... 396 Adding Codes and Categories ............................................................ 401 Adding Markers ............................................................................... 404 Displaying the Hierarchy in Sheets..................................................... 407 Formatting your Forms and Worksheets ............................................. 419 Rearranging the Sheets .................................................................... 421 Further Customization...................................................................... 426 Tutorial B: Data Mirroring................................................................ 427 Adding Data Mirroring ...................................................................... 428 Entering Information in the Data Mirrored Fields .................................. 432 Tutorial C: Plotting Your Analyses ................................................... 438 Creating 2-D Bar, 2-D Line and Pareto Charts ..................................... 439 Creating a 3-D Bar Chart .................................................................. 451 Tutorial D: Creating Dependency Matrices....................................... 461 What are Dependency Matrices? ........................................................ 462 Dependency Matrices in PHA-Pro ....................................................... 463 Creating the Hierarchy ..................................................................... 464 Creating a Simple Dependency Matrix ................................................ 466 Creating a Cascading Dependency Matrix with Conditional Data Mirroring 476 Suggested Reading.......................................................................... 483 Index .............................................................................................. 485 April 2, 2013 iii PHA-Pro Preface PREFACE Welcome to PHA-Pro®, the most comprehensive and innovative software tool for conducting a Process HAzards Analysis. It provides expert guidance for studying a full range of products to help companies identify potential problems in order to eliminate them, or at least reduce their likelihood of occurring and minimize their harmful effects. PHA-Pro includes numerous features that make it quick and easy to record information, generate quantitative risk data and create PDF and HTML reports. This manual shows you how to get the most out of these features. PHA-Pro not only helps you to conduct a PHA, it also facilitates your study. The predefined hierarchy immediately gives structure and focus to your PHA. The built-in libraries aid you in quickly entering data instead of having to recreate it from scratch, and the libraries can also help your PHA team to brainstorm. In short, this software stands out from generic products, such as spreadsheets, that were never specifically designed for an PHA environment. When you open PHA-Pro, you can immediately begin conducting your Process Hazards Analysis much more quickly, efficiently and cost-effectively. This section discusses the following topics: IHS End-User License Agreement for Desktop Pro Software Products on page v. April 2, 2013 iv PHA-Pro Preface IHS End-User License Agreement for Desktop Pro Software Products IMPORTANT--READ CAREFULLY: This IHS End-User License Agreement ("EULA") is a legal agreement between you (“Client”) (either an individual or a single entity) and IHS Global Canada Limited (“IHS”), a corporation located in Calgary, AB Canada, for the Desktop Pro software products , which includes computer software and/or associated media and printed materials, and may include "on-line" or electronic documentation ("Product(s)"). By installing, or otherwise using the Product(s), Client agrees to be bound by the terms of this EULA. If Client does not agree to the terms of this EULA, promptly return the download link or unopened Product(s) to the place from which Client obtained it. Entering the keycode constitutes agreement with the terms of the EULA. 1. GRANT OF LICENSE. Subject to the terms and conditions of this EULA, for the Product(s) set forth in any executed Quote, IHS grants to Client a Stand Alone PC License, ,as set out in the Quote ,that is nonexclusive, nontransferable, nonsublicensable and revocable for the term set forth in the Quote for each Product, solely for its own internal use. Stand Alone PC License. Client may install and use one copy of the Product(s) on the local hard drive of a single computer. The primary user of the computer on which the Product(s) is installed may make one copy for backup purposes only. The Product(s) may only be used by individuals who are “Authorized Users”, defined as: full or part-time employees of Client and those Client contractors who are required to access the Product(s) set forth on the Quote solely for the purpose of assisting Client in its internal business purposes. Client will be fully liable and responsible for the acts and omissions of its Authorized Users. 2. MAINTENANCE AND SUPPORT . The initial term of the Maintenance and Support is set forth in the Quote. So long as Client is not in material breach of this EULA, the Maintenance and Support automatically will renew for successive renewal terms of 12 months (or as specified in the Quote) unless Client provides IHS with written notice of its intent not to renew at least 30 days prior to the end of the initial or any renewal term. Maintenance and Support is provided in accordance with the terms of the IHS Customer Care User Guide as posted on ecn.ihs.com. 3. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS. April 2, 2013 v PHA-Pro Preface • • • • • • Client understands and agrees that the Product(s) are the proprietary, confidential and/or trade secret information of IHS or a third party whose product may be licensed with the Product(s) or recommended in connection with installation and use of the Product(s) and that the confidential period of such Product(s) along with the third party product(s) remains so in perpetuity. Except as may be expressly authorized herein, Client may not transfer, sublicense, relicense, disclose to third parties or commercially exploit Product(s), or use Product(s) for third party transactions, commercial timesharing, rental or service bureau use or publicly perform or publicly display Product(s) or otherwise reproduce, directly or indirectly, the Product(s) in whole or in part, or any materials relating thereto. Client must take all reasonable steps to ensure that no unauthorized persons shall have access to the Product(s) and that all authorized persons having access to the Product(s) shall refrain from any such disclosure, duplication or reproduction. Client must not reverse engineer, disassemble, decompile, create derivative works or otherwise alter or modify Product(s) provided hereunder. Client may not copy the printed materials accompanying the Product(s). Client shall not publish or disclose any results of any benchmark tests run on the Product(s) Client shall not run and/or access the Product(s) through a hardware or software terminal server or emulator such as “Citrix” or comparable servers or technology. 4. INTELLECTUAL PROPERTY. Subject only to the licenses expressly granted in the Quote and herein, IHS or its third party providers will be the sole owner of all intellectual property rights in and to the Product(s). Client will not remove any copyright, trademark or other proprietary notices of IHS or any third Party contained on or in the Product(s) and Client will reproduce all such notices on all copies permitted to be made by Client under this EULA. 5. EXPORT CONTROL/FOREIGN CORRUPT PRACTICES ACT. The Product(s) provided by IHS under this Agreement may contain technical data (e.g., encryption technology) the export, re-export, transfer or sale of which is controlled by U.S. export control laws. Client warrants and represents to IHS that Client will not itself or through others export or re-export the Product(s) in any manner or form. Both parties will comply with all applicable country laws relating to anti-corruption and anti-bribery, including the US Foreign Corrupt Practices Act and the UK Anti-Bribery Act. Both parties represent and affirm that no bribes or corrupt actions have or will be offered, given, received or performed in relation to the procurement or performance of this proposal. For the purposes of this clause, “bribes or corrupt actions” means any payment, gift, or gratuity, whether in cash or kind, intended to obtain or retain an advantage, or any other action deemed to be corrupt under the applicable country laws. April 2, 2013 vi PHA-Pro Preface 6. WARRANTY. IHS warrants that the Product(s) provided by IHS under this EULA will comply with all material specifications set forth in the Documentation accompanying the Product(s) for a period of 90 days from date of delivery, if Client is to install or 90 days from date of installation, if IHS is to install. IHS warrants that such Product(s) does not contain known viruses or other lock-out capabilities, unless expressly set forth in the Quote. IHS does not warrant that such Product(s) will be free from virus and bugs. To enforce this warranty, Client must provide IHS with written notification of any failure of said Product(s) to comply with any material specification within the warranty period set forth above. IHS must be able to replicate such failure. Client’s sole and exclusive remedy for any such replicated failure, at IHS’ sole option, is to: (i) use commercially reasonable efforts to correct such failure within 30 days of receipt of said written notice from Client; or (ii) refund the pro rata Fees paid by Client for the defective portion of the Product(s), based upon a five year depreciation schedule. IHS DISCLAIMS ALL OTHER EXPRESS OR IMPLIED WARRANTIES, CONDITIONS AND OTHER TERMS, WHETHER STATUTORY, ARISING FROM COURSE OF DEALING, OR OTHERWISE, INCLUDING WITHOUT LIMITATION TERMS AS TO QUALITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. CLIENT ASSUMES ALL RISK IN USING THE RESULTS OF PRODUCT(S). 7. FEES: All fees relating to this EULA and the relevant Quote are exclusive of and Client is solely responsible for payment of all applicable taxes which shall be paid by the Client. All fees are due in net 30 days terms after the date of the relevant invoice issued by IHS. 8. LIMITATION OF LIABILITY. IN NO EVENT WILL IHS OR ITS SUPPLIERS BE LIABLE FOR ANY INDIRECT, SPECIAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES OF ANY KIND OR NATURE WHATSOEVER, SUFFERED BY CLIENT, INCLUDING, WITHOUT LIMITATION, LOST PROFITS, LOST DATA, LOSS OF REPUTATION, LOSS OF GOOD WILL, BUSINESS INTERRUPTIONS OR OTHER ECONOMIC LOSS ARISING OUT OF OR RELATED TO THIS EULA AND ANY QUOTES OR ANY USE OF OR INABILITY TO USE PRODUCT(S) EVEN IF ADVISED IN ADVANCE OF THE POSSIBILITY OF SAME. IHS IS NOT LIABLE FOR ANY DAMAGES ARISING OUT OF OR RELATED IN ANY WAY TO: (i) THE ACCURACY OR COMPLETENESS OF CLIENT INFORMATION; OR (ii) USE OF PRODUCT(S) OR SERVICES; OR (iii) CLIENTS’ NEGLIGENCE AND WILLFUL ACT; OR (iv) MODIFICATIONS TO PRODUCT(S) OR SERVICES; WHETHER SUCH DAMAGES ARE SUFFERED BY CLIENT OR ANY THIRD PARTY. IHS’s total aggregate liability in contract, tort, (including negligence) misrepresentation or otherwise, April 2, 2013 vii PHA-Pro Preface including liability for any damages arising out of or related to this EULA or any Quote will not exceed the Fees paid by Client hereunder for the defective portion of the Product(s) that is the subject of the claim. 9. AUDIT. At IHS’ request, Client shall within thirty (30) days fully document and certify to IHS in writing that all Product(s) are being used in accordance with the terms and conditions of this EULA and Quote. Not more than once annually (unless prior violations have been discovered) during the term of this EULA and one (1) year thereafter, IHS may audit relevant records at Client’s location during normal business hours to enable IHS to ensure Client’s compliance with this EULA and Quote. If an audit reveals that Client has underpaid applicable fees and/or charges to IHS, Client shall be invoiced for such underpaid fees on the then current prices in effect and IHS’ reasonable costs of conducting the audit. 10. MISCELLANEOUS. This EULA is governed by the laws of the State of New York. The Parties may not modify, alter or amend this EULA or any Quote except by written instrument duly executed by authorized representatives of both Parties. The Product(s) are provided subject to US Government Restricted Rights legend. Client may assign this Agreement to any third party (whether directly or indirectly, by operation of law or otherwise) only with the prior written consent of IHS. This EULA and the Quote set forth the entire agreement between the parties and supersede any and all prior proposals, understandings, representations, agreements, undertakings, statements or communications, written or oral, of the parties with respect to the subject matter hereof. Nothing contained in any Clientissued purchase order, purchase order acknowledgement, purchase order terms and conditions or invoice will in any way modify or add any additional terms or conditions to this EULA. Such Client-issued purchase orders are for Client’s internal purposes only and do not affect in any way Client’s obligations under this EULA; provided however that such typically variable terms as price, quantity, tax exempt status, delivery date, shipping instructions and the like, as applicable and only as mutually agreed upon, and as may be specified on Client-issued purchase orders. April 2, 2013 viii Starting the Software on page 9. Installing PHA-Pro on page 3. Uninstalling PHA-Pro on page 14. April 2. how to remove it from your computer.PHA-Pro Chapter 1: Installing PHA-Pro CHAPTER 1: INSTALLING PHA-PRO Installing PHA-Pro is a simple task. The chapter also explains how to update the software. 2013 1 . This guide tells you the minimum system requirements your computer must have and the steps you need to perform to install the software. Re-Installing the My Documents Shortcuts on page 13. and how to transfer it to another computer or server This section discusses the following topics: Minimum System Requirements on page 2. You will learn how to start PHA-Pro and authorize your license so you can begin a new study. Updating PHA-Pro on page 12. Changing File Locations on page 8. Authorizing Your License on page 10. April 2. 2013 2 . **Diskspace for a client computer install is 10 MB. your computer must meet the following minimum system requirements: Operating System Computer/ Processor Available Hard Disk Space* Memory Workstation /Client Computer** Install: Windows XP SP 2 733MHz microprocessor 50 MB (program) Windows Vista Business SP 1 1 GHz microprocessor 50 MB (program) Windows 7 1 GHz microprocessor 50 MB (program) 1 GB (database) 1 GB (database) 1 GB (database) 512 MB 1 GB 1 GB Network Server Install: Windows Server 2003 733MHz microprocessor 50 MB (program) Windows Server 2008 733MHz microprocessor 50 MB (program) 1 GB (database) 1 GB (database) 512 MB 512 MB Note: Network Servers require .0 or greater.NET 2. *Additional space is required during setup.PHA-Pro Chapter 1: Installing PHA-Pro Minimum System Requirements In order for PHA-Pro to run on your system. Contact your Information Systems Specialist for assistance if necessary. 2. 2013 3 . 3. 2. you must run the installer as an administrator. CD-ROM or DVD Drive. Select the I accept the terms in the License Agreement radio button. Setting Folder Options on page 7. This section discusses the following topics: Installing PHA-Pro on a Single Workstation on page 3. The AutoPlay brings up a product selection window (if AutoPlay is disabled. Note: In order to install this software on a Vista or Windows 7 machine. OR If installing from the CD: 1. Client Installation Setup on page 6. You can do this by right clicking the installation package and selecting "Run as Administrator". Select Install Software. The End-User License Agreement screen opens. Click Next.exe file. The maximum number of users that can use PHA-Pro at any given time is equal to the number of licenses that you have purchased. the fourth person attempting to load PHA-Pro is placed in 'queue' for access. Select the required PHA-Pro from list. Alternate Network Setup on page 6. 3. or on a network server for several users. you must be able to install the program by one of the following: • • • Internet access that supports file downloads. Installation Support on page 7. You cannot run the program from the CD. if you have purchased three licenses and they are all being used. Step 1. Installing PHA-Pro on a Windows 2003. April 2. double-click your CD-ROM in My Computer to manually launch selection window). Networked shared drive containing the setup files. 2008 Server on page 4. The Welcome to Setup Wizard window appears. Installing PHA-Pro on a Single Workstation To install PHA-Pro on a single workstation: Note: You must have administrator privileges before installing this software. To successfully install and run PHA-Pro. For example.PHA-Pro Chapter 1: Installing PHA-Pro Installing PHA-Pro PHA-Pro must be installed either on a single workstation. Contact your Information Systems Specialist for assistance if necessary. Action Download package from web site and run the . Place the CD in the CD-ROM or DVD drive. PHA-Pro is installed to C:/Program Files/PHA-Pro. The first time you launch PHA-Pro. PHA-Pro installs. Click Workstation button. For information on authorizing your software. 2008 Server When installing PHA-Pro on a Windows® server. you must request a kill code from Application Support as well as request a new license. see Authorizing Your License on page 10. 2008 Server: Step 1. 2. 9. If you want to change the location of where the program is to be installed. Note: If you are updating to PHA-Pro 8. Click Finish. modify. you must ensure that: • • • The program is installed directly onto the server itself . Users must be given full access privileges to the Dyadem directory share. April 2. 2013 4 . delete). Click Install. 3. Go to Control Panel>Regional and Languages Support. The Dyadem program directory must be 'shared' with full access. • Install files for East Asian languages. Action Click Next. Select the language that you want the software to use from the drop-down list. When you select these boxes. Ensure that the two following check boxes are selected: • Install files for complex script and right-to-left languages (Including Thai). Installing PHA-Pro on a Windows 2003. you may have to install additional Windows files. write. The Ready to Install window appears. Action Log into the server with administrator rights. 8.no mapped or virtual drive installations.0 from an earlier version. To install PHA-Pro on a Windows 2003. It asks for a License to authorize the copy of PHA-Pro. Click Next. 5. the License Configuration dialog box opens. By default. The Choose Setup Type window appears. Note: If you are going to use Right to Left or Asian Languages: 1.PHA-Pro Chapter 1: Installing PHA-Pro Step 4. 7. On the Windows Tool bar. The Install Location screen opens. enter the new location in the text field. 4. and its sub-folders and files (read. Click Languages. click Start. 6. 10. On the Windows Tool Bar. If you want to change the location of where the program is to be installed. see Client Installation Setup on page 6. 11. Select the applicable PHA-Pro from list. 2. Action Download package from web site and run the . 3. Select the language that you want the software to use from the drop-down list. The Install Location screen opens. For more information. • Install files for East Asian languages.PHA-Pro Chapter 1: Installing PHA-Pro Step 2. you may have to install additional Windows files. OR If installing from the CD: 1. 4. Click Next. Click Install. Click Languages. 3. 10. Click Network Server button. Select the I accept the terms in the License Agreement radio button. The AutoPlay brings up a product selection window (if AutoPlay is disabled. double-click your CD-ROM in My Computer to manually launch selection window). Install shortcuts on the individual workstations. The Ready to Install window appears. PHA-Pro is installed to C:/Program Files/PHA-Pro. 2. Note: If you are going to use Right to Left or Asian Languages: 1. Ensure that the two following check boxes are selected: • Install files for complex script and right-to-left languages (Including Thai). 12. 9. Click Next. 8. By default. 7. PHA-Pro installs. 4. Place the CD in the CD-ROM or DVD drive. Click Finish. 2013 5 . 6. The Choose Setup Type window appears.exe file. When you select these boxes. click Start. Click Next. Select Install Software. April 2. 5. enter the new location in the text field. 3. The End-User License Agreement screen opens. Go to Control Panel>Regional and Languages Support. Note: The application must be loaded on the local drive of the server. 4. 2.0 from an earlier version. When you start PHA-Pro on the workstation. see Authorizing Your Copy on page 11. An alternate network installation for PHA-Pro is to set up the license on your server and install unlicensed copies of PHA-Pro on your workstations. Run PHA-Pro on the client computer. Login to the workstation with administrator rights. Client Installation Setup Once PHA-Pro has been set up on your server. The License Configuration dialog box opens.1 client setup. Contact your Information Systems Specialist for assistance if necessary. the License Configuration dialog box opens. April 2. If you require additional licenses. You can set up as many individual workstations as you require. If it is already licensed. Note: If you are updating to PHA-Pro 8. 2013 6 .PHA-Pro Chapter 1: Installing PHA-Pro The first time you launch PHA-Pro. You can do this by right clicking the installation package and selecting "Run as Administrator". you must request a kill code from Application Support as well as request a new license. For more information. equals the number of licenses purchased. 3. Note: In order to install this software on a Vista machine.exe file on the server. you must run the installer as an administrator.0. 2. Note: Do not license PHA-Pro on the client computer. For more information. you must set up the individual workstations to access to the program. 3. 2008 Server on page 4. Install PHA-Pro on the client computer. To set up the license on your server and install unlicensed copies on your workstations: Step 1. It asks for a License to authorize the copy of PHA-Pro. however. For information on authorizing your software. Action Install PHA-Pro on the server. see Installing PHA-Pro on a Single Workstation on page 3. For more information.3. Run PHA-Pro on the server and give it a network license. The maximum number of users that can use PHA-Pro at any given time. Run the exe and follow the Wizard. please contact your vendor. go to Help>License to open the dialog box. see Authorizing Your License on page 10. see Installing PHA-Pro on a Windows 2003. This allows the workstations to work faster than if the program was on server. To setup client access to the network version of PHA-Pro: Step Alternate Network Setup Action 1. Point to the PHA-Pro 8. it authorizes its license against that on the server. April 2. Note: You do not have to specify the lock option to allow users to change the folder settings. please contact your vendor. Click OK to exit the Choose License Location dialog box. however. 2013 7 . 8. Setting Folder Options The settings. Find the folder on the server where PHA-Pro was installed in step 1. 7. Installation Support There may be some issues on a case-by-case basis. For each folder option in the ini file. A message tells you that PHA-Pro needs to be restarted.com or call 416. You can install as many unlicensed copies of PHA-Pro as you require. Select this folder and click OK. PHA-Pro automatically restarts. A sample ini file is as follows: [folders] DocumentFolder=\\Server1\Share\Documents TemplateFolder=\\Server1\Share\Templates LibraryFolder=\\Server1\Share\Libraries AutobackupFolder=\\Server2\Share\Autobackup DocumentFolderLock=1 TemplateFolderLock=1 LibraryFolderLock=1 AutobackupFolderLock=1 In the above sample. Click OK. 11. 9. For example for the folder option DocumentFolder.ini file allows you to set up certain options in a central location. 10. If you have issues with your network installation. Click the Browse button. see Changing File Locations on page 8. Click Change license location. you can contact us at: Stature-DesktopProSupport@ihs. If you require additional licenses. Within the License dialog box.649-9224. You can also lock these settings so that individual users cannot change them. Once set up. there is the lock option DocumentFolderLock. 6. these options will be the same for all users of the network license. which are inherent in server installs. there is a corresponding lock option that locks the folder so that users cannot change it. equals the number of licenses purchased. the folder setting in the ini file defaults to allowing changes. If you omit the option. For more information. each option name corresponds to the File Location option in PHA-Pro.PHA-Pro Chapter 1: Installing PHA-Pro Step Action 5. The maximum number of users that can use PHA-Pro at any given time. click the See more options. 5. This tab lists the following folders and their location on your computer system: • Documents. The current folder appears highlighted in the list. click OK. 2013 8 . templates. Note: The Data Files are also listed but without a location. For more information. To change the storage folder. The Options dialog box opens. To change the folder where PHA-Pro stores its files. • Library Files. see Setting Folder Options on page 7. Click OK to close the Browse for Folder dialog box. either: Double-click the folder. Click the desired folder. 3. 4. • Template Files. The Browse for Folder dialog box appears. libraries and backup files: Step 1. April 2. In the Options dialog box. Note: If you want to change these locations on a server for a network license. templates. you can make these changes in the settings.ini file. Click the File Locations tab.PHA-Pro Chapter 1: Installing PHA-Pro Changing File Locations You control where the software stores your PHA-Pro files. libraries and backup files. Or Click the folder and then click Modify. These files contain the change logs. 2. 6. • Auto-Backup Files. revision history and should not be moved. Action Go to Tools>Options. 2.PHA-Pro Chapter 1: Installing PHA-Pro Starting the Software To launch PHA-Pro on your computer: Step Action 1. April 2. Select the PHA-Pro folder 3. On the Start menu. see Authorizing Your License on page 10. 2013 9 . point to Programs. Note: If you are starting the PHA-Pro for the first time. Click the PHA-Pro icon. PHA-Pro opens on your screen. you must authorize its license using a license. Click Request a License. Click Ok. you must request a kill code from Application Support as well as request a new license. the License Configuration dialog box opens. You will receive a file with the license that contains the activation codes that you require to validate PHA-Pro. April 2. Note: Even if you are placing the license on the same server. To authorize your license: Step 1. You apply for a license. 2.0 from an earlier version. 4. Extension. Authorizing Your Copy on page 11. Company. You can use this procedure to place a workstation license in a different folder on your computer. Click Show More Options. The Request License dialog box opens. Note: If you are updating to PHA-Pro 8. Enter the network location for where the license is to be placed. you must first enter the network location for the license: 1. you must enter //<servername>/PHA-Pro rather than C:\program files\PHA-Pro. Complete the following fields on yourself and your company: • • • • • • • Name. 2013 10 . Action If you are authorizing a Network licence. you must enter the network address for the folder. This section discusses the following topics: Applying for Your License on page 10. you use it to authorize your copy of PHA-Pro. E-mail Address. Department. This is a two stage process. 3. and then when you receive the license. Phone. The default license address is the folder where the software is installed. 5. you must complete the License Configuration form and email it to us.PHA-Pro Chapter 1: Installing PHA-Pro Authorizing Your License Once you have installed PHA-Pro. In other words. Title. Tip: 2. 3. Click Change License Location. Do not use the network address. To apply for the license. Applying for Your License The first time you start PHA-Pro. Click Ok to restart PHA-Pro. go to File>Save Attachments. 5. This will make the file easier to find when you email the request.PHA-Pro Chapter 1: Installing PHA-Pro Step 4. (Required for full license) 6. Enter the Serial Number in the Serial # field. Tip: If you are saving the request to file. navigate to the folder containing the license. Using the Look in field. Authorizing Your Copy After you receive the license. Note: The latter option is required if you use web-based e-mail or unsupported e-mail software. The Open dialog box opens. Use the Save As dialog box to save the key to the same folder as the key request. Enter the following information on your account manager or customer care representative: • • 8. 2013 11 . E-mail address. • Save Request to File. save it to your computer and then apply it to the software. 8. 4. Free Network Evaluation (time-limited) Full Workstation License. Click Load License from File. 3. we suggest that you save the file to your desktop. A file containing the access codes is e-mailed to you. You must e-mail the file to LicenseKeyRequest@ihs. select the type of license: • • • • Free Workstation Evaluation (time-limited). the software can be used. Open PHA-Pro. April 2. Click either: • Send Request by E-mail Now. Name. Action From the Type of License drop-down list. 2. 6. Your copy of PHA-Pro is licensed and ready for use. Select the file containing the license. 7.com. 7. To authorize your copy of PHA-Pro: Step Action 1. Once this is done. Enter any additional information in Notes field. Click Open. 5. On the e-mail menu. Full Network License. The License dialog box opens. Open the e-mail reply. Click OK. The new version uses the regedit file settings. deal with known issues and otherwise improve the quality of its products.com. 8. Record this number on a piece of paper. 5. 6. If an update is available. Login with your username and password. you must update the program at the server and at each workstations. your copy of PHA-Pro is already up-todate.cfg file. Downloading Updates from the Web To download an update of PHA-Pro: Note: If you are updating to PHA-Pro 8. 2013 12 . Action Go to Help>About PHA-Pro. see Maintaining the Shortcuts Before Updating on page 13. Under Version. When you update PHA-Pro. Navigate to the download page for product updates. Compare the version number displayed on this Web page with the information you recorded in step 3. Open Internet Explorer and go to ecn. April 2. you must request a kill code from Application Support as well as request a new license. If you want to clear the settings. Libraries and Sample Studies folders. 2. If the information is the same.0 from an earlier version. For more information. Note: The language setting is found in the regedit file. If updating an alternate network installation. Registered owners of PHA-Pro can always download the latest update from ECN. 4. the file is not affected. Note: Before installing the update. and the settings remain.PHA-Pro Chapter 1: Installing PHA-Pro Updating PHA-Pro IHS regularly updates its software to add new features. you must go into regedit and clear the setting manually. you must update the program at the server. Installing an update on your computer does not void your existing license. When you uninstall PHAPro. The dialog box closes. The About dialog box appears. you must remove the ApplicationSettings. 7. 3. it uses the last language set. This allows the program to create the shortcuts to the Templates. the dialog box displays the version number of PHA-Pro that is installed on your computer system. Step 1. Note: If you are updating a network licensed version of PHA-Pro. click the download link and follow the instructions on your screen.ihs. Updating the software does not void your existing license. the shortcut to the Templates. When the program is updated or reinstalled. 2. 3. Libraries and Sample Studies folders will be missing. Delete the ApplicationSettings. these shortcuts are lost. go to C:\Documents and Settings\<User Name>\Application Data\Dyadem\PHA-Pro 7. Before installing the update. Using Windows Explorer. PHA-Pro adds them when it is first run on the computer. Libraries and Sample Studies folders. This section discusses the following topics: Maintaining the Shortcuts Before Updating on page 13. Delete the ApplicationSettings. You can now update the program without losing the shortcuts. 2. The shortcuts are re-installed the next time the program is opened.cfg file. carry out a simple procedure to ensure that the shortcuts remain. Re-Installing the Shortcuts After an Upgrade on page 13 Maintaining the Shortcuts Before Updating To ensure that the shortcuts remain before updating the program: Step Action 1.cfg file. April 2. using Windows Explorer go to C:\Documents and Settings\<User Name>\Application Data\Dyadem\PHA-Pro 7. 2013 13 . Close the program. To re-install the shortcuts on an updated version of the program: Step Action 1. Re-Installing the Shortcuts After an Upgrade If you installed an update without removing the ApplicationSettings. however.PHA-Pro Chapter 1: Installing PHA-Pro Re-Installing the My Documents Shortcuts A folder entitled PHA-Pro Documents is created under My Documents as a shortcut to the Templates.cfg file. You can. On the Start menu. The uninstall program records the activity during the installation process. and may cause the loss of data.PHA-Pro Chapter 1: Installing PHA-Pro Uninstalling PHA-Pro When you install PHA-Pro. 4. To uninstall PHA-Pro: Step Action 1. Click Uninstall PHA-Pro. click Programs. Select the PHA-Pro folder. Note: Uninstalling PHA-Pro terminates your license. Click Yes. A confirmation dialog box opens. 3. April 2. and you can use it to safely remove PHA-Pro from your computer. the setup program also adds an “uninstall” program to your system. 2013 14 . The PHA-Pro is removed from your system. 2. Understanding these basics is essential for choosing the approach that best meets your needs and for planning an effective study. Preliminary Hazards Analysis Methodology on page 35. What If/Checklist Methodology on page 31. This overview discusses the PHA methodologies supported by PHA-Pro. 3rd Edition (2003). Layer of Protection Analysis (LOPA) Methodology on page 39. Choosing a PHA Methodology on page 18. What If Methodology on page 27. It supports the most commonly used PHA methodologies and provides many features that empower you to complete studies quickly and efficiently.PHA-Pro Chapter 2: Methodologies and Advanced Techniques CHAPTER 2: METHODOLOGIES AND ADVANCED TECHNIQUES PHA-Pro software is specifically designed for conducting a Process Hazards Analysis (PHA) in a wide variety of industrial settings. 2013 15 . Hazards Identification & Risk Analysis. HAZOP Methodology on page 20. Safety Integrity Level (SIL) Methodology on page 50. Hazard Analysis Critical Control Points Methodology on page 37. Failure Mode and Effects Analysis Methodology on page 33. Methodologies Supported by PHA-Pro on page 19. Checklist Methodology on page 29. see Guidelines for Process Hazards Analysis. This section discusses the following topics: Risk Concepts on page 16. April 2. including the strengths and limitations of each method. For more information. Risk is a measure of the consequence of a hazard and the frequency with which it is likely to occur. For non-serious risks. 2013 16 . Causes that can result in loss of containment. What is a Hazard? A hazard is an inherent chemical or physical characteristic that has the potential for causing damage to people. it is reviewed from an economic standpoint for cost effectiveness and for implementation. This section discusses the following topics: What is a Hazard? on page 16. the environment. or the environment. The third step is to manage the risks. difficulty. Mitigate or reduce the consequences. Although related. ALARP is based on the principle of April 2. Depending on the level of risk. This can only be done once the hazards have been identified. ALARP is balancing risk reduction against the time. Potential consequences of loss of containment. The frequency and consequences of each hazard are determined to determine the risk. If the hazard does not pose a serious risk. and cost of achieving it. you must identify the following: • • • • Potential loss of containment situations. they are not the same. the concept of ALARP is applied. you should understand the difference between hazard and risk. As Low As Reasonably Practicable (ALARP) Not all risks can be eliminated. As Low As Reasonably Practicable (ALARP) on page 16. our business and the corporate reputation. Identifying Hazards When identifying hazards. the decision to accept the risk or take remedial action(s) is made. For more information. property. Managing Risk on page 16. and the risks assessed. Potential safeguards that may: • • What is Risk? Prevent loss of containment. The second step is to assess the risks. Your PHA team must evaluate hazards that can potentially impact people. Many people often confuse risk and hazard. Identifying Hazards on page 16 What is Risk? on page 16. Risk can be defined as the product of Consequence and Frequency: RISK = CONSEQUENCE X FREQUENCY Managing Risk The first step in managing risk is to identify the hazards of the process. In mathematical terms.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Risk Concepts Before carrying out a PHA to identifying hazard. see As Low As Reasonably Practicable (ALARP) on page 16. PHA-Pro Chapter 2: Methodologies and Advanced Techniques reducing risk to a level such that any further risk reduction would cost more than the benefits incurred. April 2. 2013 17 . April 2. When in doubt. general guidelines are presented. Safeguards. When choosing a methodology. Instead. the hazard or the failure mode. depending on the type of PHA study. medium or low? Familiarity – how familiar are you and your team with the plant or process being studied? Stage of the facility life – is the facility you are studying in the planning stages. Choosing a suitable approach is always the responsibility of you and your colleagues because no one else is more familiar with your situation. In general. 2013 18 . controls or mitigative features are considered inadequate. or if none are in place. the “what if” item. a PHA identifies four key elements: • • • • The source of the hazard – also referred to as the cause. already in existence or is it being modified? Stage of the process – at which point of the operation or design cycle is the PHA being applied? Equipment – is the analysis limited to certain items of equipment? Type of process – is the process batch or continuous? Internal and external regulatory requirements . consider the following: • • • • • • • Extent of the risk – is it high.do these require a specific methodology? Since these considerations can vary greatly from one situation to the next. Recommendations – actions that can be taken if the safeguards. controls or mitigative features – intended to prevent the hazard from occurring or reduce the consequences that result. but all have a similar format. The consequence. identifying which methodology is right for your particular needs is beyond the scope of this manual. impact or effect – results from exposure to the hazard.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Choosing a PHA Methodology Each PHA methodology is best suited for different circumstances. choose a rigorous methodology to reduce the chances of incomplete assessment. April 2. Hazard Analysis Critical Control Points (HACCP). Knowledge Based HAZOP. PHA-Pro also supports: • • Safety Integrity Level (SIL) assessment methodology. Layer of Protection Analysis (LOPA) methodology. What If. Checklist.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Methodologies Supported by PHA-Pro PHA-Pro supports the following PHA methodologies: • • • • • • • • Guide Word HAZOP. Failure Modes and Effects Analysis (FMEA). Preliminary Hazards Analysis (PrHA). 2013 19 . What If/Checklist. and many experts believe this approach gives the most complete analysis. Time Requirements on page 24. 2013 20 . This technique applies guide words to process parameters to create deviations from the design intention. Knowledge Based HAZOP can also be a valuable technique. Methodology for Guide Word HAZOP on page 23. then the team considers what actions are needed to remedy the situation. Assigning Nodes on page 23.PHA-Pro Chapter 2: Methodologies and Advanced Techniques HAZOP Methodology HAZards and OPerability analysis (HAZOP) simulates abnormal behavior by considering deviations and disturbances due to causes likely to impact immediate and surrounding plant resulting in consequences. The study team then decides whether the design has adequate features that can prevent occurrence or limit the consequential effects. The Cause-by-Cause Methodology on page 22. Safeguards and Recommendations on page 23. Limitations of Knowledge Based HAZOP on page 26. The Deviation-by-Deviation Methodology on page 22. Time Requirements of Knowledge Based HAZOP on page 25. This section discusses the following topics: Guide Word HAZOP on page 20. Team Requirements on page 24. provided that the engineering. Guide Word HAZOP Guide Word HAZOP is a qualitative PHA method that identifies potential hazards and operating problems. Advantages of Knowledge Based HAZOP on page 26. If no such safeguards exist. Guide Word HAZOP is one of the most rigorous PHA methodologies. Advantages of Guide Word HAZOP on page 24. Examining Causes of Deviations on page 23. Guide Word + Parameter = Deviation Example: High + Flow = High Flow April 2. Identifying Consequences. plant and facility design standards and procedures are extensive and that the study team is highly experienced. Data Requirements on page 24. Limitations of Guide Word HAZOP on page 25. Knowledge Based HAZOP on page 25. plant design. Risk analysts use Guide Word HAZOP to identify process and/or operational hazards as well as unacceptable risk situations. it is invalid to combine the guide word “Reverse” with the parameter “Temperature” because “Reverse Temperature” does not exist. High Quantitative increase (above design intent) More flow Less. Study April 2. shut down logic. operation and maintenance. guide words are defined and then matched with parameters to create sample deviations: Guide Word Meaning Example Deviation No. Guide Words Parameters No (or None) Flow More (or Higher) Pressure Less (or Low) Temperature Reverse Level Other than Concentration Sooner / Later Viscosity pH In this table. Low Quantitative decrease (below design intent) Less flow Part of Qualitative decrease (below design intent) Part of stream composition is missing As well as Qualitative increase (above design intent) More components present than there should be (more impurities.PHA-Pro Chapter 2: Methodologies and Advanced Techniques The deviations apply to specific items. The following table presents some examples of guide words and parameters. etc. None Negation of design intent No flow More. shutdown. known as nodes.. and other process documentation are used as supporting documents. For example. Equipment specification. power failure The main focuses of Guide Word HAZOP are P&IDs and PFDs. 2013 21 . The analysis requires a multi-disciplinary team with members experienced in HAZOP. Note: Not all guide words can be applied to all parameters. contaminants) Reverse Logical opposite of design intent Reverse flow Other than Alternative mode (what else can happen) Startup. Becoming familiar with Guide Word HAZOP is highly recommended before you begin using other PHA techniques. not side issues. revamp cases and plant modifications. This example is for the same situation as in the previous example: Consequences Safeguards Recommendations Cause 1 Consequence #1 Safeguard #1 Recommendation #1 Cause 2 Consequence #2 Safeguard # 2 Cause 3 Safeguard #3 Recommendation#2 Tip: You should use the CBC methodology wherever possible. and must include a systematic review of all equipment items. existing processes. April 2. such as operating instructions. The DBD approach may not satisfy such requirements. The Cause-by-Cause Methodology The Cause-by-Cause (CBC) methodology links each cause to consequences. batch processes and written procedures. the other techniques are relatively simple to follow. Note: Other Guide Word HAZOP methodologies include the Exception Only method and the Recommendation (or Action) Only method. Some of the newer applications of Guide Word HAZOP include computer-controlled systems critiques. three safeguards and two recommendations: The Deviation-by-Deviation Methodology Related Consequences Related Safeguards Related Recommendations Cause 1 Consequence #1 Consequence #2 Safeguard #1 Safeguard #2 Safeguard #3 None required Cause 2 Consequence #1 Safeguard #1 Recommendation #1 Cause 3 Consequence #2 No safeguard Recommendation #2 The Deviation-by-Deviation (DBD) methodology records causes. These techniques are not recommended due to their lack of thoroughness. safeguards and recommendations. because regulatory agencies emphasize the need for auditable documentation. CBC is an accurate HAZOP methodology because it is fully auditable.PHA-Pro Chapter 2: Methodologies and Advanced Techniques sessions must be dedicated to risk. In the following example. there are three causes. two consequences. 2013 22 . Once you learn how to use the Guide Word HAZOP methodology. This methodology is applicable to continuous processes. consequences. safeguards and recommendations but does not show linking. The technique can be used for new designs at later stages. If you want. such as Pump + Line + Heat Exchanger. Assemble HAZOP team and explain process flow sheet. you can use the following criteria to help rank each consequence: April 2. Doing so may help you to avoid repetition and to maintain continuity and focus. Typical examples of nodes include the following: • • • Transference or heating of a material. Assign responsibilities for recommendations. Remarks. such as Line + Pump + Heat Exchanger. unit. Potential consequences. if existing safeguards are not adequate. location. Prepare HAZOP Outline that lists each node with respective deviations by using guide words applied to parameters. Most nodes are of the “Line” type. but other categories include Vessels. 6. as required. vessel. Separation of phases. Compressors. plot plans. Record administrative information. You may find it beneficial to join several types of nodes to form a single compound node. Examples of this procedure might include the following: Deviation Possible Cause Low/No Flow A level control valve failing in the closed position High Temperature Uncontrolled runaway exothermic reaction in a reactor High Pressure Loss of cooling water to a condenser For each cause. if required. Safeguards and Recommendations For each deviation. 5. team members and so on. You should assign nodes on a functional basis to reflect a specific function. 2013 23 . equipment specifications and so on. PFDs. Note: Nodes can consist of multiple items. heat exchanger number and so forth. and Reactors. pump. For each node. 3.PHA-Pro Methodology for Guide Word HAZOP Chapter 2: Methodologies and Advanced Techniques Guide Word HAZOP methodology consists of seven key steps: Step Action 1. Assemble up-to-date P&IDs. 4. P&ID and so forth. list all possible causes for the deviation from the design intention. identify the potential consequences. Increasing the potential energy by mechanical means. Tanks. Examining Causes of Deviations Identifying Consequences. material⁄energy balances. Divide P&IDs systematically into nodes by line. Assigning Nodes Possible causes. Recommendation items. 2. Effective safeguards. examine each deviation for: • • • • • 7. such as a pump. such as company name. you need to make recommendations. PFDs or equivalent. Other specialists in areas such as instrumentation. electronics. Flow diagram. Explosion. Scribe (optional). Toxicity. Structured. Process description. a Guide Word HAZOP usually takes the following amount of time: Preparation Team Sessions Simple or small system About one day Several days to one week Large or complex system Several days At least one month Guide Word HAZOP has the following advantages: • • Thorough and effective. controls. Maintenance Supervisor. Person who is entirely familiar with the process. Supporting documentation. identify the existing safeguards to prevent the cause from occurring and/or mitigate the associated consequences. April 2. A typical Guide Word HAZOP requires the following sources of information: • • Up-to-date drawings. Environmental Release. mechanical operations. Personnel Safety Loss. Depending on the size and complexity of a system.PHA-Pro Chapter 2: Methodologies and Advanced Techniques • • • • • • • Fire. For each cause. such as: • • • • • • Time Requirements Advantages of Guide Word HAZOP Equipment specifications. If the existing safeguards are not adequate to reduce risk to an acceptable level. Capital Loss. P&IDs. Operations Supervisor. Line designation table. Production Loss. Team Requirements A study team conducting a Guide Word HAZOP should ideally include the following individuals: • • • • • • Data Requirements Facilitator who is familiar with the Guide Word HAZOP methodology. and so forth. Material/energy balance. Plot plan. 2013 24 . you can apply these items as a last step in the analytical procedure. As a result.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Limitations of Guide Word HAZOP Guide Word HAZOP has the following disadvantages: Knowledge Based HAZOP Knowledge Based HAZOP is a variation of Guide Word HAZOP and is based on the assumption that previous lessons learned. Assigning safeguards. an organization should have the following: • • • A well-proven track record. see Chapter 6: Working with Libraries. this approach may be inadequate for new processes with unproven track records. Tip: Use the Knowledge Based Library Checklists that come with PHA-Pro. Copy From and AutoType on page 137. Extensive design standards and procedures. Assigning consequences. a Knowledge Based HAZOP usually takes the following amount of time: Simple or small system Preparation Team Sessions About one-half to one day One to three days April 2. You can use risk matrices. For more information. system. You can easily modify these libraries to suit your needs. 2013 25 . otherwise team members experience fatigue. This methodology compares the design to well-established designs and similar design practices that have proven integrity and performance and that are well documented from previous experience. Tip: Although the use of guide words and parameters to form deviations is not an integral part of Knowledge Based HAZOP. unit or process. The following are the same as for Guide Word HAZOP: • • • • • • • Team requirements. documented and applied can serve as a basis for evaluating and upgrading a facility. Can only be used for short study sessions. Data requirements. treat the unit in question as a single node. Assigning nodes. Time Requirements of Knowledge Based HAZOP Depending on the size and complexity of a system. Guide words are replaced for the most part by the knowledge and expertise of the team members and by detailed library checklists. Experience with similar designs. In doing so. • • Time consuming. When using Knowledge Based HAZOP. Proposing recommendations. April 2. Time effective.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Large or complex system Preparation Team Sessions One or two days At least two weeks Advantages of Knowledge Based HAZOP Knowledge Based HAZOP has the following advantages: Limitations of Knowledge Based HAZOP Knowledge Based HAZOP has the following disadvantages: • • • • • Very effective with an experienced team. Assumes good basic standards exist. May not be good with non-proven processes. Team dependent. 2013 26 . record any safeguards present that may prevent the occurrence of the hazard or mitigate the consequences. “What if the feed material is directed to the wrong storage tank?” The team assesses the consequences of this event and. Postulate problems and failures by asking questions. What If analysis consists of the following steps: Step Action 1. brainstorming methodology for examining a process. Assigning safeguards. 4. operation or facility. An example of such a question might be. Assigning consequences. The technique is easy to learn and use and can be a powerful tool. April 2. depending on what safeguards are present.PHA-Pro Chapter 2: Methodologies and Advanced Techniques What If Methodology What If analysis is a creative. Using risk matrices. otherwise the team’s imagination may prove inadequate during study sessions. such as “What if …?” or “Is it possible for … to occur?” or “Has … been considered?” 3. Advantages of What If Analysis on page 28. 2. Divide the facility or unit into systems and subsystems that perform common functions. Limitations of What If Analysis on page 28. potential hazards and operating problems – depending on the team’s experience – by asking “What if …” questions for hazards. Proposing recommendations. 2013 27 . The following are the same as for Guide Word HAZOP: • • • • • • • Steps in the What If Procedure Team requirements. much like the approach taken for Guide Word HAZOP. For each question asked in step 2. decides upon recommendations for preventing such an occurrence. record the consequences. but to get the most out of this methodology your team needs an experienced leader and adequate preparation. Steps in the What If Procedure on page 27. This section discusses the following topics: When and How to Use What If on page 27. Data requirements. This qualitative technique identifies design faults. Time Requirements on page 28. Assigning nodes. For each question asked in step 2. What If analysis is best used in conjunction with the Checklist method. When and How to Use What If You can use What If analysis for either new or existing facilities. propose any recommendations required to prevent the occurrence of the hazard or mitigate the consequences. Depending on the size and complexity of a system. Powerful in the hands of experienced personnel and when used in combination with the Checklist method.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Step 5. a What If study usually takes the following amount of time: Preparation Team Sessions Simple or small system About one-half to one day One to three days Large or complex system One or two days At least two weeks Advantages of What If Analysis What If analysis has following advantages: Limitations of What If Analysis What If analysis has following disadvantages: • • • • Easy to learn and use. Much less structured than other methods. Can give poor results unless personnel are experienced and well prepared. 2013 28 . Time Requirements Action For each question asked in step 2. April 2. you must create one by first consulting all available sources of information. current safeguards and any recommendations. Your checklists can be as extensive and detailed as necessary. operation or facility. If desired. For checklist items that are applicable. Time Requirements on page 30. April 2. Assigning consequences. Your study team can be as small as one or two persons. Steps in the Checklist Procedure Checklist analysis requires the following three steps: Step 1. Assigning safeguards. If no checklists are available. When and How to Use Checklist Methodology Using Checklist analysis is beneficial when there is a lack of experienced personnel or when an individual must complete the analysis because a study team is not available. however. since this technique uses only a checking function. 2013 29 . 3. the group can be as large as for a HAZOP. Action Obtain all checklists that are of value to the study. see Appendix B: Checklist Preparation on page 380. Limitations of Checklist Analysis on page 30. Proposing recommendations. Designate checklist items that are not applicable as “N/A”. Assigning nodes. The following are the same as for Guide Word HAZOP: • • • • • Data requirements. Advantages of Checklist Analysis on page 30. For information on creating a checklist. You can use this PHA technique when designing a new facility or when examining an existing facility. 2. Steps in the Checklist Procedure on page 29. such as material safety data sheets and research literature. record consequences.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Checklist Methodology Checklist analysis uses lists of guidelines or procedures to verify the potential risk of the process. This section discusses the following topics: When and How to Use Checklist Methodology on page 29. 2013 30 . Not thorough enough in many cases since it follows a non-analytical. Requires up-front preparation time to gather information if adequate checklists are not available. April 2.PHA-Pro Time Requirements Chapter 2: Methodologies and Advanced Techniques Depending on the size and complexity of a system. Provides thorough analysis when used in conjunction with the What If methodology. noninteractive methodology. Checklist analysis usually takes the following amount of time: Preparation Team Sessions Simple or small system Depends on whether adequate checklists are available One to two days Large or complex system Depends on whether adequate checklists are available About one week Advantages of Checklist Analysis Checklist analysis has the following advantages: Limitations of Checklist Analysis Checklist analysis has following disadvantages: • • • • Valuable method when less-experienced personnel are involved. using the Checklist method alone may not identify all possible hazards. however. Advantages of What If/ Checklist Analysis What If/Checklist analysis has following advantages: Limitations of What If/ Checklist Analysis What If/Checklist analysis has following advantages: • • • • • Interesting for participants. How to Use What If/Checklist The following are the same as for Guide Word HAZOP: • • • • • • Team requirements. What If/Checklist analysis. by itself. For information on creating a checklist. Assigning safeguards. Likewise. which are subsystems in What If. April 2. May not cover all cases. Advantages of What If/Checklist Analysis on page 31. is a powerful combination of the two methods. Very dependent on experience of team members. Usually very productive with an experienced team.PHA-Pro Chapter 2: Methodologies and Advanced Techniques What If/Checklist Methodology What If analysis. Time Requirements on page 31. Limitations of What If/Checklist Analysis on page 31. see Appendix B: Checklist Preparation on page 380. Time Requirements Depending on the size and complexity of a system. It provides a thorough analysis when the study team is experienced and the checklist being used is complete. Versatile – no limiting formats or constraints. is not sufficiently structured to ensure that all possibilities are considered. This section discusses the following topics: How to Use What If/Checklist on page 31. Proposing recommendations. Assigning nodes. Data requirements. 2013 31 . What If/Checklist analysis usually takes the following amount of time: Preparation Team Sessions Simple or small system One to two days or more One to three days Large or complex system One to two days or more At least two weeks Preparation time depends on the availability of checklists and any time needed to prepare checklists. Assigning consequences. April 2.PHA-Pro Chapter 2: Methodologies and Advanced Techniques • • Dependent on obtaining. 2013 32 . creating and using good checklists. Unstructured format may reduce credibility with external auditors. When and How to use FMEA FMEA is ideal for analyzing items of equipment or specific systems that are best handled as objects rather than with parameters or operations. Failure modes are the ways in which equipment fails to function as required.” “blocked. On reliability studies or for input into quantitative risk assessment studies. examine effects. FMEA has limited data requirements. the study team uses the severity of the consequences and the likelihood of failure to define risk ranking levels for failure modes. or more. The time requirements for an FMEA vary from several hours to several days.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Failure Mode and Effects Analysis Methodology Failure Mode and Effects Analysis (FMEA) is highly respected as an effective tool for identifying and rectifying problems before potentially harmful or catastrophic failures occur. safeguards/controls and recommendations is similar to that for Guide Word HAZOP. By consulting a Risk Matrix. only two or three team members – who are specialists in the required fields – are involved in conducting an FMEA.” “bent. Limitations of FMEA on page 34. In most cases. April 2. the only items needed are drawings and other data specific to the equipment or systems being reviewed. 2013 33 . It is a comprehensive engineering technique that examines the failure modes of equipment and their effects on the system. Usually.” FMEA splits facilities into components and subcomponents. This section discusses the following topics: When and How to use FMEA on page 33. such as “failure to operate at the prescribed time.” “failure to cease operation at the prescribed time. Steps in an FMEA Study on page 34. FMEA is typically used in the following situations: • • • On mechanical equipment such as pumps and compressors that have a history of component failures.” or “leaking. Advantages of FMEA on page 34. Participants then postulate failures. record safeguards and recommend modifications. On systems for which there are few drawings or details but where individual components are readily identifiable. The methodology is well suited for examining equipment having interactive mechanical and/or electrical and/or electronic components. The procedure for assigning failure modes. effects. except that the failure mode is unique to the component or subcomponent being evaluated. depending on the complexity of the equipment or system being examined. 3. 2. as required. List the effects of the failure postulated in step 2. Recommend remedial recommendations to prevent or mitigate failure. 5.PHA-Pro Steps in an FMEA Study Chapter 2: Methodologies and Advanced Techniques An FMEA study requires the following steps: Step Advantages of FMEA 1. FMEA has the following advantages: • • Limitations of FMEA Action Very good for analyzing complex equipment such as compressors. Divide the system or component of interest into subcomponents. April 2. 2013 34 . FMEA has the following disadvantages: • • Does not relate specific failures that have common causes. List safeguards or controls that might prevent or mitigate the effects of the failure. PHA-Pro does not support the latter methodology. if needed. Used widely where failures of components in equipment with moving parts can have major consequences. Postulate a failure of the component or subcomponent. Although this technique may be used in conjunction with Fault Tree Analysis to broaden the scope of a study. 4. prime movers and so forth. wastes. Assigning safeguards. which may include the following considerations: • • • • • • • Material hazards of feeds. Time Requirements on page 36. How and When to use PrHA During a PrHA. PrHA Procedure on page 36. such as environmental influences. PrHA has the following things in common with Guide Word HAZOP: • • • • • • Team requirements. When there is limited information available. Data requirements. This methodology alerts plant designers to hazards at an early stage so they can reduce economic disruption at detail/later phases. absorbents and so on. Advantages of PrHA on page 36. team members look at the potential hazards of the main systems. Plant layout. A PrHA can also be used for an existing facility when a broad overview of potential hazards is required. is usually not considered the final hazards assessment tool. Management systems. External factors. Emergency protection and safety. PrHA.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Preliminary Hazards Analysis Methodology Preliminary Hazards Analysis (PrHA) determines potential hazards during the conceptual design and development/siting phases. You should use PrHA in the following situations: • • • Early in the development of a process. Assigning nodes. Proposing recommendations. 2013 35 . intermediates. Assigning consequences. This section discusses the following topics: How and When to use PrHA on page 35. Limitations of PrHA on page 36. which are subsystems in PrHA. To assist with preliminary layout and siting studies. Operational environment. April 2. products. catalysts. however. Process equipment and packaged units. Note: Preliminary Hazards Analysis is also known as Screening Level Risk Analysis (SLRA). fire. By consulting a Risk Matrix. risk assessment relies heavily on the knowledge of subject matter experts. explosion. 3. Useful at conceptual phase or if limited data is available at the time of analysis and a fast assessment is required. 2. Depending on the size and complexity of a system. Quality of the results is highly dependent on the knowledge of the team. at the time of a PrHA. Identify consequences. PrHA has the following disadvantages: • • • Not detailed enough to assess all risks. Identify a specific form of hazard – toxic. April 2. Because the PrHA is conducted early in the process and uses preliminary design information. a PrHA usually takes the following amount of time: Preparation Team Sessions Simple or small system One-half to one day One to two days Large or complex system One to two days Up to one week. if present. system or unit. Select an area. Rapid method for overview.PHA-Pro PrHA Procedure Chapter 2: Methodologies and Advanced Techniques The following steps are performed during a PrHA: Step Action 1. Identify recommendations. additional analyses are generally required to more fully understand and evaluate hazards and potential accidents identified by the PrHA team. there are few or no fully developed system specifications and little or no detailed design information. the study team uses the severity of the consequences and the likelihood of occurrence to define risk ranking levels for hazards. 5. Since. Time Requirements Advantages of PrHA Identify safeguards. or more PrHA has the following advantages: • • Limitations of PrHA 4. burn and so on. 2013 36 . Establish corrective actions. HACCP usually takes the following amount of time: Preparation Team Sessions Simple or small system One to two days or more One to three days Large or complex system One to two days or more At least one week April 2. pharmaceuticals. 7. 4. Verify the process flow diagram. 5. 2. 3. 2013 37 . medical device manufacturing. 2. 4. Determine the Critical Control Points (CCPs). Describe the product and its distribution. Assemble the HACCP team.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Hazard Analysis Critical Control Points Methodology The Hazard Analysis Critical Control Points (HACCP) methodology helps companies in biotechnology. Monitor the control at CCPs. 5. The following represent the steps of a HACCP study: Step Time Requirements Action Action 1. Seven Steps of the HACCP Procedure on page 37 Time Requirements on page 37. Preliminary Steps for a HACCP Study The following steps must be carried out before beginning a HACCP study: Step Seven Steps of the HACCP Procedure 1. food and beverage. Conduct the Hazard Analysis. Describe the intended use and the users of the product. This section discusses the following topics: Preliminary Steps for a HACCP Study on page 37. Document procedures and records. Establish the Critical Limits. Establish verification procedures. Develop the process flow diagram. 3. Depending on the size and complexity of a system. and seafood and dairy processing to comply with both inhouse and government standards for quality assurance. Advantages of HACCP on page 38. 6. Limitations of HACCP on page 38. The HACCP methodology has following disadvantages: • • Very dependent on experience of team members to identify critical control points. Versatile . Thorough analysis cannot guarantee follow-up on action items. Assists in establishing good manufacturing practice (GMP). Establishes a framework for training new employees. 2013 38 .PHA-Pro Advantages of HACCP Chapter 2: Methodologies and Advanced Techniques The HACCP methodology has following advantages: • • • • Limitations of HACCP Usually very productive with an experienced team. April 2.adapts to different standards around the world and in different industries. may add significantly greater cost without adding significantly greater mitigation. and if additional risk reduction is needed. the Fire Protection System involving deluge is another layer. Examples of Inappropriate Initiating Events on page 42. Also mitigation measures may be added that are unnecessary and may add to the complexity of the facility that can result in potential new unidentified hazard scenarios and possibly. Initiating Events on page 42. at some stage. Developing LOPA Scenarios on page 41. which are selected with the intent to provide conservative risk estimation. It is semi-quantitative as it requires numerical inputs such as event frequency and probability of failure. Without risk tolerance criteria. More risk mitigation measures may well offer greater safety but. Verification of Initiating Event on page 43. additional spurious shutdowns. The analysis of the layers for their effectiveness is referred to as LOPA.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Layer of Protection Analysis (LOPA) Methodology What is LOPA? Consider a hazardous scenario of fire in a process plant. This section discusses the following topics: How does LOPA work? on page 40. Example to Illustrate LOPA on page 46. LOPA helps to focus the limited resources on the most critical risk mitigation (and prevention) measures. there is a tendency to keep adding risk mitigation measures in the belief that this would offer greater safety. Steps of LOPA on page 40. Emergency Response another layer and so forth. 2013 39 . April 2. The Emergency Shutdown System (ESD) constitutes one layer. LOPA is a semi-quantitative risk analysis methodology. the Pressure Relief and Flare System constitutes another layer. Enabling Events/Conditions on page 43. The estimated risk is then compared with risk tolerance criteria (as established by the company) to decide if the existing layers of protection are adequate. illustrates some common layers of protection for a process. Initiating Event Frequency Estimation on page 43. It is used to evaluate the risk of a selected hazardous scenario by establishing an order of magnitude approximation of risk. Independent Protection Layers on page 44. g. A scenario is defined by a single cause-consequence pair. 2003). How does LOPA work? LOPA is a scenario-driven methodology. If a consequence has several causes. it is based on pre-identified scenarios from studies such as qualitative Process Hazard Analyses (PHA’s). or design review. Similarly. Identify the IPLs and estimate the probability of failure on demand (PFD) of each IPL April 2. each cause-consequence pair is analyzed as a separate scenario. Management of Change evaluation. What-if Analysis. A further criterion could be the financial costs incurred as a result of an incident Steps of LOPA The LOPA process consists of the following steps: Step Action 1. Identify the initiating event of the scenario and determine the initiating event frequency (events per year) 4. Hence. Identify and define scenarios 2.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Figure 2-1: Common Layers of Protection in Process Plants (IEC 61511. Different severity categorization methods ranging from indirect reference to human harm to quantitative estimation of human harm can be used. Select an incident scenario 3. if a cause can result in different consequences. 2013 40 . HAZOP. e. LOPA is then applied to one scenario at a time. The cause-consequence pairs are screened further usually on the basis of consequence severity. additional scenarios should be developed. Probability of personnel being in the affected area. the initiating event. the optional items are represented in dotted lines. 2013 41 . Probability of fatal injury. It is independent of the initiating event or the action of any other layers of protection associated with the scenario.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Step 5. An Independent Protection Layer (IPL) is a safeguard capable of preventing a scenario from proceeding to its undesired consequence. Probability of personnel being rescued. Figure 2-2: Components in a LOPA scenario The initiating event is the single cause of the scenario leading to the specified consequence. Probability of personnel escaping from the incident. it may require other conditions or events to take place. and IPL data (PFD). April 2. These are the enabling events and conditions. the conditional modifiers can be used to refine the outcome of the scenario. If the categorization of consequence severity is referring to fatalities. In some cases. The items in solid lines are needed to make up a scenario. or harm to business or the environment. Typical modifiers might include: • • • • • Probability of ignition. Developing LOPA Scenarios Action Estimate the risk of the scenario by the combination of the consequence. if the initiating event alone cannot result in the specified consequence. shows the components in a scenario. Type of Event Examples Mechanical failures • • • • • • • • • • Corrosion Vibration Erosion Flow surge or hydraulic hammer Seal/gasket/flange failure Relief device stuck open Puncture Fracture Fabrication defects Brittle fracture Control systems failures • • • • • • Sensors failure Logic solver failure Final elements failure Field wiring failure Communication interface failure Software failures or crashes Utility failures • • • • • • Sensors failure Logic solver failure Final elements failure Field wiring failure Communication interface failure Software failures or crashes Natural external events • • • • • • Earthquakes Tornadoes Hurricanes Floods High winds Lightening Human external events • • • • Major accidents in adjacent facilities Incidents in adjacent processes Incidents within the process Mechanical impact by motor vehicles Human failures • • • • Operational error Maintenance error Critical response error Programming error Not all events can be categorized as being the direct or indirect cause for an incident. Typical examples of inappropriate initiating events might be: • Inadequate operator training/certification. April 2.PHA-Pro Initiating Events Examples of Inappropriate Initiating Events Chapter 2: Methodologies and Advanced Techniques The following table provides a list of typical initiating events that can preempt an incident. Possible underlying cause of an initiating event. although they can do so. 2013 42 . Some events may be suspect but cannot be confirmed. They do not necessarily result in severe or catastrophic impacts. Typically failure rate data may be obtained from the following sources: • Industry data . 2001): Initiating Event Frequency Range (per year) Pressure vessel residual failure 10-5 to 10-7 April 2. More importantly their order of magnitude.For component failures: • • • • Industry data . Typical criteria for this verification is given below: • • Need to verify that the cause-consequence relationship for each scenario is unique. Electronic. Guttman. when different sources are compared. Vendor data . CCPS (1996). OREDA (Offshore Reliability Data). "Loss of cooling" can be due to a number of possible failures such as: • • • • Coolant pump failure.D. Company experience . Enabling Events/Conditions Enabling events or conditions are operations or conditions that do not directly cause the scenario. but which must be present or active as scenario components. and H. Usually these are obtained from one or more different sources.This includes historical data for the process and the experience of plant personnel/logged failure rate data.Human Error Rates: • • • • Guidelines for Process Equipment Reliability Data. Requires initiation of other events before protective devices are challenged. Inherently Safer Chemical Processes: A life Cycle Approach. and Sensing Component Reliability Data for Nuclear-Power Generating Stations. (1983). IEEE (1984). Try to reduce cause into discrete failure events. Swain.Typically optimistic as the data are developed in clean. Before assigning initiating event frequencies to the cause of a scenario. Guide to the Collection and Presentation of Electrical. it is critical to ensure the cause-consequence relationship is valid. Handbook of human Reliability Analysis with Emphasis on Nuclear Power Plant Applications.E. They should be used when the mechanism between the initiating event and the consequences needs to clarify. Possible underlying cause of an initiating event.PHA-Pro Chapter 2: Methodologies and Advanced Techniques • • • Verification of Initiating Event Inadequate testing and inspection. CCPS (1986). e.g. Initiating Event Frequency Estimation It is important to obtain or derive meaningful estimates of event frequencies. Power failure. wellmaintained (factory) settings. A.. 2013 43 . causing coolant failure or bypassing of coolant around exchangers. The following table lists typical initiating event frequency values (CCPS. Failure of cooling fans on air cooled exchangers. Unclear or imprecise operating procedures. Control loop failure. Possible underlying cause of an initiating event. should be the same or similar. Unavailability of protective devices such as safety valves or overspeed trips. The likelihood ranking based on the unmitigated event frequency. It is the product of the initiating event frequency. Prob. L and the severity ranking.Description of the conditional modifiers together with the assumptions used for the values specified in "Prob." column. Enabling Event or Des.Description of the enabling event or conditions Conditions (if applicable) together with the assumptions used for the values specified in "Prob. . . It is typically in "event per year" or event hour". It is important to look out for common cause failures. item.Probability used to model the outcome of the consequence Unmitigated event Freq. . 2013 44 . Initiating Event Des. . S. the enabling event or conditions probability (s) (if applicable) and the conditional modifiers probability (s) (if applicable).The risk ranking established based on the likelihood ranking. RR .Description of the initiating event (or cause) together with any assumptions made to establish the initiating event frequency. but not all safeguards are necessarily IPLs. April 2. The independence of the IPL from the initiating event and other IPLs. all of the safeguards affected by the common cause failure should only be considered as a single IPL. Freq.This is the event frequency without taking into account the existing IPLs." column.Description of the final consequence without taking into account the existing safeguards. S . or system due to the same cause or initiating event.Initiating event frequency (typically in "event per year" or event hour"). The table below provides definitions of the column headers in the LOPA template: Consequence Des. . . An IPL has two main characteristics: • • The effectiveness of the IPL in preventing the scenario. of the consequence.Probability that the specified enabling event or conditions would take place. Conditional Modifiers (if applicable) Des.PHA-Pro Independent Protection Layers Chapter 2: Methodologies and Advanced Techniques Initiating Event Frequency Range (per year) Cooling water failure 1 to 10-2 Pump seal failure 10-1 to 10-2 Atmosphere tank failure 10-3 to 10-5 Gasket/packing blowout 10-2 to 10-6 All IPLs are safeguards. The IPL must be independent of the initiating event and all other IPLs. If common cause failure exists in a scenario. . Common cause failure is the failure of more than one component.The severity ranking of the consequence. Prob. This is the main assumption in LOPA. . L . L and the severity ranking. L . April 2. RR . SIS. It is the product of the initiating event frequency. Types . S. . Other IPL. PFD . Action Required Define the required actions / recommendations. Process Design. Mitigated Event Freq. . of the consequence.Description of the IPL.The likelihood ranking based on the mitigated event frequency. Operator's Action.The risk ranking established based on the likelihood ranking. It is typically in "events per year" or events per hour". such as BPCS. 2013 45 .Type of IPL. the probability (s) of the conditional modifier(s) (if applicable) and PFDs of existing IPLs.This is the event frequency taking into account the existing IPLs. Pressure Relief Device.Probability of failure on demand of the IPL.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Independent Protection Layers Des. the probability(s) of enabling event or conditions (if applicable). PHA-Pro Chapter 2: Methodologies and Advanced Techniques Example to Illustrate LOPA Figure 2-3: Two-phase separator and controls The two-phase separator V 180 is under level control (Level control LC 213). 2013 Probability of personnel in the area Probability of ignition Probability of injury 46 . the level switch LSHH 214 would close emergency shutdown valve ESDV 172 and shutdown compressor C 130 downstream of V 180. the following hazardous scenario is identified: Node: Two-phase separator V 180 Deviation: High Level Cause: Level control loop 213 failure Consequence: Potential for liquid carry-over to the compressor. This is to prevent carrying liquid over to the compressor leading to compressor damage. it would look like this in LOPA: Initiating Event: Level control loop 213 failure Enabling Events: LCV 213 trends to closure thus leading to accumulation of liquid in the vessel Conditional Modifiers: In the event of loss of containment due to compressor destruction or severe damage. C 130 leading to compressor damage. the following need to be evaluated as conditional modifiers: • • • April 2. possible disintegration and potential for fire and personnel injury Safeguards: Level switch LSHH 214 interlocks to alarm LAHH 214 and closes ESDV 172 and shuts down compressor C 130 downstream of V 180 Assuming it is selected for further analysis. In case of high high liquid level. During the HAZOP study. the major questions are: • • • What is the likelihood of this undesired event? What is the risk associated with this scenario? Are there sufficient risk mitigation measures? In order to answer the above questions. Figure 2-4: Components in a LOPA scenario and the required numerical inputs For scenarios in which the initiating event frequency is less than twice the test frequency for an IPL i. The criteria are usually based on benchmark values from industry data. the risk tolerance criteria need to be established. April 2. shows what numerical values are required for the scenarios components. the scenario goes like this: The level controller LC 213 fails AND this leads to failure of LCV 213 in such a way that it won't allow sufficient flow out of the separator AND SIS (Level switch LSHH 214 interlocks to alarm LAHH 214 and closes ESDV 172 and shuts down compressor C 130 downstream of V 180) fails to act correctly RESULTING IN carry-over of liquid to the compressor LEADING TO potential injury/fatalities. 2013 47 . "low demand mode". company history and/or statistical data. 2001).e. numerical values need to be assigned to the scenario components. In order to evaluate the adequacy of risk mitigation measures.PHA-Pro Chapter 2: Methodologies and Advanced Techniques IPLs: Safety Instrumented System (SIS): Level switch LSHH 214 interlocks to alarm LAHH 214 and closes ESDV 172 and shuts down compressor C 130 downstream of V 180 Consequence: Damage of compressor leading to personnel injury In other words. Once the scenario is built. the frequency (likelihood) for the undesired consequence is calculated by the following equation (CCPS. typically using available data or look-up tables. x PFDij x PEnabling Event x PCondition Modifier Where PEnabling Event PCondition = Probability of the enabling event to take place. possible lost time 4 High Consequence One or more severe injuries 5 Very High Consequence Fatality or permanently disabling injury The selected numerical values for the other scenario: Scenario Component Description Value Consequence (Severity) Damage of compressor leading to personnel injury.. x PFDij Where = Frequency for consequence C for initiating event I (per year) fiC = Initiating event frequency for initiating event I (per year) fiI PFDij = Probability of failure on demand of the jth IPL that protects against consequence C for initiating event I If there are enabling events and conditions and/or conditional modifiers. = Probability of the outcome of modifying factors Modifier The Probability of Failure on Demand (PFD) is estimated for each IPL. not severe. 2013 48 . Severity Description Simplified Injury/ Fatality Categorization 1 Low Consequence Same as Category 2 2 Low Consequence Minor injury or no injury..e... Each IPL reduces the frequency of the consequence. assuming the following severity categories for consequence are used and severity ranking of 4 is selected.4 April 2. For the purpose of illustration... The frequency of each identified initiating event for the scenario.. the above equation is modified to the following: For Low Demand Mode: fiC = fiI x PFDi1 x PFDi2 x.. i. Cat. cause.PHA-Pro Chapter 2: Methodologies and Advanced Techniques fiC = fiI x PFDi1 x PFDi2 x. no lost time 3 Medium Consequence Single injury. usually from failure rate data or from a look-up table. of the scenario is estimated. 5 Conditional modifiers (Probability) Probability of ignition. Other alternatives can also be considered in this case. 0. 0. 0.5 x 0.5 x 0. 2013 49 . Based on the risk matrix. 1x10-1 Enabling event or condition LCV 213 trends to closure thus leading to accumulation of liquid in the vessel.5: Risk Matrix used in the Two-Phase Example.8 SIF (Level switch LSHH 214 with alarm LAHH 214 interlock to close ESDV 172 and shutdown compressor PM 130 downstream of PV 180) 1x10-2 (per year) IPLs fiC for the above scenario is calculated: fiC = 1 x 10-1 x 1 x 10-2 x 0.8 fiC = 1.4 x 10-4 per year.5 Probability of injury.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Scenario Component Description Value Initiating event frequency Level control loop 213 failure.7 x 0. it is categorized as "Optional to evaluate alternatives" for the current settings in this example.7 Probability of personnel in the area. 0. such as: • • • Improving reliability of level control loop 213 Improving reliability of SIS Possible additional IPLs April 2. Figure 2. The risk matrix method is used to assign risk tolerance criteria in this example. IEC 61508 and 61511 require that SIL values be assigned to the safety instrumented functions (SIF) of the safety instrumented systems (SIS) for processes. that have insufficient mitigation from the potential hazards. logic solvers. April 2. Risk Graph Method on page 52. Steps in a typical SIL Study on page 51. Instrumented emergency shutdown systems including flammable gas. This section discusses the following topics: What is SIL? on page 50. Examples include: • • • High high level of liquid (LPG) in a knockout drum. This protects against liquid carry-over from entering a compressor suction line. toxic gas and fire protection systems. A SIF is a "safety function with a specified SIL necessary to achieve functional safety. SIL is a measure of reliability of the respective SIS. Another example could be closure of a vessel bottom outlet ESD valve to protect against a loss of containment situation on downstream piping/ equipment. which could also lead to loss of containment/fire hazards.01 (IEC 61511) Functional safety . which could result in compressor damage/disintegration and subsequent personnel hazards. and final elements. What is SIL? There are four levels of SIL. 2013 50 . Methods of Target SIL Assignment on page 51. Conducting the SIL Study on page 56.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Safety Integrity Level (SIL) Methodology Standards There are two standards pertinent to the concept of safety integrity levels: • • IEC 61508 Functional safety of electrical / electronic / programmable electronic safety-related systems. It is composed of any combination of sensors. It can be either a safety instrumented protection function or a safety instrumented control function. ANSI/ISA S84.Safety Instrumented Systems For The Process Industry Sector." SIS is devoted to responding to an emergency situation. SIL Verification on page 57. which initiates shutdown of emergency shutdown (ESD) inlet feed valve. SIL 1 represents the lowest and SIL 4 represents the highest level of safety integrity. A SIS is an "instrumented system that is used to implement one or more SIFs. It consists of instrumentation for emergency shutdown and thus brings the process to a safe state in the event of an upset. Safety Layer Matrix Method on page 55. which may include one or more protection layers and maybe dependent or independent of one another. The Risk Graph and the Layered Risk Matrix discussed below are the most common methods used to determine the target SIL. Clearly.99% 10-4 to 10-3 10. Methods of Target SIL Assignment Various methodologies are available for assignment of SIL’s. What If Analyses. if it can be justified.99. SIL’s are calculated for the SIF. • Layer of Protection Analysis (LOPA).000 3 99. Note: SIS is only one of the protective layers. If this risk is not acceptable.90% 10-3 to 10-2 1.000 to 1. 1000. Identify the SIFs using previous PHA studies (HAZOP’s. this must involve people with the relevant expertise.000 2 99. In other words it might be more prudent to have a SIL corresponding to one failure in 100. SIL’s assigned to SIFs in this April 2. Verify the performance of the SIS with reference to the established target SIL’s. The Layer of Protection Analysis (LOPA) methodology could also be used to assign SIL’s. 2. the SIL may need to be raised to a level 2 or level 3. It is important to make a comprehensive assessment of the other layers of protection. Steps in a typical SIL Study A typical SIL study consists of the following steps: Step Action 1. as an example.90 . As per 61511. or more demands. Assign target SIL’s to the SIFs using one of the many methods: 3.PHA-Pro Chapter 2: Methodologies and Advanced Techniques The following table provides SIL correlations with availability and PFD: SIL Availability Required PFD 1/PFD 4 >99. 10000. Consider that a particular SIF is assigned a value of SIL 1.000 to 100 1 90.).99% 10-5 to 10-4 100. SIL estimation also takes into account the other layers of protection (PL) in the process. As in the case with PHA studies. etc. greater protection is afforded when the PL’s are totally independent as opposed to dependent protection layers identified for a particular SIF.99.00 . Assigning SIL 1 means that the level of risk is considered to be sufficiently low and the SIF with a 10% chance of failure (90% availability) is acceptable.99. The availability of 90% would mean that there would be one statistical failure of that SIF out of every 10 demands for that function.00 . 2013 51 . • • Risk Graph.00% 10-2 to 10-1 100 to 10 The terms 'SIL' and 'availability' represent the integrity of the SIS when a process demand occurs.000 to 10. Layered Risk Matrix. 2013 52 . Other protection layers should be included in the consideration.34: Parameter Consequence Occupancy Probability of avoiding the hazard Demand rate Description C Number of fatalities and/or serious injuries likely to result from the occurrence of the hazardous event. p. which can lead to the hazardous event and estimating the overall rate of occurrence. F Probability that the exposed area is occupied at the time of the hazardous event. The following table is from Risk Graph Parameters. This can be determined by considering all failures.2003. which may exist during the build-up to the hazardous event (consider also if this changes the C parameter). This should take into account the possibility of an increased likelihood of persons being in the exposed area in order to investigate abnormal situations. These other layers may offer sufficient overall protection. which exists if the safety instrumented function fails on demand. April 2. W The number of times per year that the hazardous event would occur in the absence of the safety instrumented function under consideration. Determined by calculating the numbers in the exposed area when the area is occupied taking into account the vulnerability to the hazardous event. Typically. Determined by calculating the fraction of time the area is occupied at the time of the hazardous event. This depends on there being independent methods of alerting the exposed persons to the hazard prior to the hazard occurring and there being methods of escape. Annex D.PHA-Pro Chapter 2: Methodologies and Advanced Techniques manner represent the target (for existing or new systems) for the level of performance required to provide a certain level of reliability. P The probability that exposed persons are able to avoid the hazardous situation. this can be reflected by the application of say the Risk Graph technique combined with the different protection layers to modify the actual SIL requirements. IEC 61512-3. A SIL in the risk graph is determined based on four factors as shown in the following tables and figure. Risk Graph Method 61511 recognizes the value of considering multiple protection layers. 2013 53 . CC and CD. V = 1 Rupture or explosion Occupancy (F) FA This is calculated by determining the proportional length of time the area exposed to the hazard is occupied during a normal working period. V = 0. the consequences of the accident and normal healing should be taken into account. For the interpretation of CA. The classification system has been developed to deal with injury and death to people. CC Range 0.0 Range > 1.01 Small release of flammable or toxic material V = 0.PHA-Pro Chapter 2: Methodologies and Advanced Techniques The following table is the calibration of Risk Graph. FB Note: If the time in the hazardous area is different depending on the shift being operated then the maximum should be selected. Frequent to permanent exposure in the hazardous zone. See comment 1 above.1 3.1 CD CA Range > 0.1 Large release of flammable or toxic material V = 0. 2003. Annex D. Rare to more frequent exposure in the hazardous zone. pp. This can be calculated by determining the numbers of people present when the area exposed to the hazard is occupied and multiplying by the vulnerability to the identified hazard. 37-38 Risk parameter Consequence (C) Number of fatalities.5 As above but also a high probability of catching fire or highly toxic material. taken from IEC 61512-3.0 2.The vulnerability is determined by the nature of the hazard being protected against. Occupancy less than 0. Note: It is only appropriate to use FA where it can be shown that the demand rate is random and not related to when occupancy could be higher than normal.01 to 0. The latter is usually the case with demands which occur at equipment start-up or during the investigation of abnormalities.1 to 1. CB. April 2. The following factors can be used: Classification Comments CB Minor injury 1. 43. D is a calibration factor. the SIL has to be determined by another method or the risk graph recalibrated. April 2. Adopted if all the conditions are not satisfied. see 3. 4. It should be noted that risk graph methods may not be the best approach in the case of applications operating in continuous mode. PA PB Classification Comments Adopted if all conditions in column 4 are satisfied. If the demand rate is very high. The purpose of the W factor is to estimate the frequency of the hazard taking place without the addition of the SIS. In determining the demand rate. PA should only be selected if all the following are true: • Facilities are provided to alert the operator that the SIS has failed. is limited to below the performance ranges associated with SIL 1.1D per year 0.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Risk parameter Probability of avoiding the hazardous event (P) if the protection system fails to operate. Independent facilities are provided to shut down such that the hazard can be avoided or which enable all persons to escape to a safe area. The performance which can be claimed if the control system is not to be designed and maintained according to IEC 61511. W2 W3 To determine the demand rate it is necessary to consider all sources of failure that can lead to one hazardous event.2. the value of which should be determined so that the risk graph results in a level of residual risk which is tolerable taking into consideration other risks to exposed persons and corporate criteria. 2013 Demand rate < 0. • • Demand rate (W) W1 The number of times per year that the hazardous event would occur in absence of SIF under consideration. 54 .2 of IEC 61512-1. 5. limited credit can be allowed for control system performance and intervention. The time between the operator being alerted and a hazardous event occurring exceeds 1 hour or is definitely sufficient for the necessary actions. higher integrity shall be needed.1D < Demand rate < D per year D < Demand rate < 10D per year For demand rates higher than 10D per year. see D. Annex D. even though non-SIS may be in place for the process. A difference of the risk ranking and the PL’s is correlated with SIL values. The highest of the three SIL values is selected. the required SIL values are matched with a combination of the frequency and severity of impact of the hazardous events. F. This approach consists of matrices for each of Personnel.1 to D. p. and W) generate the target SIL values in the table. Operations. The target SIL is assigned on the basis of the risk ranking value and the number of PL’s for that scenario. P. Figure 2-7: SIL Estimation Using Risk Graph Method in the SIL Study Risk Graph Template found in PHA-Pro. Risk graphs for particular applications and particular hazards will need to be agreed with those involved. and Ecological factors. Figure 2-6: Risk Graph.6.PHA-Pro Chapter 2: Methodologies and Advanced Techniques Note: This is an example to illustrate the application of the principles for the design of risk graphs. See the tables and figure below. As per 61511. Safety Layer Matrix Method An example of the Safety Layer Matrix (Layered Risk Matrix) is given below. 2013 55 . taking into account tolerable risk. taken from IEC 61512-3. as follows. According to 61511. assume that no SIS exist.37 illustrates how the four parameters (C. April 2. that are integrated with the HAZOP study and incorporates PL’s. PHA-Pro Chapter 2: Methodologies and Advanced Techniques The following table is from Frequency of Hazardous Event Likelihood (without considering PL’s). Short shutdown of the process. IEC 61512-3. Medium Events such as process leaks. Annex C. taken from IEC 61512-3. valve failures or human errors that result in small releases of hazardous materials. High * The system should be in accordance with this standard when a claim that a control function fails less frequently than 10-1 per year is made. IEC 61512-3. Shutdown of a process for a long time. p. or spontaneous failures of process vessels. Serious Damage to equipment. No shutdown of the process.31 Conducting the SIL Study The first step for assignment of target SIL’s is to use the (updated) PHA’s or conduct new PHA’s to screen for the potential hazards. 2003. valve failures. The following table is from Criteria for Rating the Severity of Impact of Hazardous Events. p. HAZOP is the most commonly used method. Annex C. Figure 2-8: Safety Layer Risk Matrix. 2003. Annex C. Events such as dual instrument. Serious injury to personnel and the environment. p. 2013 56 . multiple human errors in a stress free Low environment. or major releases in loading/unloading areas. Minor Minor damage to equipment. Temporary injury to personnel and damage to the environment. single instrument. Catastrophic consequence to personnel and the environment. 2003. If the risk is unacceptable then it is preferable to reduce April 2. 30: Likelihood Type of Events Qualitative Ranking Events such as multiple failures of diverse instruments or valves. 30: Severity Rating Impact Extensive Large-scale damage of equipment. April 2. 2013 57 . However..g. and other layers of protection may be defined as safety functions for SIL analysis. etc. fire. failure rates. reliability linked diagrams. thus may not be a part of the failure rate calculation per se. it is practicable to study only the critical safety functions for a SIL study as there are usually too many safety functions and only those that are deemed important can be considered. Logic solvers are considered very highly reliable.) to check if the performance of the SIS exemplified by the overall ESD system indeed meets the established target SIL values based on unit wide overall scenarios (e. the BPCS. SIL Verification Typically. using risk matrices in terms of the likelihood and the severity of the hazards. and final elements is given below. SIS’s are considered only after all the non-SIS protection layers have been considered. SIL verifications may require full quantitative assessments (using fault tree analysis FTA. HAZOP’s identify the potential hazards. According to 61511. Or. logic solver.PHA-Pro Chapter 2: Methodologies and Advanced Techniques it to an acceptable level using non-SIS and SIS elements.) A simple example of one shutdown sequence consisting of detectors. The established SIL’s (from previous steps) are now used as measures for verification purposes when complying with 61511. toxic release etc. relief systems. A SIS may contain one or more SIFs. a SIF may be achieved by more than one SIS. as per 61511. The BPCS is not credited for a SIF with a greater than SIL 1. Required SIL’s are assigned to SIFs identified in the PHA studies. PHA-Pro Chapter 3: Conducting Your Study CHAPTER 3: CONDUCTING YOUR STUDY PHA-Pro makes it easy for you and your team to complete a Process Hazards Analysis. Analyzing Process Hazards on page 65. April 2. The Administration Collection on page 60 Documenting Nodes on page 61. Identifying Deviations for Each Node on page 63. This section discusses the following topics: Using PHA-Pro on page 59. This chapter discusses the sheets of the HAZOP in the order that you should complete them. Managing Recommendations on page 66. 2013 58 . by clicking the top icon.PHA-Pro Chapter 3: Conducting Your Study Using PHA-Pro PHA-Pro is set up for ease of use. When you click a tab that has multiple pages. you move to the tab on the right. When carrying out your study. and complete it in the same way you completed the first sheet. and work down the list. 2013 59 . you start at the left-most tab. the Administration tab. April 2. you start at the top page. You continue working across the tabs until the study is finished. When you complete all the pages on the tab. One data page within the Administration collection allows you to record details about your facility and workplace risk assessment study. and they help you to effectively communicate with management about the status of your Process Hazards Analysis. depending on the template used. For more information on reports. April 2. The pages in the Administration collection vary. For more information. click the Administration tab near the top of your screen. In the HAZOP template. and a page lets you keep a list of the drawings that pertain to your product. along with their contact information. duration and focus of each session that your team conducts. The third page within the collection lets you record the names of your team members. see Sheets on page 294. see Chapter 8: Printing and Exporting on page 196. You can fully customize the Administration collection to meet your documentation needs. and team members. You can then click any of the icons along the left side of the collection to work with the corresponding data page. but other pages can be added if you want to record additional types of administrative information.PHA-Pro Chapter 3: Conducting Your Study The Administration Collection To display the Administration collection. These reports are often useful as cover sheets for other types of reports. Once you record details about your workplace risk assessment. 2013 60 . Note: The Administration collection described in this chapter is based on the HAZOP template. There is also a page for tracking attendance. study sessions. A final page allows you to record information on the study’s revalidation history. there are six pages by default. The fourth page makes it possible to specify the date. you can generate reports containing this administrative information. You record your list of nodes. Drawings . 2013 61 . such as in the above list. For example. Design Conditions/Parameters . 110 & 108. Thus not only the selection of nodes. Overhead line 8”-P-103.the conditions under which each equipment item should operate. or it may be a compound node such as Line + Pump + Heat Exchanger. a pump. such as temperature. Revision Date – the date on which your company last revised each equipment item. Reboiler recirculation lines 4”-P-112 and 6”-P-113. if applicable. Type . If you use other templates. Equipment ID – the identification number or code for each equipment item. Note: This chapter is based on the HAZOP Template. a node is one or more items of equipment as a focal point of study. flow rate and pressure. a fictional HAZOP study might contain the following nodes: • • • • • • Description of the Node Sheet Feed lines 2”-P-101 & 102.the names or identification codes of drawings that pertain to each node. # – the revision number of each equipment item. but also the size of nodes is of critical importance. in the Nodes sheet of PHA-Pro ( ). a vessel or a heat exchanger. In HAZOP. Rev. column or heat exchanger.PHA-Pro Chapter 3: Conducting Your Study Documenting Nodes Before you and your colleagues can perform a Process Hazards Analysis of a product. Comment – additional information about each node that will be useful to people reviewing your file. This sheet includes the following columns of information: • • • • • • • • • Nodes – the name that you have assigned to each node.the type of equipment that each item is. Bottoms pump(s) P-102 & S Feed/Bottoms Exchanger EX-101. along with information about each node. such as a line. your team must first identify all of the nodes that you might be examining. Date – the session in which each node was analyzed. It may be as small as a line. Reflux line 2”-P-109. the naming conventions may vary April 2. or it may be as large as the entire processing plant. April 2.PHA-Pro Chapter 3: Conducting Your Study Figure 3-1: The Nodes sheet allows you to effectively record details about all of the nodes in your HAZOP study. 2013 62 . Low Temperature. Parameter – the process parameter that pertains to the corresponding deviation. The HAZOP study group might decide that the node called “Feed lines 2”-P-101 & 102” could be affected by these deviations: • • • • • • High Pressure. All six lists are recorded in the Deviations sheet of PHA-Pro. Description of the Deviations Sheet The sample HAZOP study introduced earlier in this chapter consists of six nodes. Rev. # – the revision number of each equipment item. High Temperature. you must then perform a similar analysis to look at the possible deviations within each node. 2013 63 . Guide Word – the guide word that pertains to the corresponding deviation. April 2. Revision Date . Comment – additional information about each deviation that will be useful to people reviewing your file. Low Pressure. by applying a guide word to a process parameter. Low/No Flow. Date – the session in which each deviation was analyzed. Design Intent – the specific purpose of each equipment item. High Flow. ( ) The Deviations sheet includes the following columns of information: • • • • • • • • Deviations – the name of each deviation that your group has identified. such as in the above list. Your group then repeats this procedure to create lists of deviations for each of the other five nodes.PHA-Pro Chapter 3: Conducting Your Study Identifying Deviations for Each Node Once your workplace risk assessment team has used the Nodes sheet to document all the nodes you want to analyze in this study. along with other information about each deviation.the date on which your company last revised each equipment item. 2013 64 .PHA-Pro Chapter 3: Conducting Your Study Figure 3-2: The Deviations sheet allows you to document all of the deviations that may affect the node you are analyzing. April 2. you are ready to complete ) This section of the software represents the heart of the Worksheet. safeguards and risks associated with each deviation within each node. April 2.PHA-Pro Chapter 3: Conducting Your Study Analyzing Process Hazards Now that your workplace risk assessment team has documented all of the required data in the Nodes and Deviations sheets of PHA-Pro. Figure 3-3: The Worksheet of PHA-Pro is the heart of your Process Hazards Analysis. 2013 65 . The Worksheet also allows you to record recommendations designed to prevent these hazards and perform a variety of recommendation management tasks. consequences. ( your Process Hazards Analysis because the Worksheet allows you to analyze causes. You can assess the priority of each recommendation. so when you enter data in one sheet. The Worksheet helps you to manage recommendations because it displays all of your failure mode data on your screen at the same time as your team is proposing ideas. assign a specific person to be responsible for carrying out changes. 2013 66 . You can record suggestions in the same row as the corresponding failure mode. Figure 3-4: The Recommendations sheet displays all recommendation data for your Process Hazards Analysis. being able to print. distribute and act upon this recommendation list is the most important outcome of a PHA. The sophisticated recommendation management features of PHA-Pro allow you to record and then track the progress of all recommendations compiled by your study group. April 2.PHA-Pro Chapter 3: Conducting Your Study Managing Recommendations The process of proposing recommendations specifically designed to address the hazards identified by your team is an integral part of a Process Hazards Analysis. You never have to enter the same data twice. and do much more. PHA-Pro allows you to record recommendation-related data in both the Worksheet and Recommendations sheets. set start and end dates. ( ) For many study teams. Tip: It is Best Practice. The Worksheet and Recommendations sheets are linked to each other. and highly advised that you enter the Recommendations in the Worksheet first. thereby clearly showing the relationship between the problem and the solution. The Recommendations sheet provides a master list of all your team’s recommendations without the related hazard data. the same data appears in the corresponding cell of the other sheet. Zooming In and Out of Documents on page 76. This section discusses the following topics: The Workspace on page 68. In this chapter. 2013 67 . you will learn how to use the New File Wizard to create a PHA-Pro file. Creating New Files on page 71.PHA-Pro Chapter 4: Getting Started CHAPTER 4: GETTING STARTED Beginning a new Process Hazards Analysis is easy with PHA-Pro. Setting Backup Options for Files on page 81. Exiting PHA-Pro on page 87. Updating Templates on page 78. Closing Files on page 86. Customizing the New File Wizard on page 72. Formatting the Worksheet to Fit the Screen on page 77. Changing Language Options on page 73. E-Mailing Files on page 80. Opening Files on page 84. Saving Files on page 82. April 2. Moving Around A Worksheet on page 75. Saving Files Under Different Names on page 83. You will also find out how to save and close your files at the end of a work session and reopen them later. You can right-click an object to open its menu. The Workspace is re-opened. Press Alt + 0 on the keyboard. The Workspace provides a quick and efficient way to navigate to different parts of your files. • Press Alt + 0 on the keyboard. • Click on the title bar of the Workspace. on the tool bar. Closing the Workspace You can easily close the Workspace at anytime to increase the size of the working area available on your screen. the software displays the corresponding part of your file in the opposite pane of the software window. To close the Workspace: Step  Action Carry out one of the following: • Click • • Go to View>Workspace. When you click an object in the Workspace. April 2. • Go to View>Workspace. 2013 68 . Active Libraries displays the names of all applicable files in the default libraries folder.PHA-Pro Chapter 4: Getting Started The Workspace The Workspace contains a visual summary of the contents of all files that are open. Re-opening the Workspace To re-open the Workspace: Step  Action Carry out one of the following: • Click on the tool bar. Open Documents lists all PHA-Pro files that are currently open. A check mark appears beside each library that is active and available for use. The two main folders in the Workspace are called Open Documents and Active Libraries. The Workspace is closed. You can activate and deactivate libraries by selecting and deselecting boxes beside the libraries. Resizing the Workspace You can change the size of the Workspace to view more of its contents or to reduce the amount of room it occupies on your screen. Some elements of the Workspace also have pop-up menus that contain useful commands to help you work with your files. as well as all other active libraries. Release the mouse button.PHA-Pro Chapter 4: Getting Started To resize the Workspace: Step Action 1. but you can easily move it to the top. Position your mouse pointer over an empty area on the Workspace title bar. Position your mouse pointer over a blank area on its title bar. bottom or right side of your screen. 2. 2013 69 . 2. 4. Double-click your mouse. You can view and work with the folders and other objects in this window in the same way that you normally do. Double-click your mouse. A rectangular outline indicates where the Workspace appears after you release the mouse button. Drag it either left or right until the Workspace is the desired width. 2. The Workspace is resized. Changing the Workspace to a Window Release the mouse button. The Workspace returns to its original position. Moving the Workspace By default the Workspace appears. Click and hold down the left mouse button. To change the Workspace to a window: Step Action 1. PHA-Pro allows you convert the Workspace to a separate window that you can resize and reposition on your screen to suit your needs. 2. bottom or right side of your screen. 3. The various navigational elements now appear in the Workspace window instead of their original position on your screen. Position your mouse pointer over the title bar of the Workspace window. Position your mouse pointer over its right edge. 3. 4. The Workspace converts to a window. The Workspace is outlined in black. Hold down the left mouse button. on the left side of the main software window. To move the Workspace: Step Action 1. April 2. To return the Workspace to its original position: Step Action 1. Drag the pointer to the top. To turn off this feature: Step  Action Click the on the title bar of the Workspace. To temporarily hide the Workspace: Step  Action Move your mouse pointer away from it. but still have quick access to the Workspace. 2013 . The Workspace remains visible so long as the pointer is over it. The icon changes to .PHA-Pro Using the Toggle Feature Chapter 4: Getting Started Toggling is a quick way of hiding and displaying the Workspace with a simple movement of your mouse. The Workspace disappears from your screen. To redisplay the Workspace: Step  Action Move your mouse pointer to where it last appeared on your screen. To turn on this feature: Step  Action Click the on the title bar of the Workspace. This allows you to have more space on your screen to work on your study. and the Workspace is permanently visible. The icon changes to April 2. 70 . 8. 2. When all the pages are completed. Repeat steps 6 and 7 until the wizard is complete. Click Next to continue. Highlight the template or file. The Corporate Template Selection page appears. team member records and drawing data at anytime. Action Open the Welcome to the New File Wizard dialog box by carrying out on of the following: • Clicking on the tool bar. 2013 71 . To launch the New File Wizard: Step 1. Click Next to continue. 6. 2. Click Browse. Navigate to the folder containing the template that you want. The Welcome to New File Wizard appears. product information. Click Open. Tip: You can edit general administrative information. Click OK. Tip: If you just started PHA-Pro and the Welcome to PHA-Pro dialog box is open: 1. Review and edit any information that you need to change. 3. click Next. 9. 7. Tip: If you do not see an appropriate option on this page: 1. click Finish. 3. • Go to File>New. Select Create a New File. The fields on this page are the same as those on the General page of the Administration collection. The Select A Template dialog box opens. collecting all of the project information that the software needs to produce your new file. April 2. 5. 4. in the Administration collection.PHA-Pro Chapter 4: Getting Started Creating New Files Creating a new file in PHA-Pro is easy with the New File Wizard. Select one of the templates listed. When you finish updating your records. The Wizard guides you through the file creation process. 4. you can preview it to see if the page requires additional changes: 1. or by deleting pages that are no longer needed in the Wizard. For more information. make sure you create the sheets under New File Wizard in the Sheets section of Project Settings. For more information. For more information. You can rename any page in the New File Wizard. see Customizing Columns on page 172. Customizing Pages in the New File Wizard You can further customize any page in the New File Wizard by renaming the page as well as the headers. Tip: After customizing the selected page. You can also add and remove headers. April 2. For more information. see Customizing Headers and Data Fields on page 159. Deleting Pages from the New File Wizard You can also delete a page from the New File Wizard if you do not need it when you create new files. In the left pane. right-click New File Wizard. columns or data fields it contains. 2013 72 . On the pop-up menu.Form on page 297. remove and rename data fields or headers for any form. 2. You can add. columns or data fields. click Preview. You can add. These additions and deletions are made in the Sheets section of Project Settings. display. For more information. Adding Pages to the New File Wizard You can add additional worksheets to your New File Wizard. hide and rename columns on any worksheet page. see Renaming Sheets on page 305. You can add additional forms to your New File Wizard. Customizing Pages in the New File Wizard on page 72.PHA-Pro Chapter 4: Getting Started Customizing the New File Wizard Advanced users can modify the New File Wizard by inserting additional pages that let them further define the contents of new files. see Adding a New Sheet . see Removing Sheets on page 307. see Adding a New Sheet . This section discusses the following topics: Adding Pages to the New File Wizard on page 72 Deleting Pages from the New File Wizard on page 72. You can also customize the New File Wizard pages to meet the needs of your organization in the same manner you would customize any form or worksheet. Tip: When adding a worksheet or form. For more information.Worksheet on page 295. For example. the pop-up messages are in German. The Options dialog box opens. you can change your templates and data into Korean. see Using Symbols on page 111. talk to your IT department. Japanese. Portuguese (Brazilian) Simplified Chinese. For more information. but your menus. even if you selected Spanish as the language. Save and close any active files. 2. Spanish. the menus. Tip: You can create templates using other languages. Tip: If you are localizing your interface. Save and close any open studies before changing the language. the software must restart. roll-overs. you must click the Load Default button to localize the symbol list. French. and pop-up messages change to the new language. 2013 73 . Note: In order to use Chinese. For more information. These changes do not apply to the templates or the online help. Any pop-up messages that originate from Windows are in the language of the Windows installed on the screen. Changing the Current Language on page 73. but you are not able to change the user interface to other languages.PHA-Pro Chapter 4: Getting Started Changing Language Options You can change the current language used in the software’s interface. This section discusses the following topics: Languages Supported on page 73. Go to Tools> Options. Korean or any of the complex right to left languages such as Arabic or Hebrew. April 2. German. Tip: In order for the language change to take effect. roll-overs and pop-ups remain in English. you need to have the supplemental language support files for Windows installed on your computer. Languages Supported PHA-Pro’s user interface supports the following languages: • • • • • • • English. if you have a German version of windows. as well as entering data in other languages. Changing the Current Language To change the current language: Step Action 1. When you change the language. For example. nor do they apply to pop-up messages that originate from Microsoft Windows. Japanese. 5. 2013 74 . The Language tab page opens. Click: • • Yes. PHA-Pro re-starts. Note: You can also set the dictionary for English. A dialog box opens telling you that PHA-Pro must re-start in order for the changes to take effect. 6. Spanish. April 2. 4. If you want the changes to take place immediately No.PHA-Pro Chapter 4: Getting Started Step 3. French and German spelling. Action Click the Language tab. if you want the changes to take effect next time you open PHAPro. see Customizing the Spellchecker on page 115. For more information. Click OK. Select the language that you want displayed from the Language drop-down list. Note: If you click Yes. This section describes the following topics: Using the Scroll Wheel to Move a Worksheet Up and Down on page 75. Using the Scroll Wheel to Move a Worksheet Sideways on page 75. To use the scroll wheel to move a worksheet sideways: Step  Action Holding the shift key down. You can scroll either up or down or side to side. rotate the scroll wheel.PHA-Pro Chapter 4: Getting Started Moving Around A Worksheet PHA-Pro allows you to use the scroll wheel of the mouse to navigate around your worksheets. 2013 75 . Using the Scroll Wheel to Move a Worksheet Up and Down To use the scroll wheel to move a worksheet up and down: Step  Using the Scroll Wheel to Move a Worksheet Sideways Action Rotate the scroll wheel. April 2. see Adding Print Filters on page 201. For more information. use the print filters. This section discusses the following topics: Using the Tool Bar to Zoom In/Out on page 76.PHA-Pro Chapter 4: Getting Started Zooming In and Out of Documents PHA-Pro allows you to zoom in to your document to focus on details or to zoom out to see more. Tip: If you have a large study. you may want to filter the on-screen data rather than using the zoom function. The document size is adjusted to the new percentage. To filter the on-screen data. Using the Mouse to Zoom In/Out on page 76. Using the Tool Bar to Zoom In/Out To use the tool bar to zoom in or out of your document: Step  Action Select the percentage you want to view the document from the percentage drop-down list. April 2. 2013 76 . You can either use the tool bar or the scroll wheel on your mouse to zoom in or out of the document. Using the Mouse to Zoom In/ Out To use the mouse to zoom in or out of your document: Step  Action Press the Ctrl key and rotate the scroll wheel on your mouse until you have the desired size. Action Right-click the sheet you want to format. 2013 77 . 5. Click the Format tab. It does this by providing you with two options: • • Adjust column widths to fit on screen. The format page in the dialog box opens. Note: "Adjust column widths to fit on screen" only affects on-screen appearance. Click OK.PHA-Pro Chapter 4: Getting Started Formatting the Worksheet to Fit the Screen PHA-Pro allows you to quickly format the worksheet width to fit the screen or paper size for printing. • Shrink text to fit column width. April 2. "Shrink text to fit column widths" affects both onscreen display and printed input. Select Sheet Properties. Note: This formatting remains until the you remove it. 3. Sheet Properties dialog box opens. Click the appropriate check boxes: • Adjust column widths to fit on screen. Dialog box closes and formatting is carried out. 2. To format the worksheet width: Step 1. Pop-up menu appears. Shrink text to fit column width. 4. April 2. and select or deselect them as required. 2. 6. Review the items that are going to be changed. 2. 5. you can apply the revised template to existing files. 3. Go to Tools>Update Template. You can use the templates from files with Access Rights to update the templates of other files. Select the settings from the new template that you want to apply to the file by selecting the appropriate check boxes. only the file structure is applied. Tip: Updating a Template Using a Protected File If you saved your file elsewhere: 1. The Select New Template dialog box opens. When you apply the settings from the protected file. This section discusses the following topics: Updating a Template Using a File or Template on page 78. Select the file from list. Updating a Template Using a Protected File on page 78. you also have the option of applying the Access Rights settings to the file. Click Finish. 2. The Select New Template dialog box opens. To update a template with a protected template or file: Step Action 1.PHA-Pro Chapter 4: Getting Started Updating Templates After you have modified your template with minor changes and saved it. 8. Updating a Template Using a File or Template To update a template with an updated template or file: Step Action 1. you can select which of the settings are to be applied to the file’s hierarchy. Tip: You can also use a modified file to update the template. When you update the template. Open the file you want to update. 2013 78 . Go to Tools>Update Template. Open the file you want to update. 7. Select your file. Click Next. Click Browse to go to where you stored your file. Click Next. You must have access rights to the protected file. 4. When you apply an updated template to a file. Data is not transferred. • Cancel. Review the items that are going to be changed. Tip: 4. Log in to open the file: 1. Action Select the file from list. A dialog box opens asking if you want to copy the Access rights along with the template. 6.to continue the process with Access Rights being applied. No . 9. 5. 2. Click Next. 2. Click OK. 12. 10.to continue the process without Access Rights being applied.to transfer the Access Rights over to the file. Click OK. Yes . Enter your password. 11. 8. 3. Enter your password. If you saved your file elsewhere: 1. The Document User Log In dialog box opens. Click: • Yes . Select the settings from the new template that you want to apply to the file by selecting the appropriate check boxes. If the answer is Yes: 1. 2013 79 . you must log back into the file: 1. 2. 2. Enter your password. Click Browse to go to where you stored your file. 3. Click Finish. Click: • • • 7. Click Next. and select or deselect them as required. Select your username from the drop-down list.not to transfer the Access Rights over to the file. Cancel . If you transferred the Access Rights.to abort the process. Select your file.PHA-Pro Chapter 4: Getting Started Step 3. April 2. Select your username from the drop-down list. Click OK. PHA-Pro works in conjunction with your e-mail software to create a new message and attaches your file. Click on the tool bar. 4. Recipients of your message must have PHA-Pro installed on their systems to open the files you send. April 2. 5. Type the body of the message. Note: You must have e-mail software installed on your computer as well as a connection to the Internet to send your file through e-mail. with your PHA-Pro file automatically attached. To send the current file through e-mail: Step Action 1. Or Go to File>E-mail File. The message is sent. 2. Click the send command within your e-mail program. 2013 80 .PHA-Pro Chapter 4: Getting Started E-Mailing Files PHA-Pro allows you to send an entire file by using electronic mail. The Choose Profile dialog box opens. Fill in the address(es) and subject for the message. A new e-mail message window appears. 3. Click OK. The Options dialog box opens. Tip: 5. It stores these files by default in the Backup folder that is located in the same directory where you installed the software. To have PHA-Pro automatically back up your files as you work. Action Go to Tool>Options. Adjusting the Backup Options To adjust the backup options for your files: Step 1. The Backup tab opens.PHA-Pro Chapter 4: Getting Started Setting Backup Options for Files PHA-Pro creates backup files to help guard against the loss of data. you can specify the desired time interval. 2013 81 . 4. Either select or deselect Keep backup copy of original file when saving. April 2. If you chose the automatic backup option. but you can change this by: 1. 3. Note: This option lets you control whether the software backs up your files each time you save them. Click the Backup tab. 2. 2. The default value is “5” minutes. check the Auto Backup check box. Enter a new number. Highlight the number in the field. Go to Step 2. 3.pha extension to the end of the file name. Note: If you have previously saved this file.PHA-Pro Chapter 4: Getting Started Saving Files If you have just created a new file. not just at the end of a work session. Click the Save in drop-down arrow to select where you want to store your file. Or Go to File>Save. the software simply resaves it without displaying a dialog box. To save your PHA-Pro file: Step 1. 2013 82 . you will want to save it for future use. 4. Action Click on the tool bar. to avoid data loss in the event of a power failure or other technical problem. The Save as type field specifies that the software adds the . Note: If you are saving the file for the first time. 2. type a name for your file. April 2. You should also save your file periodically. This location can be on your computer or company network. the Save As dialog box appears. Click Save. In the File name field. Click Save.PHA-Pro Chapter 4: Getting Started Saving Files Under Different Names You may want to save a copy of your file under a different name before making extensive editing changes.pha extension to the end of the file name. allowing you to save your file with a different name. To save a file under a different name: Step 1. 2013 83 . 2. Action Go to File>Save As. Click the Save in drop-down arrow to select where you want to store your file. The Save As dialog box appears. Doing so allows you to revert to the original version if you decide later that you no longer want to keep the changes. The file is saved under the new name. This location can be on your computer or company network. April 2. The Save as type field specifies that the software adds the . type the new name for your file. 4. 3. In the File name field. as well as in a different location. 4. You can click any of these names on the menu to reopen the corresponding file. Click Open an Existing File radio button. The software opens the chosen file on your screen. Select the PHA-Pro file that you want to open. The software opens the chosen file on your screen. Opening a PHA-Pro file To open a PHA-Pro file: Step 1.dat) before they can be imported into PHA-Pro.txt. Importing a PHAWorks File on page 84. Select the file that you want to open. 2. Or Go to File>Open.PHA-Pro Chapter 4: Getting Started Opening Files You can easily open a file you created and saved in PHA-Pro during a previous work session. This section discusses the following topics: Opening a PHA-Pro file on page 84. This allows you use historical data in your current studies. Click OK. The Open dialog box is displayed. Action Click on the tool bar. Importing a PHAWorks File You can import PHAWorks studies into PHA-Pro. *. Click Open. 2013 84 . Tip: If you are currently not running PHA-Pro. Opening a File from the Welcome to PHA-Pro Dialog Box on page 84. Opening a File from the Welcome to PHA-Pro Dialog Box To open a file from the Welcome to PHA-Pro dialog box: Step Action 1. April 2. you can double-click the icon for a PHA-Pro file to launch the software and open the file on your screen. 3. 2. Note: The PHAWorks files must be saved as PHAWorks Hierarchical Export Files (*. The Open dialog box appears. Click Open. 3. Tip: The File menu lists the names of the last four workplace risk assessment files you have opened. 4. April 2. *. navigate to the folder containing the file you want to import.PHA-Pro Chapter 4: Getting Started To import a PHAWorks Hierarchical Export file in PHA-Pro: Step 1. The Open dialog box appears. Action Click on the tool bar. 2. Click Open.txt. Using the Look in field. 2013 85 . Select the file you want to import. The file is imported into PHA-Pro. 3.dat) from the Files of type drop-down list. Or Go to File>Open. 5. Select PHAWorks Hierarchical Export Files (*. Click Yes to avoid losing data. In the Workspace.PHA-Pro Chapter 4: Getting Started Closing Files If you have several files open at the same time. Select Close from the drop-down menu. PHA-Pro closes the file. Closing A Non-Current File in the upper right hand corner of the file window to You can also close an open file that you are not currently working on. Tip: You can also click close the file. PHA-Pro closes the file. 2. Click Yes to avoid losing data. 2013 86 . To close a non-current file without exiting PHA-Pro: Step Action 1. right-click the file you want to close. If you have not yet saved the file you are closing. Closing the Current File To close the current file without closing PHA-Pro: Step  Action Go to File>Close. the software asks you if you want to save your work. April 2. This section discusses the following topics: Closing the Current File on page 86. you may wish to close one or more so you can concentrate on a particular study. If you have not yet saved the file you are closing. Closing A Non-Current File on page 86. the software asks you if you want to save your work. To exit PHA-Pro: Step  Action Go to File>Exit. Click Yes for each file you want to save. Tip: You can also click in the upper right hand corner of the file window to close the file. If you have files that have not already been saved. PHA-Pro asks you if you want to save your work. 2013 87 .PHA-Pro Chapter 4: Getting Started Exiting PHA-Pro You can easily exit from PHA-Pro when you finish your session. April 2. Finding and Replacing Data on page 117. Cutting. Using Notes for Your Data on page 108. 2013 88 . This chapter discusses how you work with the data in the program as well as two of the special features of PHA-Pro. Undoing and Redoing Changes on page 106. data mirroring and linked diagrams. This section discusses the following topics: Working with Data on page 89. Working with Attached Files on page 131. Working with Embedded Pictures on page 135. Isolating a Row in A Worksheet on page 121. Reversing Order of Columns on page 102. Using Dependency Matrices and Conditional Data Mirroring on page 99. Changing the Numbering of a List Cell on page 105. Using Markers for Your Data on page 110. Using Symbols on page 111. Renumbering Data in Columns on page 104. April 2. Working With Linked Diagrams on page 127. Checking Spelling on page 115. Merging Lines in a Worksheet on page 120. Working With Dates on page 100. Copying and Pasting Data on page 93 Entering Data Using Data Mirroring on page 95. Working with Structured Lists on page 123. Sorting the Information on a Worksheet on page 103.PHA-Pro Chapter 5: Learning the Basics CHAPTER 5: LEARNING THE BASICS PHA-Pro consists of a number of work sheets and forms that you fill out as you work through your study. on your keyboard. which appears in blue and is underlined on your screen. Editing Data on page 89. For more information. Entering Data To enter data into a cell in a worksheet or form. the software automatically recognizes that the text is an address and converts it to a hyperlink. For more information. Editing Data To edit data: Step 1. Copy From and AutoType on page 137. Assessing the Severity and Likelihood of a Consequence on page 90. or the AutoType feature is on. see Chapter 6: Working with Libraries. Copy From and AutoType on page 137. Tip: You can attach the electronic version of a drawing to a cell. 3. To enter data: Step 1. see Working with Attached Files on page 131. edit and delete data from PHA-Pro’s worksheets and forms. April 2. 2013 89 . Enter to start a new row. Deleting Data on page 90. When you finish entering the information. such as the pop-up windows for risk assessment columns. Re-arranging Rows on page 91. Entering Web Addresses on page 89. Tip: Many columns in a worksheet contain special features that facilitate data entry. Esc to turn off the editing function. a dialog box opens. you merely click the cell and enter the data. press: • • • Tab to move to the next column. Enter the new data. Once you type the address. see Chapter 6: Working with Libraries. 2. Adding Rows on page 91. Action Click the cell you want to edit. you make your selection and the information is automatically added. The flashing insertion point appears inside the selected cell. Action Click the cell that you want to enter data in. This section discusses the following topics: Entering Data on page 89.PHA-Pro Chapter 5: Learning the Basics Working with Data It is easy to enter. When a popup window opens. For more information. Tip: If the column is connected to a library. Entering Web Addresses You can also record a web site address in your PHA-Pro files. Removing Rows on page 92. PHA-Pro automatically enters the corresponding risk ranking code in the RR column. and the flashing insertion point appears inside the cell so that you can delete text and type new text. Esc to turn off the editing function. Either: • Click on the tool bar. displaying the severity scale along with a description of what each level means. (Figure 5-5) 2. The software displays a thick border around the cell you are editing. Deleting Data To remove data: Step 1. on your keyboard. • Click the cell you want to edit. it can be edited immediately. see Working With Dates on page 100. 2013 90 . Note: Editing a cell in date column involves the same procedure as recording the date. • Go to Edit>Edit. The Severity window appears. You can use these features to modify the contents of a cell in exactly the same way that you originally recorded data in the cell. double-click the S cell that corresponds to the consequence of interest. Tip: 3. The Likelihood window appears. Edit the data. such as the pop-up windows for risk assessment columns. Click the appropriate severity code. April 2. displaying the likelihood scale along with a description of what each level means. based on the Risk Matrix. 4. Double-click the corresponding cell in the L column. Click the appropriate likelihood code. Action In the Worksheet. Action Select the data you want to delete. 3. Tab to move to the next column. Tip: 4. For more information. Enter to start a new row. When you finish editing the information.PHA-Pro Chapter 5: Learning the Basics Step Action 2. press: • • • Assessing the Severity and Likelihood of a Consequence Many columns in a worksheet contain special features that facilitate data entry. If you double-click the cell when you choose it. To assess the severity and likelihood of a consequence: Step 1. a dialog box opens. Carry out one of the following: • Click or on the tool bar. but the list numbering remains the same. OR Go to Edit>Remove. 2. PHA-Pro adds the row to that level of the hierarchy and lower. To add a row: Step 1. 2. Re-arranging Rows You can re-arrange your data by changing the order of the rows. A new row appears directly below the cell you click. the list numbering changes to reflect the row’s new position. PHA-Pro deletes the selected data from your file. Action Click in a cell at the hierarchy level that you want to add the row. Click OK. the row’s position changes. Click on the tool bar. To re-arrange the rows of data: Step Action 1. April 2. • Click Move Up or Move Down on the Edit menu. If the column is connected to a library. Note: When you move a data row. Copy From and AutoType on page 137.PHA-Pro Chapter 5: Learning the Basics Step 2. Repeat steps 1 and 2 until all of your data appears in the required order. For more information. Click any cell in the row you want to move. Adding Rows When you add a data row. 3. If you sort data. OR Press the Delete key on your keyboard. Or Press the Enter key on your keyboard. PHA-Pro adds the row based on the hierarchy levels set in the template. Action Click on the tool bar. 3. Or Go to Insert>Row. In other words. 2013 91 . or the AutoType feature is on. see Chapter 6: Working with Libraries. Or Go to Edit>Add. Right-click a cell in the row that you want to delete. The row is deleted. It informs you that the information is referenced elsewhere and asks you if you want to delete the record. Note: If information in the row is referenced elsewhere in the study. 2. From the pop-up menu. a dialog box opens. Click Yes to delete. April 2. Click on the tool bar. Click Yes to delete. A pop-up menu opens 2. It informs you that the information is referenced elsewhere and asks you if you want to delete the record. If information in the row is referenced elsewhere in the study. Or Press the Delete key on your keyboard. Action Click the first column of the row you want to delete. 2013 92 . No to keep the row. a dialog box opens. The row is deleted. Or Go to Edit>Remove. No to keep the row. select Delete Row. Tip: An alternative method of deleting a row is: 1.PHA-Pro Removing Rows Chapter 5: Learning the Basics To delete the row: Step 1. Tip: To quickly select all of the data in a cell carry out one of the following: • Triple left-mouse-click. you remove it from the worksheet but you can paste it elsewhere. Action Highlight the information that you want to cut by holding down the left-click button and selecting the information. To copy data: Step 1. A dialog box opens asking you if you want to cut the entire row or the selected cell. • Right-Click and choose Select All from the right-click menu. Action Highlight the information that you want to copy by holding down the left-click button and selecting the information. 2013 93 .PHA-Pro Chapter 5: Learning the Basics Cutting. April 2. • Ctrl+A. 3. you leave it in the worksheet but you can paste a copy of it elsewhere. Pasting Data on page 94 Cutting Data When you cut data. copy and paste data by using one of three methods: • • • Right-Click menu Key boards commands. Copying Data When you copy data. • Ctrl+A. Tip: 2. This section discusses the following topics: Cutting Data on page 93. Tool bar icons. To quickly select all of the data in a cell carry out one of the following: • Triple left-mouse-click. Carry out one of the following: • Press Ctrl+X on the keyboard. Copying Data on page 93. The information is cut from the worksheet and can be pasted elsewhere in the study. • Click • Right-click the mouse and choose Cut from the right-click menu. . Select the appropriate radio button and click OK. • Right-Click and choose Select All from the right-click menu. To cut data: Step 1. Copying and Pasting Data You can cut. 2. 2013 94 . The information is pasted into the study. • Click • Right-click the mouse and choose Paste from the right-click menu. see Setting the Date Format on page 101. (dd-MMM-yy) you must select that format from the Format drop-down list on the Regional Setting page. . Carry out one of the following: • Press Ctrl+V on the keyboard.PHA-Pro Chapter 5: Learning the Basics Step 2. For more information. you can paste it elsewhere in the study. 3. For example. the date formats must be the same. Action Carry out one of the following: • Press Ctrl+C on the keyboard. Select the appropriate radio button and click OK. April 2. Pasting Data Once you have copied or cut the data. To paste data: Step Action 1. . • Click • Right-click the mouse and choose Copy from the right-click menu. The information is copied from the worksheet and can be pasted elsewhere in the study. The information is copied from the worksheet and can be pasted elsewhere in the study. if the date in Excel is 13-Sept-10. Tip: When copying and pasting dates from MS Excel into PHA-Pro. Place the cursor in the cell in which you want to enter the information. you can copy over only five items. you must create the data mirroring linkages in Settings. Unlike the Reference function. If Prompt is the mirroring option. You cannot mirror data to a child if April 2. a dialog box opens on screen. You must select yes to continue to add data to the cell. 2. Only the first mirrored link appears in the right-click menu or as a hyperlink. 2013 95 . For more information.Mirroring Information at a Later Time on page 96. In order for you to use data mirroring in your study. Note: You can mirror data to multiple pages by simply creating the data mirroring to the various fields you want. A thick border surrounds the cell. Action Double-click the cell. BOM with Risk Analysis. Entering Mirrored Information in Different Hierarchy Level Fields on page 95. Box closes and cell is active. Changing Data Mirroring Links on page 98. Receiving Page Menu Commands on page 97. For example in a column of 100 items. it allows you link the data selectively. 3. Click Yes. . see Data Mirroring on page 287. You can set different options for each set of links. For more information. HAZOP with LOPA. You can mirror data from fields in one level of the hierarchy to fields in a different level of the hierarchy. see Data Mirroring on page 287. Entering Information in Data Mirrored Fields To enter information in a data mirrored field: Step 1. 4. Mirroring Information at a Later Time Using Send To on page 96. Data Mirroring Right-Click Menu Commands on page 97. Data mirroring can be used to link related worksheets. Begin to enter the text in the cell. Although similar to regular data mirroring. as for example: • • • Work Orders with Risk Analysis. there may be some differences depending on the options set. This section discusses the following topics: Entering Information in Data Mirrored Fields on page 95. You must create a separate data mirror link for each set of mirrored items. Source Page Menu Commands on page 97. Entering Mirrored Information in Different Hierarchy Level Fields Finish entering the text.PHA-Pro Chapter 5: Learning the Basics Entering Data Using Data Mirroring Data mirroring allows you to dynamically link different worksheets to avoid duplication of work. indicating that the cell is active. Box closes and cell is active. If that occurs: 1. Begin to enter the text in the cell. Right-click a cell of the row. Select the row that has no information after the row number. If. a dialog box opens on screen. Click Yes. 6. A thick border surrounds the cell. 2. 3. April 2. Depending on the mirroring settings. Go to Data Mirroring (Row)>Connect to <Source Item>. 2. 2. Click OK. You use the Send to command from the right-click menu to mirror the data. 3. Action Double-click the cell. You either have to add information at the prompt or add a field as a placeholder. Mirroring Information at a Later Time Finish entering the text. you may get a dialog box with the parent list name on it. On the receiving page. you realize that the information has to be mirrored. you use the right-click menu to mirror the data. The information is copied. if the list is numbered or that is called (Unnamed) if the list is not numbered. Tip: 5. The cell turns blue and the right click menu opens. 7. 2013 96 . indicating that the cell is active.PHA-Pro Chapter 5: Learning the Basics the parent field is empty. If Prompt is the mirroring option. Go to Data Mirroring (Cell)>Copy From <Source Item>. To use the right-click menu command: Step Action 1. Select the check box for the row to which you want to mirror the data. after adding information and selecting No at the prompt. 4. Mirroring Information at a Later Time Using Send To Repeat steps 5 and 6 for each cell in the row. Right-click the cell. The dialog box closes and the information is entered in the parent list field. create a row where you want to add the data. Enter the information for the parent list field in the text box. 4. To enter information in a data mirrored field: Step 1. The right-click menu opens. 5. You must select yes to continue to add data to the cell. PHA-Pro sends the information from the source cell to the receiving cell. the Data Mirroring commands appear on the right-click menu. you may have to enter information for the parent list item: 1. and you may have the option of creating a new parent list item. 2. Tip: If you are using the menu option for Parent-Child mirroring. Source Page Menu Commands The right-click menu on the source page has two options for Data Mirroring Data Mirroring (Cell) and Data Mirroring (Row). Connect to <Receiving Item>. Data Mirroring Right-Click Menu Commands When you create your data mirroring. The row is disconnected from data mirroring allowing you to make changes in the row without affecting the receiving page. When you go to Data Mirroring (Cell) a submenu opens with the following menu items: • • Go to <Receiving Item>. Note: If the rows are not connected. Receiving Page Menu Commands The right-click menu has two options for Data Mirroring .Data Mirroring (Cell) and Data Mirroring (Row). Disconnect from <Receiving Item>. the menu provides the following menu item: • Connect to <Receiving Item>. the menu provides the following menu item: • Send To <Receiving Item>. Go to Send to> <Receiving Item>. This allows you to connect the source row to the receiving row. When you go to Data Mirroring (Row) a submenu opens with the following menu items: • • • Go to <Receiving List Item>. Action Right-click the cell that contains the data to be mirrored. you have choice of where the information is being mirrored. Tip: If you are using Parent-Child mirroring. Disconnect from <Receiving Item>. Click OK. PHA-Pro moves you to the cell receiving the mirrored information. 2. Connects the row to a different item on the receiving page. Note: If the rows are mirrored. The cell turns blue and the right click menu opens. The cell is disconnected from data mirroring allowing you to make changes or enter non-mirrored data. 2013 97 .PHA-Pro Chapter 5: Learning the Basics To use the right-click menu command: Step 1. PHA-Pro moves you to the cell receiving the mirrored information. Enter the information. April 2. but the cells are not connected. Note: If the rows are not connected. Right-click a mirrored cell in the row whose connection you want to change. Select (or deselect) items are required. the menu provides the following menu item: • Copy From <Source Item>. April 2. This allows you to connect the receiving row to the source Changing Data Mirroring Links You can change your mirroring from one row to another. Disconnect from <Source Item>. but the cells are not connected. 3. 4. Disconnect from <Source Item>. The Connect to Mirrored Item dialog box opens. To change the mirroring from one row to another: Step Action 1. The row is disconnected from data mirroring allowing you to make changes in the mirrored cells of the row on the receiving page without affecting the source cells. the menu provides the following menu item: • Connect to <Source Item>. or you can mirror one row to multiple rows. PHA-Pro moves you to the cell sending the mirrored information.PHA-Pro Chapter 5: Learning the Basics When you go to Data Mirroring (Cell) a submenu opens with the following menu items: • • Go to <Source Item>. Connect to <Source Item>. 2. Go to Data Mirroring (Row)>Connect to <Item>. PHA-Pro moves you to the cell sending the mirrored information. Note: If the rows are mirrored. When you go to Data Mirroring (Row) a submenu opens with the following menu items: • • • Go to <Source Item>. PHA-Pro copies the information from the source cell. This allows you to reconnect the receiving row to the source. 2013 98 . The cell is disconnected from data mirroring allowing you to make changes or enter non-mirrored data. Click OK. Figure 5-1: In the above example. Note: You cannot edit the list items in the Dependency Matrix. If the table goes off the bottom edge of the screen. Tip: 2. the appropriate information is sent to the destination list. Depending on the information placed in the dependency matrix. use the scroll wheel on your mouse to scroll the table onto the screen. The appropriate table opens. there are two lists . listing the category.PHA-Pro Chapter 5: Learning the Basics Using Dependency Matrices and Conditional Data Mirroring Dependency Matrices and Conditional Data Mirroring work in conjunction with each other. Select the code that you want to enter. The code is entered into the cell. if you are using data mirroring with the matrix. Depending on the information that you enter in the matrix. conditional data mirroring then sends information to a third list. conditional data mirroring completes the fields in the Destination List. Entering Data in the Dependency Matrix To enter data in the dependency matrix: Step 1. Dependency Matrices help you to compare two or more lists. April 2. and are created in Stature Template Studio. you have to edit them in their original list. and. Action Click the appropriate cell in the matrix.one for the Vertical Axis (Y) and one for the Horizontal Axis (X). 2013 99 . Note: You cannot roll up a study on a dependency matrix page. This section discusses the following topics: Recording Dates in your Study on page 100. click the year that is currently displayed. To quickly change the year. Note: This is only true for columns/fields created by date fields. 4. click the and in the top corners of the calendar. You can also change the format of the dates in your PHA study. in the formula field you would enter EstimatedEndDate+5 You must enter the EstimatedEndDate using the Reference icon. if the actual end date is five days after the estimated end date. you could create a formula that subtracts the estimated date from the actual date. 2. if you wanted to automatically calculate the number of days difference between the estimated and actual end date. and the software enters the chosen date in the corresponding cell or field. the date formats must be the same. For more information. The result of this calculation would be the number of days that the actual date was after the estimated end date.PHA-Pro Chapter 5: Learning the Basics Working With Dates PHA-Pro’s pop-up calendars help you to record days. Scrolling keys for up and down appear. April 2. To scroll through the months and years. For more information. Action Click the arrow in any cell or field where you must enter a date. For example. Click the appropriate month. Setting the Date Format on page 101. see Adding a Formula Field on page 272. 3. When copying and pasting dates from MS Excel into PHA-Pro. 2013 100 . if the date in Excel is 13-Sept-10. For example. see Setting the Date Format on page 101. A drop-down list of months appears. click the appropriate day of the month. For example. To quickly change the month. 5. 6. Recording Dates in your Study To record a date: Step 1. months and years. 7. Scroll to the correct year. A pop-up calendar appears. (dd-MMM-yy) you must select that format from the Format drop-down list on the Regional Setting page. click the month that is currently displayed. When the top of the calendar displays the correct month and year. Tip: You can use the formula field to calculate the number of days between dates or adding or subtracting a set number of days from a date to give a new date. The calendar closes. click Hierarchy.PHA-Pro Setting the Date Format Chapter 5: Learning the Basics PHA-Pro allows you to change the format of the date entered in the study to match the style used by your company. 5. click the Regional Settings tab. April 2. In the right pane. Deselect the Use default check box. Note: When you set the date format it sets the format globally for the study. Note: Default format is M/d/yyyy. 6. 3. Go to View>Project Settings. In the left pane. Click Study. 2. 4. 2013 101 . Select the date format from the Format drop-down list. Action Display Project Settings by carrying out one of the following: • • Click the Settings tab. To set the date format: Step 1. Click OK.PHA-Pro Chapter 5: Learning the Basics Reversing Order of Columns When you add information by column. When you select this option. PHA-Pro allows you reverse the order of the some columns. the most recent session and all future session columns are added to the left of the existing columns. Select Column Format. when recording attendance at the sessions of your study. next to the Name column. 5. Select the Reverse Order check box. Click the Options tab. 2. 4. The right-click pop up menu opens. The Options page opens. April 2. 2013 102 . The column format window opens 3. To reverse the order of columns: Step 1. Action Right-click one of the column headings. for example. This is useful. The columns have been reversed. Click the column heading. April 2. This is useful for placing your highest ranking risks at the top of your study through the use of your risk ranking data. 2. 2. The data is sorted. The column is sorted on the inputted text. Go to Data>Sort. Tip: An alternate way to sort the data is: 1. For more information on renumbering data in the column. A dialog box opens and asks you if you want to sort the data.PHA-Pro Chapter 5: Learning the Basics Sorting the Information on a Worksheet PHA-Pro allows you to quickly sort your study on any column. if you use the numbering feature in the column. Click Yes. The sheet is resorted in descending order. To sort your study: Step Action 1. This allows you to easily renumber the cells in the column. The sheet is sorted in ascending order. For example. 2013 103 . and you can renumber the text in the column. Note: When sorting a column. PHA-Pro only uses user inputted text for sorting. 3. see Renumbering Data in Columns on page 104. Go to Data>Sort Descending if you want the sort to be in descending order. the computer generated number is not used. Click a cell in the column that contains the information on which you want to sort your sheet. 2.PHA-Pro Chapter 5: Learning the Basics Renumbering Data in Columns PHA-Pro allows you to quickly and easily renumber the data in your columns. Renumber. Purge Removed Items is enabled only if the Keep placeholders for removed items option is selected when setting the numbering options and one or more items have been removed since this option was enabled.to number in ascending order.to number in descending order. Click any cell in the column you want to renumber. • Reverse Order .. A drop-down menu opens. is also enabled in the Recommendations tab. April 2. 2013 104 . Select: • Renumber in Sort Order . Optional Renumbering Commands The following commands only appear under certain circumstance. • • • Renumber by use is enabled when you are in the Recommendations tab in most templates. 3. The column is renumbered. Go to Data>Renumber. To renumber the data in a column: Step Action 1. but it requires that the new numbering options are in use.. 2013 105 . Enter the new number in the New Number field. you can change the cell number from 1 to 1A. 3.PHA-Pro Chapter 5: Learning the Basics Changing the Numbering of a List Cell You can change the list number of a cell that uses the Extended or Custom options for numbering. When you change the number of a cell. For more information. April 2. 2. The number is changed. the other cell numbers are not affected. A pop-up menu opens. Select Change Number. 4. Click OK. The Change Number dialog box opens. For example. Action Right-click the cell whose numbering your want to change. To change the numbering in a list: Step 1. see Setting Numbering Options for Lists on page 280. A list of actions appears. Undoing Your Most Recent Action To undo the most recent step you performed: Step  Redoing the Most Recent Action Action Click on the tool bar. Redoing Multiple Actions on page 106. The number of actions you can redo is virtually unlimited. To undo more than one action: Step 1. Drag your mouse pointer over the steps you want to reverse.PHA-Pro Chapter 5: Learning the Basics Undoing and Redoing Changes You can easily undo and redo the actions you perform in PHA-Pro. Undoing Multiple Actions on page 106. depending upon your system configuration. 2013 106 . The number of actions you can undo is virtually unlimited. April 2. 3. A list of actions you can repeat appears. depending upon your system configuration. Action Click the beside . The bottom of the window displays the number of actions that the software is to undo. Redoing the Most Recent Action on page 106. Undoing Multiple Actions PHA-Pro’s multi-level Undo command allows you to reverse an entire series of actions you performed since you last started PHA-Pro. Redoing Multiple Actions Click your left mouse button. PHA-Pro’s multi-level Redo command allows you to repeat an entire series of actions you performed since you last started PHA-Pro. This section discusses the following topics: Undoing Your Most Recent Action on page 106. Tip: You can also access the Undo and Redo commands from the Edit menu. 2. To redo multiple actions you have undone: Step 1. Action Click the beside . To redo the action you have most recently undone: Step  Action Click on the tool bar. Action Drag your mouse pointer over the functions you want to redo. The bottom of the window displays the number of actions that the software is to redo. Click your left mouse button. 3.PHA-Pro Chapter 5: Learning the Basics Step 2. 2013 107 . April 2. PHA-Pro Chapter 5: Learning the Basics Using Notes for Your Data The Notes feature of PHA-Pro allows you to add pop-up text boxes to your data. A cell containing a note displays a small icon in its upper-right corner. 2013 108 . You double-click this icon to access the note. Action Click the cell of interest. If the Marker button on the tool bar displays . For instance. 2. such as reminders. click it. ( ) This section discusses the following topics: Adding Notes on page 108. Figure 5-2: You access the Note dialog box by double-clicking the note icon. The Note dialog box appears. create and edit the pop-up notes in the Note dialog box. April 2. Enter the text for the note. click the beside it. you can add a note to recommend further research or to indicate when the data in a cell was last updated. (Figure 5-2) Tip: If the Marker button displays a different icon. It allows you to store and display useful information. Editing Notes on page 109. 3. This ability is useful if other people in your organization review your data and benefit from this additional information. and then click Note on the drop-down list. You can view. Adding Notes To add a note to a cell: Step 1. Deleting Notes on page 109. Action Click in the upper-right corner of the dialog box. This allows you to refer to. 2. April 2. The software deletes the note from your file and removes the icon from the selected cell. or copy information from. Tip: While the Note dialog box is open in one sheet. Action Click the Click for the note you want to delete. you can switch to a different sheet and then switch back to continue creating your new note. To remove a note: Step 1. you can quickly remove it. The Note dialog box opens.PHA-Pro Chapter 5: Learning the Basics Step 4. 2013 109 . Edit the note. The Note dialog box closes. Or Click Close. Deleting Notes Once a particular note is no longer needed. Action Double-click the for the note you want to edit. Or Click Delete on the Note dialog box. 2. press Ctrl + V on your keyboard. Click in the upper-right corner of the dialog box or click Close. To paste copied data into the Note dialog box. Editing Notes To edit a note: Step 1. another part of your file. on the tool bar. 3. This section discusses the following topics: Marking Data on page 110. Carry out one of the following: • Click on the tool bar. 2. • Press the Delete key on your keyboard. Removing a Marker from a Cell on page 110. click the beside the Marker button. which cells have something in common or which information requires immediate attention. This means you can add notes or dates to your markers. Tip: PHA-Pro allows you to add data fields to you markers. On the tool bar. April 2. The software displays the symbol for this marker in the selected cell. It has built-in markers for notes revalidated data (see Using Notes for Your Data on page 108) and (see Chapter 9: Revalidating Your Data on page 215). The software removes the chosen marker from the selected cell. A drop-down list of markers and marker options appear. Marking Data To mark data: Step 1. • Go to Edit>Remove. Removing a Marker from a Cell To remove a marker: Step Action 1. 3. simply click this button instead of performing steps 2 and 3. 2. Action Click the cell containing the data you want to mark. Tip: The Marker button displays the symbol for the last marker you inserted. If this marker is the one you want to use. Click the icon for the marker you want to delete. see Adding Data Fields to a Marker on page 255. For more information. You can also create or customize markers. Click the marker of interest. at a glance. For more information.PHA-Pro Chapter 5: Learning the Basics Using Markers for Your Data PHA-Pro allows you to flag data so you can tell. see Markers on page 253. 2013 110 . Inserting a Symbol To insert a symbol into your file: Step 1. Click the symbol you want to insert. which displays a list of commonly used symbols as well as descriptions of what they mean. Adding Symbols to the Symbols List on page 112.PHA-Pro Chapter 5: Learning the Basics Using Symbols The ability to quickly insert symbols as you type saves time. 2. see Returning the Symbols List to the Default Format on page 113. Figure 5-3: A customizable list of symbols is quickly accessible from the tool bar. you must click the Load Default button to localize the symbol list. (Figure 5-3) 3. editing and deleting characters. such as the degree symbol. exponents and currency symbols. A pop-up window appears. Position your mouse pointer over an edge of the window. This section discusses the following topics: Inserting a Symbol on page 111. April 2. Removing Symbols from the Symbols List on page 113. and the chosen character appears in the cell or field. and drag it until the window is re-sized. Tip: You can resize the symbol window that appears in step 2. Action Position the flashing insertion point at the spot in the cell or field where you want to insert a symbol. Symbols include characters that are not part of a standard keyboard. Click on the tool bar. Editing Symbols in the Symbols List on page 112. Returning the Symbols List to the Default Format on page 113. Tip: If you are localizing your interface. PHA-Pro allows you to fully customize your list of symbols by adding. For more information. 2013 111 . The window closes. Tip: If you are cutting and pasting symbols from another program. 2013 112 . Click on the tool bar. 3.PHA-Pro Adding Symbols to the Symbols List Chapter 5: Learning the Basics You can easily modify the list of symbols that is available when you click on the tool bar. 2. Click Customize. Action Go to Tools>Options. consult your Windows instruction manual. 2. click Add. Click the Symbols tab. 5. 2. press Ctrl + V on your keyboard to paste the symbol into the Symbol field. Click Customize. Click the Symbols tab. To add a new symbol to the list. In the Symbol field. Tip: The Windows® Character Map can simplify this process. if the Symbols button is active: 1. The Add-Edit Symbol dialog box opens. The Symbols tab page opens. if the Symbols button is active: 1. Click on the tool bar. type a label describing what this new symbol represents. Action Go to Tools>Options. April 2. such as symbols for foreign currencies. In the Description field. To add symbols to the Symbols list: Step 1. (Figure 5-4) 4. The new symbol is displayed. The Symbols tab page open. The label helps people to distinguish between characters that are easily confused. The Options dialog box opens. Note: The Symbol must be Arial True Type font. Tip: You can take the following shortcut to the Symbols tab page. enter the character you want to add. you must ensure that it is Arial True Type font. 2. Tip: 6. Editing Symbols in the Symbols List To edit symbols in the Symbols list: Step 1. Tip: You can take the following shortcut to the Symbols tab page. For more information on using the Character Map. The Options dialog box opens. Click OK to return to the Symbols tab. Note: When adding a new symbol to your list. Tip: You can take the following shortcut to the Symbols tab page. if the Symbols button is active: 1. To remove symbols from the Symbols list: Step 1. Action Double-click the symbol that you want to edit. The Options dialog box opens. 2. Tip: You can take the following shortcut to the Symbols tab page. Action Go to Tools> Options. Click Customize. Select the symbol/description you want to remove. Click Customize. 2. Or Select it and then click Edit. Action Go to Tools>Options. Click OK. Returning the Symbols List to the Default Format 3. Click OK. April 2. When you finish removing all of the symbols. Click on the tool bar. 4.PHA-Pro Chapter 5: Learning the Basics Step 3. The Symbols tab page opens. click OK. 4. 6. The Add/Edit Symbol dialog box closes. Make the desired changes 5. Click the Symbols tab. if the Symbols button is active: 1. 4. To return the list to its default format: Step 1. The Symbols tab page opens. Removing Symbols from the Symbols List When you finish editing the symbols list. Repeat steps 3 and 4 for all symbols you want to remove. Click on the tool bar. 5. 2. click OK. 2013 113 . 3. The Add/Edit Symbol dialog box opens. Click Remove. 6. Click the Symbols tab. 2. Click Load Defaults. The Options dialog box opens. PHA-Pro Chapter 5: Learning the Basics Figure 5-4: You can expand the software’s collection of special characters by using the Add/Edit Symbol dialog box. 2013 114 . April 2. Customizing the Spellchecker on page 115. click Ignore All. All occurrences of the misspelled word. 2013 115 . Tip: You can click Close at anytime to end the spell check and close the dialog box. To add the word to your dictionary. 6. click the appropriate replacement from the Suggestions list. click Change All. 5. Repeat process to check the spelling of your entire file. To customize the spellchecker: Step 1. 3. or to report specific types of problems. click Add. The Options dialog box opens. As well. To replace the misspelled word with the corrected spelling: • • Only this occurrence of the misspelled word with the option you chose in step 3. If the word is misspelled and not in the Suggestions list. the software displays a misspelled word. April 2. To skip all occurrences. Go to Step 6. the bottom of the dialog box shows you the sentence that contains the word. This section discusses the following topics: Using the Spellchecker on page 115. enter the correct spelling in the field that displays the misspelled word. Tip: 4. To help you interpret this field. you should perform a spelling check.PHA-Pro Chapter 5: Learning the Basics Checking Spelling Before printing or exporting your file and distributing it to clients and colleagues. click Change. Or Go to Tools>Check Spelling. To skip only this occurrence of the word. Action Click on the tool bar. Customizing the Spellchecker Adjusting the way that the software’s spellchecker works can increase its efficiency. The Spelling dialog box appears. Action Go to Tools> Options. Go to step 6. To correct the misspelled word. 2. Under Not in Dictionary. PHA-Pro allows you to instruct the spellchecker to ignore certain entries. Using the Spellchecker To use the Spellchecker: Step 1. the cell containing the word is highlighted on your screen behind the dialog box. click Ignore. Note: A word is considered misspelled if it is not in the software’s built-in dictionary. Select the language(s) in which you want to check the spelling.PHA-Pro Chapter 5: Learning the Basics Step 2. Selecting the check boxes for the options you want to use. Set your Spell Check options by: • • 5. 2013 116 . Deselecting the check boxes for the options you do not want to use. The Language tab page opens. Click OK. 3. April 2. Action Click the Language tab. 4. The Find command lets you jump directly to the part of your file where a word or phrase or a date appears. enter the text you want to find. This sections discusses the following topics: Finding Text on page 117. the software will not find this text if it is contained within a larger word. The Find and Replace dialog box opens. 2. April 2. The software searches your file for the text. If the text is found. Action Click on the tool bar. To begin the search. click the arrow to select a different option. 4. Using the Match case drop-down list. Tip: Click Close at anytime to end the search and close the dialog box. this option is set to Auto. 7. The Find and Replace dialog box opens. Replacing Dates on page 119. 3. Finding Text To find a word or phrase: Step 1. That is. By default. Click Find Next to find additional occurrences of the data. Selecting the Find whole words only check box if you want the software to consider the text you typed in the Find What field to be a separate word. click Find Next. Finding Dates on page 117. the software highlights it on your screen behind the dialog box. Or Go to Edit>Find/Replace. it may be helpful to use the Find and Replace commands.PHA-Pro Chapter 5: Learning the Basics Finding and Replacing Data As you work with PHA-Pro to create and modify files. The Replace command lets you replace text or a date with other data of your choice. Replacing Text on page 118. Click . In the Find What field. 2013 117 . Finding Dates To find a date: Step 1. Action Click on the tool bar. Click the Find tab. Set your search parameters to optimize your search by: • • 6. Or Go to Edit>Find/Replace. This allows you to control whether or not your search is case-sensitive. 5. 7. Click Find Next to find additional occurrences of the data. informing you of the number of replacements that were made. A dialog box opens. this option is set to Auto. A pop-up calender opens. By default. Action Click the Find tab. see Using Symbols on page 111. Click Close to close the dialog box. Select the Smart case replacement check box if you want the software to retain the case – that is. The software searches your file for the data.PHA-Pro Chapter 5: Learning the Basics Step 2. 8. Clicking the Find What arrow. In the Find What field. Find Next – Advances to the next occurrence of the text and highlights it. uppercase and lowercase – of the text that you are replacing with other text. 3. The Find and Replace dialog box opens. enter the text you want to find. Click . Replace All – Replaces all occurrences of the text. Click . 5. Set your search parameters to optimize your search by: • • Using the Match case drop-down list. Action Click on the tool bar. 5. If the data is found. 2. 6. the software will not find this text if it is contained within a larger word. For more information on using calendars. Or Go to Edit>Find/Replace. To begin replacing data. 4. Selecting the Find whole words only check box if you want the software to consider the text you typed in the Find What field to be a separate word. Replacing Text To replace text: Step 1. 6. Click the Replace tab. use the three buttons at the bottom of the Replace tab: • • • 9. Tip: Click Close at anytime to end the search and close the dialog box. click the arrow to select a different option. enter the text that you want to appear instead of the text you are deleting. 2013 118 . the software highlights it on your screen behind the dialog box. click Find Next. This allows you to control whether or not your search is case-sensitive. That is. Replace – Replaces the currently highlighted occurrence of the text. 3. April 2. To begin the search. In the Replace With field. 4. The Find and Replace dialog box opens. To begin replacing data. A dialog box opens. A pop-up calender opens. see Using Symbols on page 111. see Using Symbols on page 111. 2013 119 . 5. 6. use the three buttons at the bottom of the Replace tab: • • • 7. Find Next – Advances to the next occurrence of the date and highlights it. Replace – Replaces the currently highlighted occurrence of the date. For more information on using calendars. Click the Replace tab. 4. A pop-up calender opens.PHA-Pro Replacing Dates Chapter 5: Learning the Basics To replace dates: Step 1. Action Click on the tool bar. 3. Or Go to Edit>Find/Replace. 2. Click . Click the Replace With arrow. Replace All – Replaces all occurrences of the date. click the Find What arrow. informing you of the number of replacements that were made. To search your file for a particular date. For more information on using calendars. The dialog box closes. Click Close. April 2. Click Next. You can only merge items if they share the same parent in the hierarchy. Right-click the highlighted rows. Note: The information in the other merged cells is removed. 4. Select the check boxes of the rows you want to merge. Tip: If you want to merge all the rows. Select Merge Rows from the pop-up menu. Click Finish. Select the information that you want to keep from the Item to Keep drop-down list. 2013 120 . Highlight two consecutive rows. April 2. Action Go to Data>Merge Items.PHA-Pro Chapter 5: Learning the Basics Merging Lines in a Worksheet PHA-Pro allows you to merge both consecutive and nonconsecutive rows in a worksheet. 3. Make sure that this is the cell data that you want to remain in your worksheet. click Select All. Or 1. To merge rows: Step 1. The Merge Item dialog box opens. 5. 2. 3. The rows are merged. 2. Note: You must ensure that the list selected is on the worksheet p-age. PHA-Pro uses the settings for inserting page breaks for printing. You can use this to print selected rows from the Print Preview. You can also right-click the page and select Project Settings from the right-click menu. Uncheck the Automatically determine this setting check box. In the hierarchy. April 2. When you are finished. For more information. 9. see Previewing Your Report Before Printing on page 209. select the radio button of the list that contains the row’s information. you may want to isolate a row. 7. To restore all the rows back to a worksheet: Step 1. Action Place the cursor in the row of the worksheet that you want to isolate. 2013 121 . 4. From the page breaks drop-down list. and then start again. Click the Settings tab. Tip: This is useful if you selected the wrong row. or rows. Go back to the worksheet. Isolating a Row To isolate a row in a worksheet: Step 1. Tip: When you isolate a row using this function. Click Sheets. you can restore all the rows. You can use the breakdown function in Project Settings to set the criteria to isolate the row. 2. 6. This section discusses the following topics: Isolating a Row on page 121. Tip: You can also right-click the page and select Sheet Properties from the right-click menu. 3. Select the worksheet. Click the Breakdown tab in the right-hand pane. PHA-Pro only displays the row that the cursor is in. select on which column information you want to isolate the row. and have to isolate the right row.PHA-Pro Chapter 5: Learning the Basics Isolating a Row in A Worksheet In large studies. you can restore all the lines back the worksheet. Tip: 2. of information when you are adding information. Click Sheets. Restoring All Rows Back to a Worksheet on page 121. Restoring All Rows Back to a Worksheet 8. Note: When you isolate a row. Action Click the Settings tab. 5. 2013 122 . 4. 5. Click the Breakdown tab in the right-hand pane. April 2. Select the worksheet.PHA-Pro Chapter 5: Learning the Basics Step Action 3. Check the Automatically determine this setting check box. 1 1.PHA-Pro Chapter 5: Learning the Basics Working with Structured Lists Structured Lists allow you to depict a variable breakdown of systems or processes. rather than having fixed levels of parent-child tree as one would with the regular List item. Changing the List Level of Data on page 124. However there are several features that work differently in a structured list. 2. markers and notes . This section discusses the following topics: Expanding and Collapsing a Sub List on page 124. For example.collapsing/expanding a parent.2 2.1 2.1.works as it would in any normal list. and sorting. 2013 123 . Sorting Data in A Structured List on page 125. These features include cutting and pasting rows. Isolating a Tree in a Structured List on page 125. April 2. a system may have multiple sub-systems. while Sub-System B does not require further breakdown. moving rows up and down.1 2. drag and drop. Adding Data to a Structured List on page 124.adding new data. Dragging and Dropping on page 125. Cutting and Deleting Rows in A Structured List on page 124.2 Most of the functionality of a structured list .Sub-System A is further divided to a Component level and then Item/Part level. 1. Restoring the Structured List on page 126. The Structured List provides this flexibility.1. Pasting Rows in A Structured List on page 125.1 1. but each subsystem may have varying levels of breakdown . and indenting a level. A structured list automatically numbers the data as: 1. Expanding and Collapsing the Entire Structured List on page 124. There are some new features as well . Hiding and Displaying List Numbers on page 125. For more information. From the right click menu. To change the list level of data: Step Action 1. April 2. Select the data whose list level you want to change. 2013 124 . it is added at the same level as the row above. conversely. Cutting and Deleting Rows in A Structured List Cutting and deleting rows is carried out in the same manner as you would cut or delete any row in a worksheet. select: • • Expanding and Collapsing a Sub List Expand All to expand the entire list. you are moving data down or up a level by using the indent buttons. When you add data to a structured list. it is renumbered as is all subsequent data rows. see Cutting Data on page 93 and Removing Rows on page 92. 2. all of its children’s levels are also increased. Right click any cell in the structured list. see Changing the List Level of Data on page 124. Changing the List Level of Data When you increase or decrease the indent level. To expand or collapse a sub list of a structured list: Step  Action Click: • • The plus sign next to the element of the sub list that you want to expand. Click: . except that an item’s children are cut or deleted along with the row containing the list item.to increase the indentation of the data. all of its children’s levels are also decreased. When you change the indentation of data. Collapse All to collapse the entire list. To expand or collapse the entire list at once: Step Action 1. the lower the level of information.PHA-Pro Expanding and Collapsing the Entire Structured List Chapter 5: Learning the Basics You can use the right click menu to expand or collapse the entire structured list at once. You can expand or collapse individual sub lists of a structured list. For more information.to decrease the indentation of the data. That is. the greater the indentation. . if you increase the level of an item. Adding Data to a Structured List You add data to a structured list in the same manner as you would add data to any spreadsheet. The minus sign next to the element of the sub list that you want to collapse. You can increase or decrease the indent level of data using the tool bar. If you decrease the level of an item. 2. you sort the data in the root branch of the structure list and the items are sorted on the inputted text. Right click any cell in the structured list. Sorting Data in A Structured List You sort data in a structured list the same way you would sort data in any column. When you drag and drop a list item. see Pasting Data on page 94. When you sort data in a structure list. The list item and all of its children are renumbered.to display the list numbers.PHA-Pro Chapter 5: Learning the Basics Pasting Rows in A Structured List Pasting rows in a structure list is carried out in the same manner as you would paste any row in a worksheet. To hide (display) list numbers: Step Action 1. all of its children move along with it. close all of the other root level items before moving for best results. This is particularly useful if you have a long structured list and want to study a specific tree in that list. select: • • Isolating a Tree in a Structured List Hide Number . Show Number . When you have reached the appropriate place in the column. The list item and its children are placed in the new spot. For more information. with children being sorted under their parent. 2. 3. by clicking and holding the left mouse button 2. see Merging Lines in a Worksheet on page 120. From the right click menu. release the mouse button.to hide the list numbers. For more information. all numbers including those of the sub lists are hidden or displayed. When you hide or show the list numbers. Dragging and Dropping You can drag and drop data in a structured list. Tip: If you are moving a root level item. Move the cell up or down in the column. Hiding and Displaying List Numbers You can use the right click menu to hide or display the list numbers. You can isolate a specific tree consisting of a parent and its children in a structured list. Select the cell you want to move. except that the item’s children are pasted along with the item. 2013 125 . All data is sorted. April 2. To drag and drop a list item: Step Action 1. A heavy red line shows where the cell would be placed. April 2. Restoring the Structured List To restore the full structured list after isolating a tree: Step Action 1. Only the current tree is shown. 2013 126 . Right-click the parent of the tree that you want to isolate.PHA-Pro Chapter 5: Learning the Basics To isolate a tree in a structured list: Step Action 1. Right-click any cell in the tree. 2. Select Show Current Tree. 2. Click Show All. see Adding a New Sheet .PHA-Pro Chapter 5: Learning the Basics Working With Linked Diagrams Appendix B of OSHA 1910. Action Add a linked diagram sheet. Figure 5-5: PHA-Pro’s Linked Diagram function dynamically links the diagram to your worksheets.119 provides examples of Block Flow Diagrams and Process Flow Diagrams. This means that changes made to your worksheet are automatically reflected in your linked diagram. Locking and Unlocking Text on page 129. and changes made to the text of your diagram are reflected in your worksheet.Linked Diagram on page 302. April 2. Deleting Shapes on page 130. PHA-Pro’s Linked Diagram feature allows you to create these diagrams within your study. For more information. Creating a Linked Diagram To create a linked diagram: Step 1. These diagrams can provide a pictorial representation of your process. This section discusses the following topics: Creating a Linked Diagram on page 127. Moving Multiple Shapes on page 130. 2013 127 . These diagrams are dynamically linked to your worksheets. Formatting a Shape on page 128. or the interrelationships and interdependencies of the functions of a system. Moving a Shape on page 129. The Format Shape dialog box opens. Drag the study item onto the shape. Click the Background arrow to open a pop-up palette. 4. 7. To use a different shape for the study item: 1. To use a different color: 1. Add any additional text and format the text appropriately. 2. (Optional) White is the default background color. 2. 6. 3. Select the Text Color. 7. 2.PHA-Pro Chapter 5: Learning the Basics Step 2. 2013 128 . (Optional) Note: 8-point type is the default size. Click the color you want to use for the font color. Tip: The default shape is a rectangle. April 2. Select your Font from the Font list. 5. The fonts that appear in the list depend on the fonts that are installed on your computer system. click the box beside Bold or Italic. Format the shapes. If you wish to bold or italicize the text. Resize the functions to match the size of the diagram you want to create. Add the connectors. To use a different color: 1. Click both boxes if you wish to both bold and italicize the text. Click Format Shape. Align the functions to create the object or concept you want. 2. The pop-up menu opens. Select your Font Size from the Text Size list. To format a shape in the linked diagram: Step 1. Click the color you want to use for the background color. Tip: Each function can be used more than once in the Linked Diagram Drawing space. (Optional) Tip: 6. Click the Text arrow to display a pop-up palette. Action Right-click the shape. (Optional) Black is the default font color. Select the Background Color. The changes you make apply to all copies of the shape in the linked diagram. PHA-Pro allows you to format the shapes in your linked diagrams. Formatting a Shape Action Add your Study Items from the palette to Linked Diagram Drawing space by dragging them. 4. (Optional) Note: Arial is the default font. 3. 5. Drag the shape from the shape palette to the Linked Diagram Drawing space. (Optional) Tip: 10. 2. all the text is locked by default. 11. From the pop-up menu. Action Select the Border Color. (Optional) 12. Click OK. To unlock the text in the linked diagram: Step Action 1. (Optional) Black is the default border color. The text is unlocked and can now be edited. From the pop-up menu. Adjust the position of the shape by entering new measurements in the Left and Top fields. You can unlock. 9. April 2. measurements are in inches. The text is locked and cannot be edited. measurements are in inches. To re-lock the text in the linked diagram: Step Moving a Shape Action 1. To use a different color: 1. Adjust the line width by entering a new number in point size in the Line Width field. (Optional) Tip: Locking and Unlocking Text Click the Lines arrow to open a pop-up palette. 2. or re-lock. Right-click the shape whose text you want to edit. the Lock Text feature is not active. but you can enter other units such as “cm” for centimeters or “pt” for points by typing the unit after the number. Right-click the shape whose text you want to lock. but you can enter other units such as “cm” for centimeters or “pt” for points by typing the unit after the number. Click the color you want to use for the border color. Remember to delete the ” if you are using a different unit of measurement. When you drag and drop information into your linked diagram. Note: If you drag and drop an empty shape. By default. the text in individual features to make changes. You can rearrange the shapes in your linked diagram.PHA-Pro Chapter 5: Learning the Basics Step 8. deselect Lock Text. By default. 2013 129 . select Lock Text. 2. Remember to delete the ” if you are using a different unit of measurement. Adjust the size of the shape by entering new dimensions in the width and height fields. Release the mouse button. Tip: To move more than one shape at the same time. Action Holding down the left mouse button. drag the shapes to the new position. 2. draw a square over the shapes you want to delete. Tip: An alternative method to move more than one shape at the same time. Holding down the left mouse button. Action Click on the shape that you want to move. drag the shapes to the new position. Release the mouse button. Holding down the left mouse button. 4. 2013 130 . Release the mouse button. Moving Multiple Shapes To move multiple shapes in a linked diagram: Step 1. The shapes are moved. 3.PHA-Pro Chapter 5: Learning the Basics To move a shape in a linked diagram: Step 1. 2. Highlight Ctrl+click each shape and connector. The shapes are moved. 2. Highlight Ctrl+click each shape and connector. 2. keeping the shapes in the same relative position to each other: 1. keeping the shapes in the same relative position to each other: 1. Press the Delete key on the keyboard. 3. The shapes are deleted. Deleting Shapes To delete shapes from a linked diagram: Step 1. Release the mouse button. April 2. Highlight each shape by Ctrl+clicking each shape. Or 1. Action Click on the shape that you want to delete. Tip: To delete more than one shape at the same time: 1. draw a square over the shapes you want to move. Holding down the left mouse button. 3. click the Hierarchy. Attaching Files on page 132. Select Study. Select Properties. Deleting Attached Files on page 133. On the Settings page. This feature is useful during the course of a study because you can attach documents containing information that you need to frequently consult. This section discusses the following topics: Setting the File Attachment Filter on page 131. When you attach a file. or in other applications. Note: Attached files increase the size of your PHA-Pro file. by attaching the file as opposed to a link. not a link to it. if you enter any file types into filter. only those file types can be attached. Printing Attached Files on page 133. Also. an application that is compatible with the file must be installed on your computer system. or if you are working away from the office on a portable computer. If you do not add any files to the filter. The amount of the increase depends on the type and size of the inserted file(s). 2. Creating Thumbnails for Attached Image Files on page 132. To use the file attachment filter: Step Action 1. You are able to open the attachment from within your PHAPro file. You can attach files that you have created either in PHA-Pro. To open or print an attached file. you provide a “snapshot” of the information that exists at the time. As a result. Setting the File Attachment Filter You can filter the file types that you want allowed to be attached to your revisions. Tip: This filter applies to the entire study. April 2. Checking the Sizes of Attached Files on page 134. Saving Attached Files on page 133. all file types can be attached. you insert an identical copy of the file. or updated at a later date. you need not worry if the file is moved or deleted from its original location. Opening Attached Files on page 133. 2013 131 . Renaming Attached Files on page 133.PHA-Pro Chapter 5: Learning the Basics Working with Attached Files PHA-Pro allows you to insert other documents into your file. Action Click the cell to which you want to attach a file. Action In the Allowed Attachment File Types field. Click on the tool bar Or Go to Insert>Attach File. Click Open. Action Right click the icon / image. Click Show Thumbnail. For example. make Show File Name is checked. you entered *. Tip: If you want to have the name of the file shown.png Files of Type would list *. Creating Thumbnails for Attached Image Files To convert an image file icon to a thumbnail or thumbnail to a file icon: Note: This feature is enabled by default. The Attach File dialog box opens.<file type> Note: You must have the two entries for each file type that you want to attach. Step 1. The name of the file appears below the icon. If you do not want the name shown.jpg|PNG File|*. if you entered the following: JPG File|*. 2. An icon that represents the attached file appears in the selected cell. 2013 132 . Pop-up box opens. The icon / image is converted. April 2. Attaching Files To attach a file to your PHA-Pro file: Step 1.jpg|*.jpg The folder would display all files with png extensions. PNG File.png Files of Type would list JPG File. 5. enter the file types that you want to allow to be attached in the following format: File Description|*. Select the file. Use the Look in and Files of type fields to find the file you want to attach 4. however.PHA-Pro Chapter 5: Learning the Basics Step 4. 2. The folder would display all files with jpg and png extensions. uncheck Show File Name. 3. If. A pop-up menu opens. Printing Attached Files To print an attached file: Step 1. Click Save As. PHA-Pro removes the file. The attached file is saved. Renaming Attached Files You may want to rename a file to make its name more meaningful to your team. (Optional) 4. Use the Save in field to specify where you want to save the file. Click Save. Click Open. To delete an attached file: Step 1. or Right-click the icon to display a pop-up menu. 2. An application that is compatible with the file opens the file and prints it. Action Right-click the icon for the file you want to save. and the application opens the file. Click Delete. A pop-up menu opens. Your computer system launches an application that is compatible with the file. The Save As dialog box opens. Type a new name for the file in the File name field. Action Right-click the icon for the attached file you want to delete. April 2. A pop-up menu opens. Click Print. Saving Attached Files To save an attached file to your computer or network: Step 1. Deleting Attached Files Deleting attached files that you no longer need to consult can help to reduce the size of your PHA-Pro file and remove unnecessary clutter from your screen.PHA-Pro Opening Attached Files Chapter 5: Learning the Basics To open an attached file: Step 1. Action Double-click the icon for the file you want to open. 2. 2. Action Right-click the icon for the file you want to print. 2013 133 . 2. and its icon no longer appears on your screen. 5. 3. Click Rename. The Attachment Properties dialog box closes. 4. 4. Note: Do not change the extension that appears after the period at the end of the file name.PHA-Pro Chapter 5: Learning the Basics To rename an attached file: Step 1. The new name appears below the file icon on your screen. Action Right-click the icon for the file you want to rename. Action Right-click the icon for the file of interest. April 2. Click OK. 2. A pop-up menu opens. 2. displaying the name of the attached file. Review the Size field. A pop-up menu opens. 3. Click Close. Checking the Sizes of Attached Files To check the size of an attached file: Step 1. 3. If you do. the corresponding application will not recognize the file type and will not be able to open the file. Click Properties. Type a new name for the file. The Attachment Properties dialog box opens. The Rename Attachment dialog box opens. which indicates the size of the attached file. 2013 134 . to incorporate the changes. 4. Editing a Picture Using the right-click menu. Click Save. No to discard the changes. (Optional) 5. Replacing the Picture 3. You can replace the existing picture in with an updated one if you want. Saving a Picture on page 135. 2. This section discusses the following topics: Editing a Picture on page 135. April 2. 5. The Save As window opens. The picture opens in Paint. The right click menu opens. Dialog box opens. Replacing the Picture on page 135. Click: • • Saving a Picture Yes . Click Save. 2013 135 . To save a picture to your computer: Step 1. 3. resize it or replace it with a new picture. Resizing the Picture on page 136. You can save the pictures to your computer if you want. Select Edit picture from the menu. Edit the picture.PHA-Pro Chapter 5: Learning the Basics Working with Embedded Pictures Your study may have a picture page with an embedded picture. 2. Action Right click the picture. asking you if you want to incorporate the changes. Exit Paint. Enter a new name in the File Name field. 6. save it to your computer. To edit a picture: Step 1. edit the picture and then replace the previous version with the edited version. Browse to the folder that you want to save the picture. Action Right click the picture. The right click menu opens. Select Save Picture As from the menu. 4. you can open the picture in Paint. You can edit the picture. 6. The right click menu opens. April 2.PHA-Pro Chapter 5: Learning the Basics To replace an existing picture: Step 1. Select Format Picture from the menu. For more information. The right click menu opens. select the check box. Select the picture 5. Tip: If you do not keep the proportions the same when you resize the image. 2. Tip: If you selected the keep proportions same as original image check box. select the appropriate format from the drop-down list. Enter the new size in the Width and Height fields. 2. when you enter one dimension. Click OK. Action Right click the picture. Resize the picture if necessary. The Format picture dialog box opens. Resizing the Picture Click OK. If you want to keep the proportions the same as the original image. Action Right click the picture. The Load Image window opens. To format the Print Size: 1. You can resize the picture both on screen and in print. Select Choose new Picture As from the menu. the image may be distorted. The Format Picture window opens. 7. 4. To format the On-screen Size. 3. 2013 136 . 4. Browse to the folder containing the new picture. the other dimension is automatically adjusted. Click Open. To resize the picture: Step 1. see Resizing the Picture on page 136. 3. 5. 2. This section discusses the following topics: Using Libraries in PHA-Pro on page 138. Using Copy From on page 146. You will also learn how to create your own customized libraries and deactivate ones you no longer require. You will also learn how to transfer data from the libraries to your study by using the versatile Copy From and AutoType features. Using AutoType on page 152. April 2. Linking Columns in Libraries with Study Templates on page 144. 2013 137 .PHA-Pro Chapter 6: Working with Libraries. COPY FROM AND AUTOTYPE Learning how to work with PHA-Pro libraries can facilitate your Process Hazards Analysis and save you valuable time. Copy From and AutoType CHAPTER 6: WORKING WITH LIBRARIES. This chapter discusses the purpose of the libraries and shows you how to activate them. Copying Data from Libraries Libraries simplify and speed up the process of entering data in your files by working in conjunction with the Copy From and AutoType features. Removing Libraries Using the Workspace on page 142. You can activate and deactivate libraries by selecting and deselecting boxes beside the libraries. the software displays the names of all applicable files in the default libraries folder. Changing the Default Library Folder on page 142. Copy From and AutoType Using Libraries in PHA-Pro PHA-Pro libraries are knowledge bases of data that you can copy into your files. it is available for use with all of your PHA-Pro files. as well as all other libraries that are active. This allows you to reuse existing data. Under Active Libraries in the Workspace.PHA-Pro Chapter 6: Working with Libraries. Every time that the pop-up window opens on your screen while you are entering data. you can April 2. you can specify that you want to use your old workplace risk assessment studies as libraries. Creating New Libraries from Scratch on page 140. 2013 138 . Activating Old Studies as Libraries on page 140. This section discusses the following topics: Copying Data from Libraries on page 138. The libraries help you to enter information on failure modes. A check mark appears beside each library that is active and available for use. Printing and Exporting Library Data on page 141. Activating Libraries Using the Workspace on page 139. The lists contained in the libraries help your workplace risk assessment team to brainstorm by suggesting ideas that should be considered. thereby reducing the times and costs associated with your current study. Deactivating Libraries on page 141. and once you activate a library. Terms of Use on page 143. Before you can use the library. Activating Libraries on page 139. Deactivating Libraries Using the Workspace on page 142. The most efficient users of PHAPro are the ones who know how to get the most out of libraries. Adding an Activated Library Using the Workspace on page 140. Opening and Modifying Libraries on page 140. You can activate as many libraries as you want. you must activate it. The PHA-Pro libraries are installed to your computer system when you install the software. potential causes and other types of information quickly and efficiently by allowing you to copy data from existing lists instead of having to recreate the data from scratch. When activating libraries. and the Active Libraries tab displays the selected library. 2. Click Open. April 2. 5. (Figure 6-1) 3. For more information. To activate a library using the workspace: Step  Action In the workspace. If the library. see Using Copy From on page 146. 2013 139 . Click OK. You can activate libraries in the folder in the workspace. Click the Active Libraries tab. is stored in a different place. The Add Library dialog box opens. Activating Libraries Using the Workspace The workspace lists all of the library files found in your default libraries folder. or the old study that you want to activate as a library. which contains all of the built in libraries. Activating Libraries To activate a library for use with your PHA-Pro files: Step 1. 6.PHA-Pro Chapter 6: Working with Libraries. Click Add. The Options dialog box closes. Figure 6-1: The Active Libraries tab of the Options dialog box displays a check mark besides each library that is currently active. Copy From and AutoType choose to have this window display data from your active libraries. 4. select the library that you want to activate. Click the library of interest. The Options dialog box opens. Note: The Look in field is set by default to the Libraries folder. use the Look in field to navigate to that location. The Add Library dialog box closes. Action Go to Tools>Options. and the Workspace indicates that the library is now active. each of which has a tab near the top of your screen. Libraries are similar to PHA-Pro files. Save your new library before closing it so it is available for use during all future study sessions. Activating Old Studies as Libraries PHA-Pro allows you to create new libraries that are based on old studies. 6. You can add an activated library using the workspace. 2013 140 . edit information and perform other tasks. 2. Library contents are organized into different sheets. 4. 3. or file. Click Open. see Activating Libraries on page 139 or Adding an Activated Library Using the Workspace on page 140. of interest. Creating New Libraries from Scratch You create new libraries from scratch in the same manner as you would create any new files. The Add Library dialog box closes. Action In the workspace. The drop-down menu opens. The Add Library dialog box opens on your default library folder. Click OK. In . To add an activated library using the workspace: Step 1. For more information. Select Add Active Library. April 2. and the Workspace indicates that the library is now active. Basing libraries on old studies help you to work more quickly and efficiently because your new library contains data elements that are specifically tailored to your documentation needs. right-click the Active Libraries folder. For more information. 5. Opening and Modifying Libraries Opening an active library allows you to view its contents. see Opening Files on page 84.PHA-Pro Adding an Activated Library Using the Workspace Chapter 6: Working with Libraries. You can click a tab of interest to switch to the corresponding sheet. see Creating New Files on page 71. You must activate the library before you can work with it. and the Active Libraries tab displays the selected library. the HAZOP Library is open. Use the Look in field to navigate to the folder containing the library or file that you want to activate. add new entries. For more information. The Options dialog box closes. Copy From and AutoType You may want to activate a library that is not found in your default libraries folder. You open a library in the same way that you open any file within PHA-Pro. Click the library. Click the Active Libraries tab. you can edit its contents in the same way that you modify data in your PHA-Pro files. Copy From and AutoType Figure 6-2: The HAZOP library contains workplace risk assessment data that the study team can copy into their files. To add. click or . All of the currently active libraries are listed. When you finish modifying a library. or go to Edit>Add. You can add and rename sheets. see Chapter 7: Customizing Forms and Worksheets on page 158 and Chapter 11: Customizing Your Templates on page 236. modify or delete library items. including headers and footers of your choice on each printed page. 2013 141 . . Insert>Row.PHA-Pro Chapter 6: Working with Libraries. change display options for columns and perform various other tasks. For more information. respectively. in the same way that you print your PHA-Pro files. You can also export your library data in various formats. see Chapter 8: Printing and Exporting on page 196. on the tool bar. For more information. Edit>Edit or Edit>Remove. 2. Deactivating Libraries You can deactivate any library that you no longer want to use so that the PHA-Pro no longer searches the library’s contents and the Workspace no longer indicates that the library is active. Action Go to Tools>Options. Libraries can be customized to look and function the way you want. The Options dialog box opens. save the library before closing it. Once a library is open. (Figure 6-1) April 2. hide or display headers. Printing and Exporting Library Data You can create hard copies of your library data. To deactivate a library: Step 1. Changing the Default Library Folder You can use the workspace to change the default folder for your libraries. Click the folder that you want to use. April 2. 2013 142 . or file being used as a library. 4. Click OK. To deactivate a library using the workspace: Step  Removing Libraries Using the Workspace Action In the workspace. Select Remove from Active List. but it still exists in its folder on your system. All active libraries are shown. Note: In order for the library to be removed. no matter which folder they are in. it cannot be in your default library folder. To change the default folder using the workspace: Step 1. Tip: Deactivating a library by performing these steps does not delete the library from your computer system. plus all the files in the default folder. The library is removed from the list. deselect the library that you want to deactivate. is not found in your default libraries folder. 2. To remove a library using the workspace: Step 1. This allows you to reactivate the library at a later date. The library is deactivated. Select Change Default Folder. right-click the Active Libraries folder. Action In the workspace. Action In the workspace. Action Click the box beside the library’s name to remove the check mark. Deactivating Libraries Using the Workspace You can quickly and easily deactivate libraries in the workspace. 2. The Options dialog box closes. The drop-down menu opens. If a library. The Browse for folder dialog box opens on your default library folder.PHA-Pro Chapter 6: Working with Libraries. Copy From and AutoType Step 3. and then change the default folder to a folder that contains the older studies that you may want to use as libraries. you can remove it from the list. right-click the library that you want to remove. The drop-down menu opens. 3. This allows you first activate the PHA-Pro libraries. misuse. or as a result of being modified in any way. April 2. as supplied as integral parts of the software. whether in their original forms. interpretation and misinterpretation. The user is forewarned. thus assisting in providing more comprehensive coverage of their Process Hazards Analyses. that misinterpretation. Copy From and AutoType Step 4. deletions. The default folder is changed. 2013 143 . The user must therefore guard against such possibilities by exercising due diligent interpretation toward the intelligent application of such subject matter. The intent of these libraries is to: • • • Provide information that may not be readily available elsewhere.PHA-Pro Chapter 6: Working with Libraries. The user is advised that use of these libraries following user augmentation. the failure to comprehend and⁄or the misuse of such libraries and their subject matters are always possible. Provide the basis for user-modified libraries where the user considers augmentation or modification a necessary requisite for their use. Act as a memory aid and prompt the user(s) to identify further risk-associated issues. modifications. IHS supplies these libraries in good faith but without guarantee and accepts no liability whatsoever for their use. and⁄or interpretations is undertaken solely at the user’s own risk. Terms of Use IHS supplies knowledge-based libraries as integral components of PHA-Pro. It is assumed by the supplier that the user is qualified to use and interpret the contents of such libraries. Action Click OK. as well as the basic intent of the subject matter contained therein. given the complex nature of the subject matter. plus all previously activated libraries are now listed in the workspace. All files in the folder. 2013 144 . Copy From and AutoType Linking Columns in Libraries with Study Templates You can improve the efficiency of your libraries by creating links between the libraries and the study templates. 3. Creating Library Drop-Down Lists for Data Fields You can create drop-down library lists for the data fields on your forms. You can also filter your AutoType and Copy From selections in other parts of your worksheet. Right-click the form field. Using Keywords The easiest way of creating links between your libraries and the study template is to use keywords. Note: Keywords must be unique. To create a library drop-down list for a form field: Step Action 1. The right-click menu opens. This section discusses the following topics: Using Keywords on page 144. The Format dialog box opens. Open the form to which you want to add the drop-down list. click the General tab. Select the Show Autotype list check box. but you can customize the AutoType. Keywords are added to the hierarchy items in Project Settings. A non-editable list means that the user must select one of the options from the list. Filtering Library Data on page 145. If necessary. The Options button becomes active. they cannot manually enter text. Click the Options tab. Select Format. By using keywords. 2. see Adding Keywords on page 284. For more information. Creating Library Drop-Down Lists for Data Fields on page 144. If the links are on a form. then the library lists are not as focused. If they are not unique. 6. select Contents Format. Tip: If you right-clicked next to the form field. you can link columns and/or fields of different names without having to remember the specific name in a template a library. These lists can be either editable or non-editable.PHA-Pro Chapter 6: Working with Libraries. For more information. The Options dialog box opens 7. see Using AutoType on page 152. 5. Click the Options button. April 2. 4. then you can create filtered drop-down library lists for your form field. Tip: You cannot create drop-down lists for columns on worksheets. You can also filter library data in your worksheet columns by filtering on the previous column. Action If you want to limit the choices to the library. Select the Active Libraries check box. If you want the list to be non-editable. The Options dialog box closes.PHA-Pro Chapter 6: Working with Libraries. 2. 11. Click Ok. For more information. 12. 9. Click OK. with each level being filtered on the previous selection. select the user must select item from list check box. The Format dialog box closes and the drop-down list is created. April 2. Select the Show as drop-down list check box. 10. under Show Items From: 1. Copy From and AutoType Step 8. 2013 145 . Filtering Library Data You can set up a series of these library lists. see Using AutoType on page 152. Deselect all other check boxes. Creating Filters in Copy From on page 149. For more information. Libraries – The software displays the entire contents of all active libraries that contain data of the chosen type. You can copy either one data element at a time or multiple pieces of information. Creating Cascading Filters in Copy From on page 150. Copy From simplifies data entry by eliminating the repetitious typing of the same information. Creating Multiple Columns in Copy From on page 148. Action Click a cell in the column to which you want to add data. 2. see Adding Clipbooks To Text Fields on page 284. 2013 146 . • Right-click and select Copy From. • Go to Edit>Copy From. Open the Copy From window by carrying out one of the following: • Click on the tool bar. Copy From and AutoType Using Copy From The Copy From feature consists of a pop-up window that enables you to copy data from other places in the current file. Deactivating Filters in Copy From on page 150. This section discusses the following topics: Entering Data Using Copy From on page 146. Activating Filters in Copy From on page 150.The software displays the contents of the local clipbook.PHA-Pro Chapter 6: Working with Libraries. The Copy From window appears. Searching for Data in Copy From on page 147. Other Open Files – The software searches all other PHA-Pro files that are currently open for data of the chosen type. April 2. Note: Each data element you add appears in a separate row below the cell you click. Clipbook . Setting Options for Copy From on page 147. Select and deselect the locations from which you want to copy data by clicking the appropriate buttons: (Optional) Same File – The software searches the current file for data of the chosen type. and from your active libraries. Entering Data Using Copy From To use Copy From to enter data in your file: Step 1. (Figure 6-3) 3. from other open PHA-Pro files. Activating or deactivating the appropriate filters. Setting Options for Copy From You can easily customize Copy From to provide quick access to multiple types of information from multiple files at the same time. Select the data element that you want to enter by clicking its check box. Copy From and AutoType Step 4. The Copy From window closes. To copy the selected data into your current file.PHA-Pro Chapter 6: Working with Libraries. Selecting the appropriate data set in the filter by selecting it from the drop-down list. you can use the search field to jump to the information you want to enter. Note: You can select as many data elements as you want. 5. Action Adjust the filters by: (Optional) 1. 6. Figure 6-3: In this example. a person is using Copy From to enter hazards in the Cause column of the HAZOP Worksheet sheet. Searching for Data in Copy From Rather than scrolling down the list presented in Copy From. 2. The software automatically performs the search and displays the results. April 2. click OK. To search for information in Copy From: Step  Action Type the appropriate letter(s) in the search field at the top of the dialog box to narrow the list to only those data elements that contain certain text. For more information see Activating Filters in Copy From on page 150 and Deactivating Filters in Copy From on page 150. 2013 147 . and the data appears on your screen. Repeat steps 5 to 8 if you want Copy From to list additional types of information. To specify data from another location: 1. Creating Multiple Columns in Copy From PHA-Pro allows you to create multiple columns of data in Copy From. 7. The Listed Item table opens showing file structure of the current file. Click on the tool bar at the top of the Copy From window. • Go to Edit>Copy From. This is very useful for carrying out a HAZOP study. • Right-click and select Copy From. Action Open the Copy From window by carrying out one of the following: • Click on the tool bar. The Copy From Options dialog box opens.PHA-Pro Chapter 6: Working with Libraries. Review the list of data elements shown on the Listed Items tab. Same file. (Figure 6-3) 2. the File field is set to the same file. Local clipbook. Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. 2013 148 . By default. 10. 4. The Copy From window appears. 9. Note: You can select the types of data elements from this structure. 8. Click the Listed Item tab. Select the file of interest. Select and deselect check boxes to control where the software searches for data: • • • • 5. 3. To add other types of information. A check mark appears beside the type of data that PHA-Pro currently displays in the Copy From window. Other open files. Click OK. April 2. The Copy From dialog box closes. Active libraries. 2. click the check box beside each item of interest. 6. Click the General tab. Copy From and AutoType To customize Copy From: Step 1. 8. The Add Filter dialog box opens. Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. Click OK. the File field is set to the same file. 7. By default. • Right-click and select Copy From. 2. To create a custom filter in Copy From: Step 1. Review the list of data elements shown on the Extra data to Copy: window. 3. To add other types of information. click New Filter. The new filter is created and appears in the pop-up window. The Copy From dialog box closes. • Go to Edit>Copy From. To specify data from another location: 1. 5. (Figure 6-3) 2. 4. Click OK. 2. 2013 149 . Click on the tool bar at the top of the Copy From window. click the check box beside each item of interest. Click the data element of interest. A check mark appears beside the type of data that PHA-Pro currently displays in the Copy From window. listing data elements you can use to filter the contents of the Copy From window. Click the Additional Data tab. Note Right-click the Copy From window. Action Open the Copy From window by carrying out one of the following: • Click on the tool bar. Copy From and AutoType To create multiple columns of data: Step 1. April 2. Filters let you quickly find information of interest so you can enter it in your file. On the pop-up menu. Select the file of interest. 6. Select the Show in List check box. 4. A pop-up menu opens. (Figure 6-4) 3. Creating Filters in Copy From You can create one or more filters to help you to narrow your search while using Copy From. 5. The Copy From Options dialog box opens. The Copy From window appears.PHA-Pro Chapter 6: Working with Libraries. Repeat steps 1 to 4 to define additional filters. Filter is turned off and the check mark disappears. The information in the library must be in a parent-child relationship in order for this option to be present. A pop-up menu opens. 3. Click Ok. 5. The filter is reactivated. Note: The cascading filter option does not always appear. Note: The order in which you add the filters is the order in which Copy From filters the data. Select the Cascade filters check box. Copy From and AutoType When you create multiple filters. 2. Step 1. Deactivating Filters in Copy From To deactivate a filter: Note: A check mark beside the name of a filter indicates that it is currently active. Action Right-click the Copy From window. click the name of the filter. Click the General tab. click the name of the filter. 2013 150 . To create cascading filters: Step 1. see Creating Filters in Copy From on page 149. On the pop-up menu. 2. and a check mark appears beside the name of the filter.PHA-Pro Creating Cascading Filters in Copy From Chapter 6: Working with Libraries. Filter 2 filters the data presented by Filter 1.e. For more information. A pop-up menu opens. Note Click . Activating Filters in Copy From To activate a filter: Step 1. i. Add the filters. if necessary. you must use cascading filters. On the pop-up menu. If you want to filter data based on the hierarchical level of filters. 4. information that meets either filter is presented. 2. April 2. Action Right-click the Copy From window. Copy From and AutoType Figure 6-4: The Add Filter dialog box allows you to define a custom filter for Copy From. April 2. 2013 151 .PHA-Pro Chapter 6: Working with Libraries. Creating Multiple Columns in AutoType on page 154. Turning Off AutoType on page 153. Setting Options for AutoType on page 153. but lacks the Search field. Entering Data Using AutoType on page 153. the AutoType dialog box appears automatically when you click on the tool bar. Activating Filters in AutoType on page 156. Deactivating Filters in AutoType on page 156. Creating Cascading Filters in AutoType on page 156. or go to Edit>Add. double-click an empty cell. April 2. Troubleshooting AutoType on page 157.PHA-Pro Chapter 6: Working with Libraries. Making AutoType a Read-Only Drop-Down List on page 156. 2013 152 . Copy From and AutoType Using AutoType AutoType is similar to Copy From and allows you to quickly and easily enter data into your study. AutoType lacks the search functionality of Copy From. However. This section discusses the following topics: Turning On AutoType on page 152. Turning On AutoType To turn on AutoType: Step  Action Click on the tool bar. When it is active. Creating Filters in AutoType on page 155. Figure 6-5: The AutoType dialog box resembles the Copy From dialog box. You can also open the AutoType dialog box by double clicking an empty cell. You can select as many data elements as you want. and the data appears on your screen. 2. 2. Select and deselect the locations from which you want to copy data by clicking the appropriate buttons: (Optional) Same File – The software searches the current file for data of the chosen type. 2013 153 .The software displays the contents of the local clipbook. Other Open Files – The software searches all other PHA-Pro files that are currently open for data of the chosen type. • Go to Edit>Add. (Figure 6-5) Tip: 3. Click the cell in which you want to add data. The AutoType dialog box appears. Select the data element that you want to enter by clicking its check box. 4. Adjust the filters by: (Optional) 1. Tip: 6. see Adding Clipbooks To Text Fields on page 284. click OK. Activating or deactivating the appropriate filters. To customize AutoType: Step 1. For more information. Libraries – The software displays the entire contents of all active libraries that contain data of the chosen type. To use AutoType to enter data in your file: Step Action 1. The AutoType dialog box closes. For more information see Activating Filters in AutoType on page 156 and Deactivating Filters in AutoType on page 156.PHA-Pro Turning Off AutoType Chapter 6: Working with Libraries. Clipbook . 5. Copy From and AutoType To turn off AutoType: Step  Entering Data Using AutoType Action Click on the tool bar. Selecting the appropriate data set in the filter by selecting it from the drop-down list. Action Click the cell in which you want to add data. Open the AutoType dialog box by carrying out one of the following: • Click on the tool bar. To copy the selected data into your current file. April 2. Setting Options for AutoType You can easily customize AutoType to provide quick access to multiple types of information from several libraries and files at the same time. Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. select and deselect check boxes to choose which options you want to use. 11. To specify data from another location: 1. A check mark appears beside the type of data that PHA-Pro currently displays in the AutoType dialog box. April 2. Action Open the AutoType dialog box by carrying out one of the following: • Click on the tool bar. By default. The AutoType dialog box closes.PHA-Pro Chapter 6: Working with Libraries. Creating Multiple Columns in AutoType PHA-Pro allows you to create multiple columns of data in AutoType. Click the Listed Item tab. The AutoType Options dialog box opens. click the check box beside each item of interest. Note: This feature is not available for all data columns. 10. The Listed Item table opens showing file structure of the current file. Copy From and AutoType Step 2. see Adding Clipbooks To Text Fields on page 284 6. Select the file of interest. the File field is set to the same file. Other open files. This is very useful for carrying out a HAZOP study. Click on the tool bar at the bottom of the AutoType dialog box. In the Show Items From section. You can select the types of data elements from this structure. 7. Click the General tab. Review the list of data elements shown on the Listed Items tab. 2013 154 . You can also open the AutoType dialog box by double clicking an empty cell. Tip: 8. 2. To add other types of information. 5. select and deselect check boxes to control where the software searches for data: • • • • Same file. Click OK. (Figure 6-5) Tip: 3. The AutoType dialog box appears. 4. Active libraries. For more information. • Go to Edit>Add. 12. In the Options sections. Local clipbook. Repeat steps 8 to 10 if you want AutoType to list additional types of information. 9. Click the arrow to open a drop-down list that includes the names of other open PHA-Pro files and the names of the active libraries. Click OK. Click the cell in which you want to add data. The AutoType dialog box closes. 2. A check mark appears beside the type of data that PHA-Pro currently displays in the AutoType dialog box. To add other types of information. Open the AutoType dialog box by carrying out one of the following: • Click on the tool bar. 6. By default.PHA-Pro Chapter 6: Working with Libraries. allowing you to quickly find information you need. 7. 2. Click on the tool bar at the bottom of the AutoType dialog box. (Figure 6-6) 3. Select the file of interest. 2. Your active filters appear as drop-down lists at the top of the dialog box. listing data elements you can use to filter the contents of the AutoType dialog box. 2013 155 . click the check box beside each item of interest. Click the data element of interest. They narrow the scope of the information presented. You can also open the AutoType dialog box by double clicking an empty cell. The Add Filter dialog box opens. Review the list of data elements shown on the Extra data to Copy: window. To specify data from another location: 1. 9. 4. The AutoType Options dialog box opens. On the pop-up menu. the File field is set to the same file. The new filter is created and appears in the dialog box. Select the Show in List check box. • Go to Edit>Add. April 2. Note Right-click the AutoType dialog box. Copy From and AutoType To create multiple columns of data in AutoType: Step Action 1. Click OK. A pop-up menu opens. The AutoType dialog box appears. To create a custom filter in AutoType: Step 1. Click the Additional Data tab. 4. Creating Filters in AutoType You can create one or more filters to help you to narrow your search while using AutoType. 8. 5. (Figure 6-5) Tip: 3. click New Filter. 5. click the name of the filter. 4. 2. The filter drop-down list is removed from the top of the AutoType dialog box. and a check mark appears beside the name of the filter. Copy From and AutoType Step 5. 2. Note: The cascading filter option does not always appear. Filter is turned off and the check mark disappears. Deactivating Filters in AutoType To deactivate a filter in AutoType: Step 1. Click the General tab. If you want to filter data based on the hierarchical level of filters. click the name of the filter. Action Right-click the AutoType dialog box. Click Ok. The information in the library must be in a parent-child relationship in order for this option to be present. Creating Cascading Filters in AutoType Note Repeat steps 1 to 4 to define additional filters. Note: A check mark beside the name of a filter in the pop-up menu indicates that it is currently active. Filter 2 filters the data presented by Filter 1. Making AutoType a ReadOnly Drop-Down List You can make AutoType on data field on a form or on a regular list or structure list in a worksheet be read-only drop-down. Select the Cascade filters check box. For more information. you must use cascading filters. On the pop-up menu. Activating Filters in AutoType To activate a filter in AutoType: Step 1. To create cascading filters: Step Note 1. When you create multiple filters. information that meets either filter is presented. In the AutoType dialog box. The filter is reactivated. all other existing April 2. Add the filters. The filter appears as a drop-down field at the top of the AutoType dialog box. if necessary. On the pop-up menu. Action Right-click the AutoType dialog box. 3. A pop-up menu opens.PHA-Pro Chapter 6: Working with Libraries. 2. Note: The order in which you add the filters is the order in which AutoType filters the data. A pop-up menu opens. Only editing is disabled. i. see Creating Filters in AutoType on page 155. click the Options icon. 2013 156 .e. Select Contents Format from the pop up menu. 4. 8. Click the Options button. To fix a blank AutoType dialog box: Step Action 1.PHA-Pro Chapter 6: Working with Libraries. The Format dialog box opens. 3. check the Show AutoType List check box. 7. The right-click menu opens. Under editing. Select the Show as drop-down list check box.no list nor any icons to choose. The Options dialog box closes. select the user must select item from list check box. If you want the list to be non-editable. 2. Select Column Format. Click the Options tab. Action Right-click a field in the column whose autotype you want to make a drop-down list. Ensure that the proper library hierarchy item is checked. Troubleshooting AutoType On rare occasions after setting up AutoType for forms. 9. 2. Select the Show Autotype list check box. Click OK. The Options button becomes active. Click the Options tab. 5. AutoType should now display properly. Click Options. For more information. If necessary. 7. 2013 157 . The Format dialog box closes and the drop-down list is created. This is a fairly simple problem to fix. Right-click the form field that has the problem. To make AutoType a read-only drop-down list: Step 1. Click OK. Copy From and AutoType functions in AutoType are retained. 4. Click the Listed Items tab. 10. 8. see Creating DropDown Lists for Data Fields on page 161. click the General tab. the AutoType dialog box has shown up completely blank . Click Ok. 5. 3. The Options dialog box opens 6. April 2. 6. Customizing Column Headings on page 183. Note: The layout and appearance of formatting changes may not always match the on screen formatting of your file. Customizing Multiple Sheets or All Columns on a Single Sheet on page 188. Customizing Columns on page 172. 2013 158 . They are visible in the print preview feature.PHA-Pro Chapter 7: Customizing Forms and Worksheets CHAPTER 7: CUSTOMIZING FORMS AND WORKSHEETS The spreadsheets and forms in PHA-Pro are fully customizable. April 2. PHA-Pro allows you to alter the look of your worksheets and reports by setting colors for fonts and backgrounds. and rearranging the order of the information. Customizing Individual Cells on page 192. This section discusses the following topics: Customizing Headers and Data Fields on page 159. hiding and displaying columns and column headings. as well as when you print or export the file. Changing the Text Flow for Headers and Data Fields on page 167. Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box on page 160. ( ) You can select which fields appear in each sheet. Hiding Main Headings on page 170. This section discusses the following topics: Adding New Headers and Data Fields on page 160.PHA-Pro Chapter 7: Customizing Forms and Worksheets Customizing Headers and Data Fields Headers are fields of information that appear at the top of a sheet or page. Hiding or Displaying Headers and Data Fields Using Project Settings on page 161. Editing a Radio Button Group on page 164. Figure 7-1: In this example. and as well as the names. You can select which fields appear in each sheet. PHA-Pro refers to the names of the data fields as labels. Removing a Radio Button Group on page 164. Formatting Fonts for Headers and Data Fields on page 166. Changing the Order of Headers and Data Fields on page 169. Renaming Headers and Data Field Labels on page 165. Setting Conditional Formatting for Data Fields on page 170. Creating Drop-Down Lists for Data Fields on page 161. April 2. Data fields are fields of information that appear in forms. fonts and colors for each data field. the headers at the top of the Develop HAZOP sheet present details about the Node and Deviation being analyzed. fonts and colors for header fields. Grouping Headers and Data Fields Under Main Headings on page 169. Adding Check Boxes on page 162. Modifying the Placement of Headers on page 168. Adding a Radio Button Group on page 163. and as well as the names. 2013 159 . Modifying Callouts for Data Field Labels on page 165. Formatting Colors for Headers and Data Fields on page 167. Editing Check Boxes on page 163. Hiding or Displaying Header and Data Fields Using the Right-Click Menu on page 160. A pop-up menu opens. can be accessed by clicking the More Options. Display the field as a header or data field. Action Right-click any cell in the page. Action Right-click the header or data field you want to hide or the area that you want to add a data field. see Adding Items to the Hierarchy on page 262. click Hide <header or data field>. On the pop-up menu. 5. Click OK. for example Codes and Categories. Action Add the new field for the header or data field to the hierarchy. To open the Sheet Properties dialog box: Step 1. click Sheet Properties. The field disappears from your screen. Click Show. To display the data field: 1. Select (deselect) data fields by selecting (deselecting) the check box next to their name. 2. To hide the header or data field. 3. A pop-up menu listing the names of the hidden data fields and headers appears. 2. 4. Or Select Format from the menu. Click the name of the data field you want to display. The Form Fields page opens. see Hiding or Displaying Headers and Data Fields Using Project Settings on page 161. To hide or display data fields using the right-click menu: Step 1. Click the Form Fields tab. Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box The options described above for hiding or displaying headers and data fields are also available in the Sheet Properties dialog box. For more information. The right-click pop-up menu opens. The Sheet Properties dialog box is displayed. 2. The data field is added. Other hierarchy information. 2013 160 . April 2. 2.PHA-Pro Adding New Headers and Data Fields Chapter 7: Customizing Forms and Worksheets To add a new header or data field to your form: Step 1. For more information. Hiding or Displaying Header and Data Fields Using the Right-Click Menu You can display or hide headers and data fields using the right-click menu. Tip: The hierarchy tree shown in the box only shows the data fields from the existing sheets. In the left pane. Click Sheets. 4. (Figure 7-2) 5.PHA-Pro Hiding or Displaying Headers and Data Fields Using Project Settings Chapter 7: Customizing Forms and Worksheets This procedure lets you define which headers appear at the top of a sheet or page. To create the drop-down lists. Select or deselect the data fields and headers that you want to hide or display. 3. you use PHA-Pro’s clipbook feature. These lists can be either editable or non-editable. When you finish selecting and deselecting headers and data fields. Click the Settings tab. click the Form Fields tab. The Sheets section opens. A non-editable list means that the user must select one of the options from the list. In the right pane. Figure 7-2: The Form Fields tab of Project Settings makes it easy to specify which headers and data fields you want to display. A check mark beside a header or data field means that it is currently visible. Action Display Project Settings by carrying out one of the following: • • 2. Tip: 6. click the sheet of interest. Note: If you want a page that is part of a sheet or collection. click any tab to continue working. Go to View>Project Settings. they cannot manually enter text. April 2. 2013 161 . or which data fields appear on a form. and an empty check box beside a header or data field means that it is hidden. open the sheet or collection. Creating Drop-Down Lists for Data Fields You can create drop-down lists for the data fields on your forms. To hide or display headers and data fields: Step 1. 4. click the General tab. Select the Show Autotype list check box. 2. Action Right-click the form where you want to add the check box. The Format dialog box opens. 2. 3. 7. Click OK. 11. The Options button becomes active. Adding Check Boxes You can add check boxes to your forms. select the information that you want the check box to be linked to. see Adding Clipbooks To Text Fields on page 284. Click Ok. 3. Select the Show as drop-down list check box. For more information. Go to Show>New Check box. Enter name for the check box in the Name field. The Options dialog box opens 8. 9. If necessary. The New Check Box window opens. If you want the list to be non-editable. To add a check box to your form: Step 1.PHA-Pro Chapter 7: Customizing Forms and Worksheets To create a drop-down list for a form field: Step Action 1. Right-click the form field. April 2. Select Format. 2013 162 . Tip: If you clicked next to the form field. Click the Options button. The Options dialog box closes. The check boxes are connected to items in the hierarchy. This name appears next to the check box in the form. and are automatically selected or de-selected depending on the set up of the check box. Tip: 4. select the user must select item from list check box. 10. 5. 12. select Contents Format. The Format dialog box closes and the drop-down list is created. Click the Options tab. The right-click menu opens. Add a clipbook containing the list of options to the text field that corresponds to the field on the form. Open the form to which you want to add the drop-down list. The right-click pop-up menu appears. 6. In the linked data tree. 3. (Optional) Automatically unchecked at a certain value. Action If you want the box to be: • • 6. enter the value in the Checked Value field. In the linked data tree. select either: (Optional) • • 7. (Optional) 5. 4. The Radio Button Group Properties window opens. April 2. You must add a minimum of two radio buttons to a group. The right-click pop-up menu appears. 2013 163 .PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 5. Action Right-click the form where you want to add the group. Adding a Radio Button Group You can add a radio button group to your form as well as adding check boxes. select either: • • 7. Click Check Box Properties. From the display other values drop-down list. From the display other values drop-down list. Checked. The window closes and the check box is added to the form. 2. enter the value in the Unchecked Value field. Checked. 2. To add a group of radio buttons: Step 1. Editing Check Boxes To edit an existing check box in your form: Step 1. Automatically checked at a certain value. The Check Box Properties window opens. select the information that you want the check box to be linked to. Click OK. The window closes and the check box is added to the form. Enter a new name for the check box in the Name field. enter the value in the Checked Value field. (Optional) Unchecked. The right-click pop-up menu appears. Automatically checked at a certain value. (Optional) Automatically unchecked at a certain value. (Optional) Tip: This name appears next to the check box in the form. Click OK. (Optional) Unchecked. Go to Show>New Radio Button Group. If you want the box to be: • • 6. Action Right-click the check box. enter the value in the Unchecked Value field. To add a button: 1. Enter the checked value for the button. Tip: This name appears next to the check box in the form. Make the required edits. 4. 5. The hierarchy item selected is the name of the group. Click Select. 2013 164 . 2. 3. To edit an existing radio button: 1. 4. April 2. 3. To change the hierarchy data link of the group: 1. 3. you can delete radio buttons. 7. Editing a Radio Button Group When you edit a radio button group. Action For each radio button in the group: 1. 2. 2. 2. add new ones or edit the existing ones. Enter the checked value for the button. Click Edit. The window closes and the group is added to the form. Select the new hierarchy item. 4. In the linked data tree. Select the button. Select Radio Button Group Properties from the pop-up menu. To remove a radio button group: Step Action 1. Right-click the group. Click Add to add a radio button. Click OK. Removing a Radio Button Group Click Add to add a radio button. select the hierarchy item that you want the radio button group to be linked to. Click OK. Tip: 5. Click OK. To edit a radio button group: Step Action 1. 4. 4. To remove a radio button: 1. Tip: This value appears in the field to which the group is linked. Right click the group that you want to delete. Click OK. Select the button. Select Remove Radio Button Group from the pop-up menu. 2. You can also change the linked data for the group. 2.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 3. Enter the Label for the radio button. Click OK. The group is removed. Enter the Label for the radio button. 3. 6. Click the Settings tab. Click the Prefix arrow to open a drop-down list of options.the callout to meet your needs. Go to View>Project Settings. 4. 7. Or Select Format from the menu. Expand the list if necessary. To rename headers and data field labels: Step 1. Note: A check mark beside a header or data field means that it is currently visible. Modifying Callouts for Data Field Labels Data field label callouts remind your team members what information should be entered in the data field. To open this dialog box: 1. Action Display Project Settings by carrying out one of the following: • • 2. You can modify . add or remove .PHA-Pro Renaming Headers and Data Field Labels Chapter 7: Customizing Forms and Worksheets You can rename headers or data field labels. and an empty check box beside a header or data field means that it is hidden. On the pop-up menu. Click the Name arrow to open a drop-down list of naming conventions.change. In the right pane. you must change the hierarchy item name. 6. click the Data Fields/Headers tab. open the sheet or collection. 2. click Sheet Properties. 3. (Figure 7-2) 5. 3. Select the prefix you want from the drop-down list. On the drop-down list. Note: If you select Other: an additional field becomes active so you can type a custom name. 8. Click the header or data field you want to rename. For more information. click the sheet of interest. A pop-up menu opens. The Sheets section opens. Click Sheets. In the left pane. click the name you want to use. If you want to change the hierarchical name of the header or data field. April 2. When you move the cursor over a data field label. The Sheet Properties dialog box is displayed. Note: This technique only changes the name on the current sheet. Click the Headers tab. Tip: The options described above for renaming headers and data fields are also available in the Sheet Properties dialog box. Right-click any cell in the sheet or page of interest. Note: If you want to add a prefix to the name: 1. 2. see Renaming Hierarchy Items on page 278. a call out containing the item + full name + comments appears in a box. Note: If you want to access a page that is part of a sheet or collection. 2013 165 . • Contents Format. Or Right-click the header or data field whose colors you want to format. The Font dialog box opens. Click the Help Text tab. Note: If Other is chosen. • Other. To format fonts for headers and data fields: Step 1. select Header Format. Action Select Format from the menu. Tip: If using the Format drop-down menu. A pop-up menu opens. Click either: • Label Format. • Do not show any text. April 2. 2013 166 . Select Label Format. This option allows you to format the data field name. select Column Format. • Comments for Hierarchy item (if any). 2. enter the callout message in the text field. 3. Tip: If using the Format drop-down menu. Action Right-click the name of the data field. Formatting Fonts for Headers and Data Fields Click OK. The Format dialog box opens.PHA-Pro Chapter 7: Customizing Forms and Worksheets Figure 7-3: The Help Text page in the Heading Format dialog box allows you to customize the data field label or headers callouts. This option allows you to format the information inside the data field. Click the Font tab. A pop-up menu opens. To modify a data field label callout: Step 1. Select one of the following options by clicking the appropriate radio button: • Automatically chosen text (usually name of containing item + full name + comments). 5. 2. 4. 3. The right to left order allows you to use languages that read from right to left. the default justification for right to left data entry is right justified. The default justification for left to right data entry is left justification. 2. Tip: 7. Click OK. Click OK. Note: If using the Format drop-down menu. Note: If using the Format drop-down menu. the justification automatically adjusts to the new style. You can enter data in either left to right or right to left order. To change the text flow in a header or data field: Step 1. or a data field. 2013 167 . 4. Formatting Colors for Headers and Data Fields Left to Right. click the box beside Bold or Italic. Note: The default text flow is left to right. This option allows you to format the data field name. To use a different size.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 4. Or Right-click the header or data field whose colors you want to format. (Optional) Note: The default font size is 8-point. (Optional) Note: Arial is the default font. 3. Select the direction of the text flow by selecting the appropriate radio button: • • 5. Click the Text Flow tab. select Column Format. Right to Left. A pop-up menu opens. The fonts that appear in the list depend on the fonts that are installed on your computer system. select an option from the list. Action Select your font from the list. The Format dialog box opens. This option allows you to format the information inside the data field. select Header Format. If you wish to bold or italicize the text. 6. is a simple task. When you change the data entry. Choosing the text and background colors for a header. April 2. 5. Action Select Format from the menu. Click either: • Label Format. • Contents Format. Changing the Text Flow for Headers and Data Fields Click both boxes if you wish to both bold and italicize the text. Select your Font Size from the list. PHA-Pro Chapter 7: Customizing Forms and Worksheets To format colors for headers and data fields: Step 1. Action Select Format from the menu. Or Right-click the header or data field whose colors you want to format. A pop-up menu opens. 2. Click either: • Label Format. This option allows you to format the data field name. Note: If using the Format drop-down menu, select Header Format. • Contents Format. This option allows you to format the information inside the data field. Note: If using the Format drop-down menu, select Column Format. The Format dialog box opens. 3. Click the Font tab. 4. Select your Text Color. Black is the default font color. To use a different color: 1. 2. 5. Click the arrow to display a pop-up palette. Click the color you want to use for the font color. Select your Background Color. White is the default background color. To use a different color: 1. 2. 6. Modifying the Placement of Headers Click the arrow to open a pop-up palette. Click the color you want to use for the background color. Click OK. You can modify the placement of headers on your worksheets for printing. You can use the placement options to reduce the amount of pages printed in your report. Each header is modified independently of each other. PHA-Pro has three options for modifying the placement of headers: • • • Repeat on each page. When you select this check box, the same header repeats on each page. If this box is deselected, the header appears only at the top of each new table. Insert between column heading and content. This option moves the header from above the column headings to the first row, inside the table, that is between the heading and content. Omit if blank. This option removes a header from its table if there is no information for that particular header. To modify the placement of the headers: Step 1. Action Right-click the header whose placement you want to modify. The Right-click menu opens. April 2, 2013 168 PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 2. Action From the menu, select either of the following: • Label Format. • Content Format. The Format dialog box opens. Tip: 3. Click the Print tab. 4. From the drop-down list, select the header on what you want the header to repeat for. 5. Select or deselect the following check boxes as required: • • • 6. Changing the Order of Headers and Data Fields Any changes you make to one, applies to the other. Repeat on each page. Insert between column heading and content. Omit if blank. Click OK. You can quickly rearrange headers and data fields so that they appear in the order you want. To re-arrange the order of headers and data fields: Step Action 1. Position your mouse pointer over the header or data field you want to move. 2. Hold down the left mouse button. 3. Drag the header or data field to the new position. A red line indicates the object’s new position. 4. Release the mouse button. The header or data field moves into its new position. Grouping Headers and Data Fields Under Main Headings You may find it useful to group together the headers at the top of a sheet or page, or the data fields in a form. A main heading appears above grouped headers and data fields, and a black rectangular outline runs around the grouped objects. The grouping can help to show how information elements are related to each other. To group headers and data fields under main headings: Step 1. Action Right-click a header or data field. A pop-up menu opens. 2. Select Show Enclosing Group Box. 3. Click the option that lets you display the main heading you want. The software displays the chosen heading and draws a rectangle around all headers or data fields that pertain to the heading. April 2, 2013 169 PHA-Pro Hiding Main Headings Chapter 7: Customizing Forms and Worksheets If you no longer want to group a series of headers or data fields, you can hide the main headings. To hide the main headings: Step 1. Action Right-click the main heading for a header or data field. A pop-up menu opens. 2. Click Hide Label for <Heading Name>. The heading is hidden. Setting Conditional Formatting for Data Fields You can set conditions that would trigger specialized formatting in a data field. This allows you to have the background color or the text color and formatting modified if certain conditions are met. To set conditional formatting for a data field: Step 1. Action Select the data field and click Format on the menu. Or Right-click the data field. A pop-up menu opens. 2. Click Contents Format. Tip: If you use Format on the menu, select Column Format. The Contents Format dialog box opens. 3. Click the Conditional Format tab. 4. Click Add. The conditional format window opens. 5. Select the Evaluation context from the drop-down list. April 2, 2013 170 PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 6. Action Define your new formula in the workspace: Selecting the Reference 1. 2. 3. Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Click OK. Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1. 2. 3. Click to open a pop-up menu containing the following categories of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK. Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). 7. From the Apply format if formula result is drop-down list, select either: • • 8. Apply the formatting by selecting the appropriate check boxes. Tip: 9. 10. True. False. If you select either Text Color or Background, you must set the color: 1. Click the Select drop-down list arrow. 2. Select the color from the palette. Enter a description in the Description field. Click OK. The dialog box closes and the formatting is applied to the data field. April 2, 2013 171 PHA-Pro Chapter 7: Customizing Forms and Worksheets Customizing Columns The columns in PHA-Pro are customizable. You can select the names, fonts and colors for the columns. Not all changes are visible when you view your worksheets through regular view. This section discusses the following topics: Adding New Columns on page 172. Alternative Method of Adding a Column on page 172. Hiding or Displaying Columns Using the Right-Click Menu on page 173. Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173. Hiding or Displaying Columns Using the Project Settings on page 174. Renaming Columns Using the Right-Click Menu on page 174. Renaming Columns Using Project Settings on page 175. Resizing Columns on page 176. Repositioning Columns on page 176. Numbering Data in a Column on page 176. Formatting Fonts for Columns on page 177. Changing the Text Flow for Columns on page 178. Formatting Colors for Columns on page 178. Aligning Data in Columns on page 179. Formatting Grid Lines on page 179. Making Columns Read-Only on page 180. Setting Conditional Formatting for Columns on page 181. Adding New Columns To add a new column to your worksheet: Step 1. Action Add the new field to the hierarchy. For more information, see Adding Items to the Hierarchy on page 262. 2. Display the field as a column. For more information, see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173. Alternative Method of Adding a Column An alternative method of adding a column is to: Step 1. Action Go to Insert>Column. Or Right-click a column heading and go Show Column>New Column. New Column dialog box opens. 2. Enter the name of the field in the Name field. April 2, 2013 172 PHA-Pro Chapter 7: Customizing Forms and Worksheets Step Hiding or Displaying Columns Using the RightClick Menu Action 3. Select the type of field in the drop-down Column Contains field. 4. If data is part of list, select the list from the Column data is part of field. 5. If new column is a list, click the Create a new sub-list check box. 6. Click Ok. To hide or display a column using the right-click menu: Step 1. Action Right-click either the heading for the column that you want to hide, or any column heading if you want to display a column. The right-click pop-up menu opens. 2. To hide the column, click Hide This Column. The column disappears from your screen. To display the column: 1. Click Show Column. A pop-up menu listing the names of the hidden columns appears. 2. Click the name of the column you want to display. The column is added. You can move the column to where you want it on the worksheet. For more information, see Repositioning Columns on page 176. Hiding or Displaying Columns Using the Sheet Properties Dialog Box The options described above for hiding or displaying columns are also available in the Sheet Properties dialog box. To hide or display a column using the Sheet Properties dialog box: Step 1. Action Right-click any cell in the page. Or Select Format from the menu. A pop-up menu opens. 2. On the pop-up menu, click Sheet Properties. The Sheet Properties dialog box is displayed. 3. Click the Columns tab. The Columns page opens. 4. Select (deselect) columns by selecting (deselecting) the check box next to their name. 5. Click OK. April 2, 2013 173 PHA-Pro Hiding or Displaying Columns Using the Project Settings Chapter 7: Customizing Forms and Worksheets To hide or display a column using Project Settings: Step 1. Action Display Project Settings by carrying out one of the following: • Click the Settings tab. • Go to View>Project Settings. Project Settings opens. 2. Click Sheets. The Sheets section opens. 3. In the left pane, click the sheet or page of interest. Note: If you want a page that is in a sheet or collection, open the sheet or collection. 4. In the right pane, click the Columns tab. (Figure 7-4) A list of column options appears. 5. Select and deselect check boxes as required. Tip: If necessary, open an object to expand a list. Tip: A check mark beside a column name means that it is currently visible, and a check box beside a column means that it is hidden. Figure 7-4: Selecting and deselecting check boxes in the Columns tab in Project Settings lets you define which columns appear in a sheet. Renaming Columns Using the Right-Click Menu The names of columns are fully customizable. Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the column, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278. To rename columns using the right-click menu: Step 1. Action Right-click the column heading. The right-click menu opens. April 2, 2013 174 PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 2. Action Select Name. The right-click Name menu opens. 3. Renaming Columns Using Project Settings From the Name menu, click the name you want to use. Tip: If you select Other: an additional field becomes available to the right of the Name field, allowing you to type a custom name for the column. Tip: If you want add a prefix to the name: 1. Click the Prefix arrow to open a drop-down list of options. 2. From the drop-down list, select the prefix you want to use. To rename columns using Project Settings: Note: This technique only changes the name on the current sheet. If you want to change the hierarchical name of the column, you must change the hierarchy item name. For more information, see Renaming Hierarchy Items on page 278. Step 1. Action Display Project Settings by carrying out one of the following: • • 2. Click the Settings tab. Go to View>Project Settings. Click Sheets. The Sheets section opens. 3. In the left pane, click the sheet of interest. Note: If you want a page that is in a sheet or a collection, open the sheet or collection. 4. In the right pane, click the Columns tab. (Figure 7-4) 5. In the Columns window, select the column name that you want to change. Note: Ensure that the Show label check box is checked. 6. From the Name drop-down list, click the name you want to use. Tip: If you select Other: an additional field becomes available to the right of the Name field, allowing you to type a custom name for the column. Tip: If you want add a prefix to the name: 1. Click the Prefix arrow to open a drop-down list of options. 2. From the drop-down list, select the prefix you want to use. April 2, 2013 175 PHA-Pro Chapter 7: Customizing Forms and Worksheets Tip: The options described above for renaming columns are also available in the Sheet Properties dialog box. To open this dialog box: 1. Right-click any cell in the sheet or page of interest. Or Select Format from the menu. A pop-up menu opens. 2. On the pop-up menu, click Sheet Properties. The Sheet Properties dialog box opens. 3. Click the Columns tab. The Columns tab opens. Resizing Columns You can easily change the width of a column to have it display more or less information. To resize columns: Step Repositioning Columns Action 1. Position your mouse pointer over the right edge of the column heading. 2. Hold the left mouse button down. 3. Drag the mouse either left or right until the column is the desired width. 4. When column is desired width, release left mouse button. You can quickly move a column to a different place on your screen so your data appears in the order you want. To reposition columns: Step Action 1. Position your mouse pointer over the column heading. 2. Hold left button down. 3. Drag the heading to a new position. A red vertical line indicates the column’s new position. 4. Release the mouse button. The column moves into its new position. Numbering Data in a Column You can either turn on or off numbering of data in a column. To number data in a column Step 1. Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens. April 2, 2013 176 PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 2. Action Click Column Format. The Column Format dialog box opens. 3. Click the Options tab. The Options tab is displayed. Note: A check mark appears beside Show Item Number if the data in the column is currently numbered. 4. Select the Show Item Number check box to turn numbering on. or Deselect the Show Item Number check box to turn numbering off. Tip: The style of the numbers that the software displays can also be changed. By following the procedure on Setting Numbering Options for Number Fields on page 279, you can use one of the following styles: • (None) • 1, 2, 3, 4, … • A, B, C, D, … • a, b, c, d, … • I, II, III, IV, … • i, ii, iii, iv, … • Extended Upper (1, 1A, 2, 3A, 3B.) • Extended Upper (1, 1a, 2, 3a, 3b.) • Custom (any text allowed) Formatting Fonts for Columns You can customize the appearance of data in any column by selecting the font and size of the data. To format the fonts in a column: Step 1. Action Select Format on the menu. Or Right-click either: • Any cell within the column of interest. • The heading of the column. A pop-up menu opens. 2. Click Column Format. The Column Format dialog box opens. 3. Click the Font tab. The Font page opens. 4. Select your Font from the list. (Optional) Note: Arial is the default font. The fonts that appear in the list depend on the fonts that are installed on your computer system. 5. Select your Font Size from the list. (Optional) Note: 8-point type is the default size. 6. If you wish to bold or italicize the text, click the box beside Bold or Italic. Tip: 7. Click both boxes if you wish to both bold and italicize the text. Click OK. April 2, 2013 177 Click the Font tab. A pop-up menu opens. The default justification for left to right data entry is left justification. You can change the text and background colors for any column. 2013 178 . 2. The Font page appears. To use a different color: 1. When you change the data entry. 4. • The heading of the column. the justification automatically adjusts to the new style. Note: The default text flow is left to right. Formatting Colors for Columns Left to Right. Click the color you want to use for the font color. The right to left order allows you to use languages that read from right to left. The Column Format dialog box opens. Select the direction of the text flow by selecting the appropriate radio button: • • 5. Click OK. April 2. 4. Right to Left. Black is the default font color.PHA-Pro Changing the Text Flow for Columns Chapter 7: Customizing Forms and Worksheets You can enter data in either left to right or right to left order. 3. Click Column Format. the default justification for right to left data entry is right justified. Action Select the column and click Format on the menu. Select your Text Color. 3. To format the text or background colors for a column: Step 1. To change the text flow in a column: Step 1. A pop-up menu opens. The Column Format dialog box opens. Click the arrow to display a pop-up palette. Or Right-click either: • Any cell within the column of interest. • The heading of the column. 2. Action Select the column and click Format on the menu. 2. Or Right-click either: • Any cell within the column of interest. Click the Text Flow tab. Click Column Format. A pop-up menu opens. 6. Aligning Data in Columns Click the arrow to open a pop-up palette. A drop-down list opens. To change the horizontal placement of your data. Action Select the column and click Format on the menu. Center or Bottom. To align the data in a column: Save 1. • The heading of the column. 3.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 5. Or Right-click either: • Any cell within the column of interest. Click Column Format. Click either Top. 7. 2013 179 . 8. 6. 2. The software automatically aligns data as you enter it into a cell. click the arrow under Vertical Alignment. Click either Left. Note: Alignment modifications affect the entire column. White is the default background color. 4. Formatting Grid Lines Grid lines are fully customizable. not just the one selected cell. You can change both the vertical and horizontal alignment of your data. You can also adjust the appearance of horizontal grid lines within the current sheet. A drop-down list opens. Click the color you want to use for the background color. Action Select your Background Color. April 2. Click OK. To use a different color: 1. All data in the column is now realigned. Click OK. Center or Right. You can set the appearance of the grid lines that run along the left and right sides of a particular column. The Column Format dialog box opens. click the arrow under Horizontal Alignment. 2. To change the vertical placement of your data. 5. The Alignment page opens. Click the Alignment tab. A drop-down list of line styles opens. 7. 5. The Column Format dialog box opens. repeat steps 4 to 9 for the grid line that runs along the right side of the chosen column. Or Right-click either: • Any cell within the column of interest. You can protect information in a column from accidently being changed by making the column read-only. Action Select the column and click Format on the menu. Under Between Rows. Under Right. Click the color you want to use for the grid line that runs along the left side of the column. click the Color arrow. 8. Click the Width arrow. Note: When you make a column read-only in a worksheet that has multiple tables. 2013 180 . 11. 3.PHA-Pro Chapter 7: Customizing Forms and Worksheets To format grid lines: Step 1. • The heading of the column. that column is read-only in all of the tables. Click Column Format. Action Select the column and click Format on the menu. A pop-up menu opens. 12. Click the style you want to use for the grid line that runs along the left side of the column. 6. Or Right-click either: • Any cell within the column of interest. Under Left. Click the Grid Lines tab. you can still edit data in other columns on the worksheet. April 2. A pop-up menu opens. A drop-down list of line widths measured in points opens. repeat steps 4 to 9 for the horizontal grid lines that run between rows in the current sheet/report. Click the Style arrow. 4. To make a column read-only: Step 1. Making Columns Read-Only 9. Click OK. A pop-up color palette opens. 2. • The heading of the column. When you make an individual column read-only. 10. Click the width you want to use for the grid line that runs along the left side of the column. The Options tab is displayed. or Deselect the Disable Editing (Read-Only) check box to turn the editing back on. The conditional format window opens.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 2. Select the Disable Editing (Read-Only) check box to make the column read-only. Note: If you have several conditions for formatting a column. you could set the cell background to red for the recommendations with the high priority. 3. Select the Evaluation context from the drop-down list. • Remove . 3. the conditions at the top of the list override the conditions further down the list. To set conditional formatting for a column: Step 1. Click the Options tab. 4. Note: Click: • Edit . The Column Format dialog box opens. 5. This allows you to have the background color or the text color and formatting modified if certain conditions are met. 2013 181 . Note: A check mark appears beside Show Item Number if the data in the column is currently numbered.to edit an exiting condition. Action Select the column and click Format on the menu. 2. Click Add. Or Right-click either: • Any cell within the column of interest. A pop-up menu opens. 4. Click Column Format. For example. The Column Format dialog box opens. • The heading of the column. Setting Conditional Formatting for Columns You can set conditions that would trigger specialized formatting in a column. You can change the order of the conditions by selecting one condition and using the up and down arrows to reposition it. Click the Conditional Format tab.to remove an existing condition. yellow for recommendations with medium priority and leave the rest of the recommendations with white cells. Action Click Column Format. April 2. IF. • Logical – Boolean operators: AND. you must set the color: 1. 2. Note: Into this workspace you can only type: • Numbers. THEN. NOT. 3. ENDIF. including logarithms. allowing you to select a specific function. Click OK. • Mathematical operators (+. minimum. you must use the insert reference button. Click OK. ELSE. Click OK. April 2. 2. • Statistical/Combining – functions for maximum. 2013 182 . Note: You cannot type the name of a reference in the workspace. Select the formula. Select the color from the palette. exponents. average. 2. cosine and tangent. /. sine. False. cube root. Click to open the Insert Reference dialog box. Enter a description in the Description field. Select the data element. Apply the formatting by selecting the appropriate check boxes. From the Apply format if formula result is drop-down list. E and logical operators. constant or operator. < and =). Note: When you select an option on this menu. -. True. The dialog box closes and the formatting is applied to the column. Click the Select drop-down list arrow. If you select either Text Color or Background. Tip: 9. *. Action Define your new formula in the workspace: Selecting the Reference 1.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 6. 7. sum. which lets you select a data element from your file. >. OR. product. • Math & Trig – mathematical and trigonometric functions. 10. square root. Selecting the Formula Function 1. mean and total count. 3. select either: • • 8. or vice versa. • Text – commands to convert text from lower case to upper case. Click to open a pop-up menu containing the following categories of functions: • Constants – Pi. an additional menu opens. Modifying Callouts for Column Headings Heading callouts remind your team members what information should be entered in the column. Formatting Fonts for Column Headings on page 184. and the name you chose appears inside the gray area. Hiding Column Headings To hide a column heading: Step 1. The column headings appear.the callout to meet your needs. Tip: You can also use the above three steps to display a main heading above other column headings. as well as create and customize help callouts for them. Displaying Column Headings To display a hidden column heading: Step 1. You can select the names.PHA-Pro Chapter 7: Customizing Forms and Worksheets Customizing Column Headings You can also format and modify the column headings. Action In the column that you want to redisplay the heading. You can modify change. April 2. The heading reappears on your screen. The software displays a gray rectangle that runs across the sheet above the other column headings. add or remove . A pop-up menu opens. Changing the Text Flow for Column Headings on page 185. • A cell within the column. A pop-up menu opens. a call out containing the item + full name + comments appears in a box. 3. Click Hide Heading. Displaying Column Headings on page 183. Action Right-click the column heading you want to hide. Select Show Heading. This section discusses the following topics: Hiding Column Headings on page 183. but the column remains visible. 2. 2. Click the column heading you want to display. 2013 183 . fonts and colors for the headings. Formatting Colors for Column Headings on page 185. right-click either: • The blank gray area at the top of the column. Aligning Column Headings on page 186. Changing Column Heading Orientation on page 187. When you move the cursor over a column heading. The heading disappears from your screen. Modifying Callouts for Column Headings on page 183. PHA-Pro Chapter 7: Customizing Forms and Worksheets Figure 7-5: The Help Text page in the Heading Format dialog box allows you to customize the heading callouts. The Font page opens. 2. Action In the column that you want to change the callout. Click Heading Format. Formatting Fonts for Column Headings Click OK. • Other Note: If Other is chosen. 3. enter the callout message in the text field. 4. April 2. A pop-up menu open. 5. Or Right-click either: • Any cell within the column of interest. 2013 184 . To modify a column heading callout: Step 1. To format the font for a column heading: Step 1. 2. Action Select the column and click Format on the menu. 3. Select one of the following options by clicking the appropriate radio button: • Automatically chosen text (usually name of containing item + full name + comments) • Comments for Hierarchy item (if any) • Do not show any text. the Help Text tab does not appear. Click the Font tab. The Heading Format dialog box opens. A pop-up menu opens. right-click the column heading. • The heading of the column. Select Heading Format. Click the Help Text tab. Note: If you have selected cells from multiple columns. Right to Left. To select text and background colors for a column heading: Note: The text and background color option for column headings affects the print or export output only. the default justification for right to left data entry is right justified. Select the direction of the text flow by selecting the appropriate radio button: • • 5. • The heading of the column. Formatting Colors for Column Headings Left to Right. Click OK. 3. Note: Click both boxes if you wish to both bold and italicize the text. 2013 185 . Changing the Text Flow for Column Headings Click OK. It does not change the on-screen appearance. Action Select the column and click Format on the menu. The fonts that appear in the list depend on the fonts that are installed on your computer system. 2. the justification automatically adjusts to the new style. When you change the data entry.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 4. The Heading Format dialog box opens. 6. (Optional) Note: Arial is the default font. 4. click the box beside Bold or Italic. The right to left order allows you to enter languages that read from right to left. A pop-up menu opens. Or Right-click either: • Any cell within the column of interest. Select your font size from the Size list. Note: The default text flow is left to right. The default justification for left to right data entry is left justification. Click the Text Flow tab. 7. To change the text flow in a column heading: Step 1. Click Heading Format. If you wish to bold or italicize the text. April 2. (Optional) Note: 8-point type is the default size. You can enter data in a left to right or right to left order. Action Select your font from the Font list. 5. To change the alignment for any column heading: Step 1. by default. 6. To change the horizontal placement. Click Heading Format. 5. Or Right-click either: • Any cell within the column of interest. White is the default background color. Click the color you want to use for the font color. Black is the default font color. April 2. The Alignment page opens. Click one of the following: • • • 6. Action Select the column and click Format on the menu. click the arrow under Vertical Alignment. Click OK. Click the color you want to use for the background color. A drop-down list opens. 2. The Font page opens. click the arrow under Horizontal Alignment. 2. 3. To use a different color: 1. Select your Text Color. 3. both vertically and horizontally. Click Heading Format. Select your Background Color. Click the Font tab.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 1. 2. 2013 186 . A pop-up menu opens. Click the arrow to display a pop-up palette. To use a different color: 1. 4. 5. Or Right-click either: • Any cell within the column of interest. To change the vertical placement. 2. Bottom. Center. The Heading Format dialog box opens. Headings are centered. • The heading of the column. Top. The Heading Format dialog box opens. Aligning Column Headings Click the arrow to open a pop-up palette. Action Select the column and click Format on the menu. Click the Alignment tab. A pop-up menu opens. • The heading of the column. A drop-down list opens. 4. The Alignment page opens. 4. Vertical (Stacked Letters). Click Heading Format. 5. Click OK. 2. Vertical (Down). The Heading Format dialog box opens. All data in the column is now realigned. Changing Column Heading Orientation There are four types of orientation that you can have for the text in the column heading: • • • • Horizontal. To change the orientation for any column heading: Step 1. April 2. • The heading of the column. Click the Alignment tab. Select one of the following: • • • • 6. Right. Action Select the column and click Format on the menu. Or Right-click either: • Any cell within the column of interest. Left. A pop-up menu opens. click the arrow next to Orientation. 3. Click OK. Vertical (Up). A drop-down list opens. To change the text orientation. Horizontal. 2013 187 . Center. Action Click one of the following: • • • 8. Vertical (Stacked Letters). Vertical (Up). All data in the column is now realigned. Vertical (Down).PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 7. Changing the Text Flow in Multiple Features on page 189. Selecting Features for Multiple Formatting The table below gives the combinations you need for formatting the various features: To format: Select these check boxes: Worksheet Header Labels Worksheet Headers & Labels Worksheet Header Content Worksheet Header & Contents Worksheet Column Heading Worksheet Columns & Labels Worksheet Column Content Worksheet Columns & Contents Form Labels Form Field & Labels Form Contents Form Field & Contents April 2. This section discusses the following topics: Selecting Features for Multiple Formatting on page 188.PHA-Pro Chapter 7: Customizing Forms and Worksheets Customizing Multiple Sheets or All Columns on a Single Sheet Multiple Format allows you to apply a single format for your fonts. Formatting Fonts in Multiple Features on page 189. Note: The Multiple Format function does not work with charts. Formatting Colors in Multiple Features on page 190. If you use Format Multiple to set the background color for all columns. diagrams or imported third party software pages. Note: Format Multiple may remove formatting of individual columns. and cell alignment for multiple sheets or for all the columns in one sheet. For example. or all columns in a sheet. a colored background in a particular column is retained as long as you do not set the background color in the Format Multiple options. 2013 188 . then the color in that one column will be overridden. Figure 7-6: Formatting sheets/reports is easy by using the Format Multiple dialog box. text and background color. Aligning Data in Columns on page 190. depending on the options selected. Select the Italic check box if you want to italicize the text (Optional). by repeating the procedure for the same pages a number times. For more information. The Format Multiple dialog box opens. headings and content. Select the feature that you want to be formatted by selecting the appropriate check box(es).PHA-Pro Chapter 7: Customizing Forms and Worksheets Tip: You can create different settings for headers. of the sheets of a collection. 2. Each time you repeat the procedure. The Format Multiple dialog box opens. label and content. Select the new font from the Font list. 6. 3. see Selecting Features for Multiple Formatting on page 188. The Font page opens. 2013 189 . Repeat step 2 until you have specified all of the sheets you want formatted. Click the check box beside the sheet you want to include. of the sheets of a collection. Action Go to Format>Format Multiple. 4. 3. 4. 8. Note: If you only want to include some. open the collection containing the sheets that you want to include. April 2. Note: Arial is the default font. Select the Bold check box if you want to bold the text (Optional). The fonts that appear in the list depend on the fonts that are installed on your computer system. Note: If you only want to include some. see Selecting Features for Multiple Formatting on page 188. Select the feature that you want to be formatted by selecting the appropriate check box(es). Click the Font/Color tab. Action Go to Format>Format Multiple. Changing the Text Flow in Multiple Features Click OK. Click the check box beside the sheet you want to include. Select the new font size from the Font Size list. Repeat step 2 until you have specified all of the sheets you want formatted. 9. 2. open the collection containing the sheets that you want to include. but not all. you select the different features. For more information. 7. Formatting Fonts in Multiple Features To format the font: Step 1. Note: 8-point type is the default size. 10. but not all. and for columns. To change the text flow in multiple features: Step 1. 5. 2. Note: If you only want to include some. 5. Select your Background Color. Black is the default font color. Select the direction of the text flow by selecting the appropriate radio button: • • 8. April 2. see Selecting Features for Multiple Formatting on page 188. The Format Multiple dialog box opens. To change the text and background colors: Step 1. Note: If you only want to include some. The Font page opens. but not all. Action Go to Format>Format Multiple. Click the Font/Color tab. For more information. 6. 7. of the sheets of a collection. Click the check box beside the sheet you want to include. The Format Multiple dialog box opens. To use a different color: 1. Action Go to Format>Format Multiple. 8. but not all. open the collection containing the sheets that you want to include. Repeat step 2 until you have specified all of the sheets you want formatted. Note: Default text flow is left to right. 2. open the collection containing the sheets that you want to include. Select your Text Color. Formatting Colors in Multiple Features Left to Right. of the sheets of a collection. 4. Select the feature that you want to be formatted by selecting the appropriate check box. 3. Aligning Data in Columns Click the arrow to display a pop-up palette. 2013 190 . To align the data: Save 1. Click the check box beside the sheet you want to include. Click the color you want to use for the font color. Click OK. 7. 6. Click the Text Flow tab. Deselect the Use Default check box. 3.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step Action 5. Click OK. 2. Right to Left. Repeat step 2 until you have specified all of the sheets you want formatted. Center or Bottom. To change the vertical placement of your data. Click OK. The Alignment page opens. April 2. For more information. click the arrow under Horizontal Alignment. Click either Left. 9. Action Select the feature that you want to be formatted by selecting the appropriate check box. click the arrow under Vertical Alignment. To change the horizontal placement of your data.PHA-Pro Chapter 7: Customizing Forms and Worksheets Save 4. 5. Click the Alignment tab. 7. see Selecting Features for Multiple Formatting on page 188. 6. 8. Click either Top. A drop-down list opens. Center or Right. A drop-down list opens. All data in the worksheet(s) is now realigned. 10. 2013 191 . You can select a different font. Short Cuts for Changing Text Flow in Cells on page 193. character size. Applying special formatting to cells highlights and draws attention to the contents of such cells. The Cell Format dialog box opens. 2013 192 . Click the Font tab. 2. Or Right-click the cell of interest. April 2. Select the new font size from the Font Size list. Action Select the cell and click Format on the menu. not just in the current sheet. Formatting Fonts in an Individual Cell To change the font and size of data in an individual cell: Step 1. Changing Text Flow in an Individual Cell on page 193. Change the font size (optional): 1. Click the Bold radio button. Under Weight. Applying Cell Formatting to Multiple Cells on page 194. The fonts that appear in the list depend on the fonts that are installed on your computer system. 2. Note: 8-point type is the default size. text color and background color for a cell of interest. Click Cell Format. A pop-up menu opens. Italicize the text (Optional): 1. Click the Italic radio button. Note: Arial is the default font. deselect the Use Default check box. deselect the Use Default check box. 3. The Font page opens. Bold the text (Optional): 1. Deselect the Use Default check box. This section discusses the following topics: Formatting Fonts in an Individual Cell on page 192. This feature allows you to highlight any information that you consider to be important. 2.PHA-Pro Chapter 7: Customizing Forms and Worksheets Customizing Individual Cells Cell Format allows you to apply special formatting to one cell. These formatting changes affect the appearance of data both on your screen and in your reports. the appearance of the chosen data element changes in all places that it is used throughout your file. Select the new font from the Font list. 2. 6. 2. As well. Formatting Colors in an Individual Cell on page 194. Under Style. Change the font (optional): 1. 7. 5. 4. Deselect the Use Default check box. Action Click OK.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 8. The Cell Format dialog box opens. Click the first cell. italic. Note: Default text flow is left to right. 2. Deselect the Use Default check box. 2. or. Click Cell Format. and underline formatting to a selected cell or selected text by clicking . 2. either horizontally or vertically: 1. 2013 193 . Shift+click the last cell. There are two short cuts that you can use to change the data entry text flow in an individual cell. Right to Left. 5. To select multiple cells: 1. Action Select the cell. Click each cell. 4. one at a time. Changing Text Flow in an Individual Cell or . Tip: These short cuts work for multiple cells as well. A pop-up menu opens. April 2. Tip: You can also superscript or subscript selected text by clicking respectively on the tool bar. Click OK. Tip: You can also apply bold. Select the direction of the text flow by selecting the appropriate radio button: • • 6. Action Select the cell and click Format on the menu. Or Right-click the cell of interest. if the cells are next to each other. . on the tool bar. To change the text flow in a cell using the short cuts: Step 1. Short Cuts for Changing Text Flow in Cells Left to Right. Hold down the Ctrl key on your keyboard. Click the Text Flow tab. respectively. To change the text flow in a cell: Step 1. and . 3. • for right to left data entry. click: • for left to right data entry. or On the keyboard. 2. Select your Background Color. 5.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step Action 2. 6. 2013 194 . To apply cell formatting to multiple cells: Step 1. Action Select the cell and click Format on the menu. White is the default background color. Note: When you highlight cells for formatting in a number of rows. 2. Click the Color tab. Click the color you want to use for the font color. The Cell Format dialog box opens. Either On the tool bar. Click the arrow to display a pop-up palette. Black is the default font color. To change the text and background colors for an individual cell: Step 1. the cells from the same columns are highlighted in each row selected. The Ctrl+Shift key on the right side of the keyboard for right to left data entry. 2. 3. Action Select the cells you want to format by holding down the control key and clicking each cell that you want to format. You can also apply the same cell formatting to multiple cells in a row. click: • • Formatting Colors in an Individual Cell The Ctrl+Shift key on the left side of the keyboard for left to right data entry. To use a different color: 1. Or Right-click the cell of interest. A pop-up menu opens. Select your Text Color. Click the color you want to use for the background color. Click OK. April 2. or a number of rows. Click Cell Format. Applying Cell Formatting to Multiple Cells Click the arrow to open a pop-up palette. 4. To use a different color: 1. A pop-up menu opens. 10. April 2.PHA-Pro Chapter 7: Customizing Forms and Worksheets Step 2. Action Select Format on the menu. 3. Or Right-click one of the cells of interest. Click OK. see Changing Text Flow in an Individual Cell on page 193. 6. For more information. 9. The Cell Format dialog box opens. 7. Change the color formatting as you would for a single cell. For more information. 8. 4. Change the data entry flow as you would for a single cell. Click the Text Flow tab. Click the Font tab. Click the Color tab. see Formatting Colors in an Individual Cell on page 194. see Formatting Fonts in an Individual Cell on page 192. 2013 195 . Click Cell Format. 5. Change the font formatting as you would for a single cell. For more information. PHA-Pro Chapter 8: Printing and Exporting CHAPTER 8: PRINTING AND EXPORTING When your team finishes performing its workplace risk assessment. It also teaches you how to export your data in a variety of file formats. comma. Microsoft® Word. Exporting Data on page 211. April 2. Printing Reports on page 205. 2013 196 . This section discusses the following topics: Generating Reports on page 197. PHA-Pro makes it easy to print and export data from one sheet at a time or from multiple sheets at the same time. This chapter shows you how to format the reports you want to print and preview them in advance.or tab-delimited text. database (DBF) and Portable Document Format (PDF). including HTML. you need to distribute your study to other members of your organization. and possibly to regulating authorities. 2013 197 . For more information on printing reports. On the drop-down menu. see Printing Reports on page 205.or Tab-Delimited Text Files on page 212. April 2. HTML – Click this option to export your data as an HTML file. 2. Creating Collections of Data on page 199. The software is designed in this way to simplify documentation and report generation. select the type of output you want to produce: • • • • • Print – Click this option to generate a hard copy on paper. your on screen sheets and your reports are coordinated so that when you customize the content and layout of your on screen file. (Figure 8-1) 4. For more information. Action Click on the tool bar. see Exporting as HTML Files on page 211. Editing Print Filters on page 203. Printing or Exporting a Single Sheet To print or export the data contained in one sheet of your PHA-Pro file: Step 1. see Exporting as Database Files on page 213. This section discusses the following topics: Printing or Exporting a Single Sheet on page 197. 3. Note: The layout and appearance of some export file formats may not necessarily match the on screen formatting of your file. Printing or Exporting Multiple Sheets on page 198. Click the Output Type tab in the Print dialog box. For more information. For more information. you are automatically define the content and layout of your reports. For more information. Selecting Items to Print on page 200. click the name of the sheet or data page of interest.or tab-delimited text file. DBF Export (database file) – Click this option to export your data as a database file.PHA-Pro Chapter 8: Printing and Exporting Generating Reports As discussed in Chapter 7: Customizing Forms and Worksheets on page 158. Adding Print Filters on page 201. see Exporting as Comma. The Print dialog box opens. Text Export (comma or tab-delimited file) – Click this option to export your data as a comma. Or Go to File>Print. Word Document – Click this option to export your data as a Word document. see Exporting as Microsoft Word Files on page 211. Removing Print Filters on page 203. At the top of the tab. HTML – Click this option to export your data as an HTML file. see Exporting as HTML Files on page 211. Printing or Exporting Multiple Sheets PHA-Pro allows you to print or export the contents of all sheets of your PHA-Pro file. see Printing Reports on page 205. Right-click the tab at the top of the sheet. at the same time. For more information. Click the Output Type tab in the Print dialog box. select the collection and select Print All from the drop-down menu. For more information. Print All – Click this option to print or export all sheets in the study. Pop-up menu opens. Figure 8-1: PHA-Pro is printing the Recommendations sheet. For more information on printing reports. click Print. Word Document – Click this option to export your data as a Word document. Or Right-click the name of the data page. Action Click on the tool bar. see Creating Collections of Data on page 199. 3. or all pages within a particular sheet. 2. (Figure 8-1) 4. see Exporting as Microsoft Word Files on page 211. select the type of output you want to produce: • • • Print – Click this option to generate a hard copy on paper. 2. For more information. On the pop-up menu.PHA-Pro Chapter 8: Printing and Exporting Tip: To display the Print dialog box for a single sheet. 2013 198 . Select one of the following options for printing or exporting multiple sheets: • • • To print or export all pages of a Collection. A pop-up menu opens. April 2. you can also: 1. Create New Report Collection – Click this option to open a dialog box to specify the multiple sheets that you want to print or export. At the top of the tab. To print or export multiple sheets: Step 1. by clicking the second option and then choosing the appropriate object from the list. Click Create New Report Collection. displaying options that allow you to choose a name for your collection of data. To create a collection of data: Step 1. You can then print or export all data contained within the collection. (Figure 8-2) 3. The New Sheet Collection dialog box opens.you must first group together the desired sheets into a collection. Click Finish.PHA-Pro Chapter 8: Printing and Exporting Tip: To display the Print dialog box so you can print or export all pages within a particular sheet. Or Use the name of an object from your project hierarchy.but not all sheets . you might want to generate a report containing only data from the Worksheet and Recommendations sheets. Tip: 4. Review the list of sheets contained in your file and click each one that you want to include in the new collection. and then typing the name in the available field. For example. April 2.Contents page opens. The New Sheet Collection . You can also add a suffix to the end of the name by typing one in the Suffix field. You can now follow the procedures described in this chapter to print or export data from this collection. Creating Collections of Data If you want to print or export more than one sheet from your PHA-Pro file . and then click Print All. Click Next. Create a custom label by clicking Use the following name. select the name of the sheet. (Figure 8-3) 5. 6. select Print. Plural or Abbreviation below the list. Action Click on the tool bar. 2. Tip: Print Active Sheet and Create New Report Collection are also available on the File menu. PHA-Pro displays the new collection on your screen. you can also open the File menu. A pop-up menu opens. 2013 199 . You can further customize this label by clicking Singular. Click this option if you want your report to include all data elements from the sheet. Go to step 6. Click the Items tab. Print all items . Figure 8-3: PHA-Pro makes it easy to specify which sheets you want to include in your collection of data. Tip: If necessary. Go to step 4. April 2. open an object to expand the list of data elements until you find the information you want to select. (Figure 8-4) 3. Selecting Items to Print You can easily specify which data elements within a particular sheet you want to include in your report. Select your option for printing the report by clicking the appropriate icon in the Print dialog box. Click the check box beside each data element you want to include in your report.Click this option if you want your report to include only some of the data elements from the sheet. 2.PHA-Pro Chapter 8: Printing and Exporting Figure 8-2: The first step of completing the New Sheet Collection dialog box choosing a name for your collection of data. Print selected items . 2013 200 . To select items to print: Step Action 1. Select one of the two data selection options: • • 4. PHA-Pro applies the filters to the page in the order that they were created. which is useful when you have a workplace risk assessment of hundreds of lines of information.to print the report. Tip: A warning dialog box opens. April 2. informing you that only the selected items will be printed or exported.PHA-Pro Chapter 8: Printing and Exporting Step 5. the second filter is applied to the remainder of the information on the page. click: • Print . After the first filter has been applied and filtered the information. Figure 8-4: The Items tab of the Print dialog box allows you to specify which data elements you want to include in your report. You can filter which data.to open the print preview screen. If the warning dialog box appears. Click Add. uncheck the warn when printing/exporting selected items check box. that you want to include in your printed or exported report. Click the Filter tab. 6. markers or words. Adding Print Filters PHA-Pro allows you to create filters to show data that meets specific criteria. • Preview . Select your option for printing the report by clicking the appropriate icon in the Print dialog box. Tip: When you create multiple filters. The Add Filter dialog box opens. • Close . You can also use this feature to filter the information that you see on-screen. 2013 201 . To disable this warning.to save the selection for that page and close the dialog box. You can filter the information using values. within a particular sheet. The report is printed or exported. 2. 3. The Print <page name> page opens. Action When you are finished selecting the items. To add a print filter: Step Action 1. click OK. 8. Click OK. Click OK. 2013 202 . Selecting the Formula Function 1. • Text – commands to convert text from lower case to upper case. including logarithms. < and =). From the drop-down list. Selecting the case from the drop-down box. 3. square root. The By field shows all of the hierarchy items that fall under the filter for the page you are on. Note: When you select an option on this menu. which lets you select a data element from your file. 2. If necessary. April 2. Click to open a pop-up menu containing the following categories of functions: • Constants – Pi. Entering the appropriate information in the text field. Select the formula. *. allowing you to select a specific function. ENDIF. Click Formula. 2. open an object to expand the list of data elements until you find the information you want to select. 3. Click OK. E and logical operators. sum. If you want to reference a marker in a data element: 1. or 3. ELSE. click the data element you want to include in your report. or vice versa. cube root. Select the marker from the drop-down list. • Statistical/Combining – functions for maximum. 2. NOT. product. select the properties of the filter by: 1. 3.PHA-Pro Chapter 8: Printing and Exporting Step 4. right-click the data element that you want the formula to check for the marker. 5. Note: You cannot type the name of a reference in the workspace. mean and total count. minimum. select your filter. exponents. constant or operator. Click OK. Tip: 6. 2. in the By field. If you want to use a formula to filter the printing: 1. The Filter Properties dialog box opens. /. cosine and tangent. In the tree in the By field. you must use the insert reference button. • Logical – Boolean operators: AND. average. Action From the Filter drop-down list. The Filter drop-down list contains all of the list hierarchy items found on the page. THEN. Selecting the check boxes of all the variables you want to use. sine. Selecting the Reference 1. • Mathematical operators (+. In the Insert Reference dialog box. Note: Into this workspace you can only type: • Numbers. an additional menu opens. -. OR. Select the data element. IF. • Math & Trig – mathematical and trigonometric functions. Tip: Click to open the Insert Reference dialog box. 7. >. Select the filter that you want to edit.saves the filter for that page and closes the print dialog box.to open the print preview screen. 4. 5.to print the report. Print/exported report and on-screen view. Click Properties. If you wish to add more than filter to the sheet. Click OK. uncheck the warn when printing/exporting filtered data check box. • Close . 7. April 2. 2013 203 . Click: • Print . To disable this warning. repeat steps 3 to 9 for each filter. uncheck the warn when printing/exporting filtered data check box. • Close . 6. Click the Filter tab. Make the required changes to the filter. a warning dialog box opens informing you that only the output will be filtered.PHA-Pro Chapter 8: Printing and Exporting Step 9.to open the print preview screen. click Close. To disable this warning.to save the filter for that page and close the dialog box. To remove a print filter: Step 1. • Preview . Tip: If you want to apply the filter to the on-screen view. Action Select your option for printing the report by clicking the appropriate icon in the Print dialog box. 2. 12. a warning dialog box opens informing you that only the output will be filtered. Tip: If you are printing or exporting the file. Click: • Print . Tip: Removing Print Filters If you are printing or exporting the file.to print the report. Print/exported report only. The Print <page name> page opens. The Filter Properties window opens. Action Click OK. 10. 3. Select your option for printing the report by clicking the appropriate icon in the Print dialog box. • Preview . 11. From the Apply Filters to drop-down list select one of the following: • • 13. The Filter Properties dialog box closes and the filters are listed in the Print <page name> page. Editing Print Filters To edit a print filter: Step Action 1. to close the dialog box. 4.to open the print preview screen. 5. The filter is removed. Close . Preview . April 2. 2013 204 .PHA-Pro Chapter 8: Printing and Exporting Step 2. Click: • • • Print . The Print <page name> page opens.to print the report. Select the filter that you want to remove. 3. Action Click the Filter tab. Click Remove. the software uses letter size. adjust the margin. you can set both the width and height of the paper to meet your requirements. From the Paper Size drop-down list. To set the paper size for a report: Step Action 1. Click the Output Type tab in the Print dialog box. Printing Your Report on page 210. By default. (Figure 8-1) 2. reports are printed in Landscape format.PHA-Pro Chapter 8: Printing and Exporting Printing Reports PHA-Pro allows you to customize your report before printing it. Previewing Your Report Before Printing on page 209. (Figure 8-1) 2. double-click the number in displayed in the appropriate field and then enter the new number. April 2. 4. specify colors as well as adding your corporate logo. By default. Click the Print icon. Adjusting Margins on page 206. the software uses landscape orientation. Setting the Paper Orientation PHA-Pro allows you to change the orientation of data on your printed pages. 3. To set the orientation of paper for a report: Step Action 1. You can change the orientation of the report. To change these settings. Specifying Color Printing on page 206. Click the Output Type tab in the Print dialog box. Adding a Corporate Logo on page 208. Click the Paper tab. but you can easily change the size to meet your requirements. 2013 205 . Under Paper Orientation. Defining Headers and Footers on page 206. Tip: If you select Custom. select the size you want. Setting the Paper Size PHA-Pro allows you to change the size of your printed pages. Click the Print icon. Setting the Paper Size on page 205. This section discusses the following topics: Setting the Paper Orientation on page 205. but you can easily change to portrait orientation. 3. By default. select either Portrait or Landscape. These customizations allow you to produce professional looking reports. center and right side of each page. bottom. thereby increasing the attractiveness of your printouts. Click inside the appropriate field. all four margins are three-quarters of an inch wide. for each margin you want to change. By default. You may prefer to print in black and white even if you have a color printer to save on printing costs. select: • • Defining Headers and Footers Print Colors (or shades of gray if color not available) if you want the software to print in color. (Figure 8-1) 2. left and right margins. To define headers and footers for each printed page of your report: Step Action 1. the software displays three fields so you can define a header for the left side. or you can choose to have nothing appear in a particular position. Note: Margin sizes are measured in inches. your black-and-white printer uses shades of gray to represent the various colors. Click the Print icon.PHA-Pro Adjusting Margins Chapter 8: Printing and Exporting The widths of the margins in your printed reports are fully customizable. If you have formatted your file to display various colors but are not using a color printer. Click the Output Type tab in the Print dialog box. (Figure 8-5) 4. Print In Black and White Only if you want to print in black and white. Click the Output Type tab in the Print dialog box. 3. In this case. 3. Click the Output Type tab in the Print dialog box. Click the Headers/Footers tab. Specifying Color Printing The Print dialog box also lets you define whether your reports are printed in color or in black and white. To adjust one or more of the margins for your printed reports: Step Action 1. allowing you to precisely set the size of your top. Under Color. 3. Tip: You can print one or more types of information in any of these positions. April 2. 2013 206 . To specify ink colors for your printed reports: Step Action 1. (Figure 8-1) 2. Click the Print icon. Click the Print icon. Under Page Header. double-click the number currently displayed in the corresponding field and then type a new value. you may still find it beneficial to select the color option. (Figure 8-1) 2. Under Margins (Inches). A drop-down menu appears with your options. a revision or an approved version. • Contact Name. File Checksum – This option prints your file’s checksum. 2. • End Date. Type the text for your header. • Contact Title. • Project Name. Revision/Approval – This option indicates whether your file is a draft. Image . Other Fields – Click this button to open a drop-down list that lets you choose from these options: • Company. • Start Date. such as “Product Information”. File Name. • Objective. 7. or click a button on the tool bar at the top of the dialog box to quickly enter information from your file: Page Number.align center. (Optional) Note: The default justifications are: • Left field . • Right Field . For more information. • Type. 3. • Location.This option allows you to add a logo or image to your report. For information on adding your corporate logo. Click . Date. File Name with Path. Action Set the justification for the section by clicking the appropriate justification icon. see Viewing the Checksum on page 323. Report Section – This identifies the section of your file.align left. Select the field that you want to add to your header/ footer. Repeat steps 4 to 6 to define additional header elements. 2013 207 . shift right. • Unit. Tip: To use the Other Fields button: 1. see Using Release Management on page 313.PHA-Pro Chapter 8: Printing and Exporting Step 5. For more information.align left. see Adding a Corporate Logo on page 208. The field information is added to the header/footer. 6. April 2. Time. • Scope. • Center field . Report Title. Number of Pages. ) and that you know where the file has been saved. • Right Field . If you choose to print page numbers. 2. with the remaining pages being numbered. 10. 6. 9. (Figure 8-5) 4. Click the Headers/Footers tab. Tip: Adding a Corporate Logo This feature is handy if you plan to insert your printout into a larger report. etc.tif. Set the justification for the section by clicking the appropriate justification icon. Click the Output Type tab in the Print dialog box. 8. Click inside the header or footer field that you want to place your corporate logo. *. 5. The Load Image box opens. Change the font of the header and footer: (Optional) 1. (Figure 8-1) 2. Navigate to the folder that contains your logo. The Insert Image dialog box opens.align left. Click on the tool bar at the top of the dialog box. Go to step 9.align left. 4. ensure that it is saved as a image file (*. PHA-Pro allows you to add your corporate logo to each page in either the heater or the footer. 3. shift right. 2013 208 . 5. use the field titled Start page numbering at to indicate the number to appear on the first page. Select the image file.gif.align center. *. Select the Bold or Italic check boxes if you want the page number in Bold or Italics. (Optional) Note: The default justifications are: • Left field .PHA-Pro Chapter 8: Printing and Exporting Step Action 8. • Selecting from the Font Size list. April 2. 7. Click the Print icon. Note: This formatting applies to all text in the header and footer. repeat steps 4 to 6 to define one or more footers for each printed page. 9. If you have already used your logo. it is listed in the Available Image field. Leave this start page to begin numbering your pages from “1”. Before adding your logo. Click Font. • Center field . To add your corporate logo to your report: Step Action 1. Select the font from the Font list.jpg. Enter the new size of the font by: • Entering the new font size in the field. Under Page Footer. 3. Click OK. Click Load. and the file is highlighted. The Header/Footer page re-appears. Click OK. April 2. Action Click Open. After previewing the report. • Print to print the report. click Close. click: • Close to return to the Header/Footer page. 2013 209 . ensure that the Keep proportions same as original size is checked to ensure that the logo has the proper proportions. 14. crop the image using your image application. 12. adjusting the logo size at step 11. To preview your report: Step Action 1. click the Print icon. Tip: You should ensure that the height is not greater than half an inch or you may lose too much space on the reports to your logo. 11. You must re-load the cropped image back into PHA-Pro in step 7. Previewing Your Report Before Printing The Print Preview feature of PHA-Pro allows you to check on screen the format of your finished report. adjust the print size by double-clicking the height field and entering the new height. Tip: If the logo is the wrong size. When adjusting the height of the logo. Previewing your report saves time and printing costs by helping to identify problems prior to printing. Click the Output Type tab in the Print dialog box. If necessary. Click Preview to preview the report with your logo. 13. Figure 8-5: The Headers/Footers tab of the Print dialog box makes it easy to define headers and footers for your printed report. Highlight and delete the logo and repeat steps 4 to 13.PHA-Pro Chapter 8: Printing and Exporting Step 10. (Figure 8-1) 2. Tip: If you have to crop the image. The Header/Footer page re-appears. At the top of the tab. The Image dialog box opens. etc. If you are printing data from multiple sheets. 3. you can add a page containing the table of contents at the start of your printed report. 5. and then choose an option: • Don’t Print Title. you can also right-click the tab at the top of the sheet. click Close. To add a table of contents. and you are satisfied with the way the report looks in Print Preview. 4. The Print Preview window appears. • Print Title on Every Page. 5. you can have the title of each section appear on your printout. • Print Title on First Page Only. and scroll through the pages. At the top of the tab. and then choose an option: • None. click Print Preview. Printing Your Report When you finish formatting your report. 4. Click the Section Headings arrow to open a drop-down list. Tip: If you are printing data from multiple sheets of your file. (Figure 8-1) 2. On the pop-up menu. Click the Output Type tab in the Print dialog box. allowing you to specify which printer to use. displaying your report. you can generate a hard copy. Click the Title arrow to open a dropdown list. or right-click the name of the Administration page. Action At the bottom of the dialog box. Use the controls in the window to zoom in and out. To print your report: Step Action 1. • On Every Page. After previewing your report. the number of copies to print. At the bottom of the dialog box. you can click on the tool bar to preview whichever sheet or page is currently active on your screen. click Print. Tip: To display the Print Preview window. click Preview. If you are printing data from a single sheet.PHA-Pro Chapter 8: Printing and Exporting Step 3. 2013 210 . An additional Print dialog box opens. April 2. select the check box titled Include Table of Contents. Tip: If the Print dialog box is not open. that you want to preview. • On First Page of Section. click the Print icon. Click OK. you can print the title on the pages of your report. To export your data as an HTML file: Step Action 1. The Export to HTML File dialog box opens. this feature is not available. Exporting as Microsoft Word Files on page 211. PHA-Pro launches the browser and opens the HTML file. click Export. This section discusses the following topics: Exporting as HTML Files on page 211. In the File name field. Note: If you are exporting a single sheet. Click the Output Type tab in the Print dialog box. This ability greatly enhances the usefulness of the software as a report generation tool. text files. This feature helps you to navigate through long HTML files. Click the HTML icon. enter a name for your HTML file. Click Save. Each section is a separate page in the sheet. PHA-Pro saves the file.PHA-Pro Chapter 8: Printing and Exporting Exporting Data PHA-Pro allows you to export your reports in several different formats including HTML. database files and PDF format. you can add a table of contents at the top of your HTML file. Exporting as Comma. Select the check box titled Include Index if you want to insert an index at the beginning of each long section of the HTML file. Exporting as Database Files on page 213. 3. 7. You can publish HTML versions of your reports on the World Wide Web or on your company’s intranet. select the check box titled Include Table of Contents. April 2. Exporting as HTML Files You can export your reports as Hypertext Markup Language (HTML) files. 5. Each entry in the table of contents is a link that can be clicked to jump directly to the corresponding section of the HTML file. Microsoft Word. 4. Note: If you have a web browser installed on your computer. If you are exporting data from multiple sheets of your study. Generating PDF Files on page 213. Each index entry is a link that can be clicked to jump directly to the corresponding data. At the bottom of the dialog box. Exporting as Microsoft Word Files PHA-Pro also lets you export your data as a Microsoft Word file. In the Save in field. To use this feature. specify where you want to save your HTML file. 2013 211 . (Figure 8-1) 2. HTML is rapidly becoming a standard file format within many companies because of its ease of distribution.or Tab-Delimited Text Files on page 212. 6. Click the Output Type tab in the Print dialog box. Don’t include column headings if you do not want the first row of your export file to contain your column headings.or TabDelimited Text Files To export data from a single sheet as a comma. If you want to allow rows to break over pages. click Export. In the File name field. Under Paper Orientation. In the File name field. (Figure 8-1) 2. Click Save. 12. From the Title drop-down list. click: • • 4. 6. select the Allow text to break across pages check box. The Export to Word Document dialog box opens. 2013 212 . 9. click Export. which are three-quarters (. In Save in field. Database if you want a database layout. 6. click: • • 5. 5. Note: If you have Word installed on your computer system.75) of an inch wide by default. 10. The Export to Text File dialog box opens.PHA-Pro Chapter 8: Printing and Exporting To export your data as a Word file: Step Action 1. Set the Margins. For more information. specify where you want to save your Word file. Click the Text Export (comma or tab-delimited file) icon.or tab-delimited text file: Step Action 1. April 2. Click the Output Type tab in the Print dialog box. By default. Under Column Headings. 4. select either Portrait or Landscape. If you want to include the information in your notes. Under Data Layout. PHA-Pro launches Word and opens the Word file. At the bottom of the dialog box. 3. 8. PHA-Pro saves your file. 7. For more information. select the Include text for note check box. At the bottom of the dialog box. your reports are printed in Landscape format. see Adjusting Margins on page 206. Print column headings as first row if you want the first row of your export file to contain your column headings. enter a name for your Word file. Spreadsheet if you want a spreadsheet layout. select how you want to print your title. (Figure 8-1) 2. 3. see Specifying Color Printing on page 206. Exporting as Comma. Specify the Color. 11. Click the Word Document icon. type a name for your export file. In the Save in field. PHA-Pro saves the file. 6. The Export to DBF File dialog box opens. 8. At the bottom of the dialog box. select either: • • Comma-Delimited. 7. dBase 5. Click Save. Exporting as Database Files To export data from a single sheet as a database file: Step Action 1. click Export. Use the Save in field to specify where you want to save your export file.PHA-Pro Chapter 8: Printing and Exporting Step 7. type a name for your export file. PHA-Pro does not contain the Adobe PDF printer drivers. Generating PDF Files The Adobe® Portable Document Format (PDF) is a popular file format. Action From the Save as type drop-down list. Once a driver is installed on your computer system. FoxPro 3. PHA-Pro launches the spreadsheet and opens the export file. 2013 213 . before you can perform the following procedure. Click Save. specify where you want to save your export file. dBase IV. and you chose Comma-Delimited in step 7. In the File name field. 4.0. You must install an appropriate PDF printer driver. Click the DBF Export (database file) icon. PHA-Pro saves the file. April 2. Select one of the following database file formats from the Save as type drop-down list: • • • • dBase III. (Figure 8-1) 2. It ensures a consistent document layout and appearance regardless of the computer system or platform recipients are using to open PDF files. Note: If you have spreadsheet software on your computer. Click the Output Type tab in the Print dialog box. you can easily create a report containing your data in the PDF format. 3. 5. 9. Tab-Delimited. such as Adobe Acrobat® PDF Writer or Adobe Acrobat® Distiller. Defining headers and footers. perform steps 1 to 4 in Printing or Exporting Multiple Sheets on page 198. In the File name field. Adjusting the margins. 7. The Print dialog box opens. select the check box called View PDF Results. Note: If you selected View PDF File in step 4. 4.PHA-Pro Chapter 8: Printing and Exporting To generate a PDF file: Step 1. 2013 214 . 9. After making any adjustments to the settings. 6. In step 4. perform steps 1 to 4 in Printing or Exporting a Single Sheet on page 197. click Print. In the Save in field. PHA-Pro saves the file. click OK. In step 5. click Print. 3. If you want to view your PDF file immediately after creating it. Click Save. Customize your report by: • • • • You Setting the paper orientation. 2. specify where you want to save your PDF file. select an appropriate printer that is capable of generating a PDF file. If you want to export more than one sheet. can also preview the report before exporting it as a PDF file. see Printing Reports on page 205. The Save PDF File As dialog box opens. Click Properties and adjust any settings for your PDF. PHA-Pro launches the program and opens the PDF file. In step 4. Note: For more information on these topics. 8. April 2. Click OK. and you have Adobe Acrobat or Reader installed on your computer. Specifying the colors. Tip: 5. type a name for your PDF file. Perform steps 3 to 6 in Printing Your Report on page 210. Action If you want to export a single sheet. April 2. The chapter also presents checklists of factors that your team may consider during the revalidation.PHA-Pro Chapter 9: Revalidating Your Data CHAPTER 9: REVALIDATING YOUR DATA The Occupational Safety and Health Administration’s (OSHA) process safety management regulation.119. Using Revalidation Markers on page 219. This section discusses the following topics: Suggested Revalidation Process on page 216. PHA Revalidation Checklists on page 220. In this chapter. You can easily complete this task in PHA-Pro® by using the revalidation features. Tracking a Revalidation Study on page 217. 29 CFR 1910. requires companies to update or revalidate the PHA’s at least every five years. 2013 215 . you will learn a suggested procedure for conducting a revalidation study. more information. documentation. As a team. Summary of safety incidents since the previous assessment. Updated equipment data. Revised operating procedures. Conduct and record team sessions to perform the revalidated assessment. 6. 4. Confirm the scope of your revalidation study. Select a revalidation team. 2013 216 . April 2. The team leader should prepare the basis for the updated outline for the assessment. study available data for concerns. 2. Management of Change data. Assemble relevant documents including: • • • • • • For Previous data. assumptions. Updated drawings and blueprints. level of detail. 5. see PHA Revalidation Checklists on page 220. 3. Select a team leader to conduct the revalidation. Review and issue the revalidated PHA. 8.PHA-Pro Chapter 9: Revalidating Your Data Suggested Revalidation Process The following steps represent a suggested procedure for conducting a revalidation study: Step Action 1. 7. responsibilities and schedule. The Revalidation Summary dialog box opens. 3.The percentage of revalidations out of the total number of revalidations for that item. This section discusses the following topics: Starting a Revalidation Study on page 217. (Optional) 4. In the Validation Summary dialog box. Carrying Out a Batch Revalidation PHA-Pro allows you to carry out batch revalidations. 3. This allows you team to quickly and efficiently mark all the revalidated fields at the end of the study session. Finishing a Revalidation Study on page 218. as well as allowing you to carry out batch revalidations for all specific items at once. Click OK. Enter any comments in the Comments field. Enter the date in the Started On field. 2013 217 . The Revalidation Information dialog box opens. Revalidated . It provides a Progress Summary table. Action Go to Tools>Revalidations>Progress Summary. Action Go to Tools>Revalidations>Start.These are the items that need to be revalidated. Starting a Revalidation Study To start a revalidation study: Step 1. 2. Review the table. April 2. Checking the Progress of a Revalidation PHA-Pro allows you to quickly monitor your revalidation study. Click Close. Checking the Progress of a Revalidation on page 217. For more information. 2.The number of revalidations out of the total number of revalidations for that item. The dialog box closes. Percentage .PHA-Pro Chapter 9: Revalidating Your Data Tracking a Revalidation Study PHA-Pro has a feature that helps you track the progress of you revalidation study. To access the Validation Summary dialog box: Step 1. you find the following fields: • • • Items . Carrying Out a Batch Revalidation on page 217. see Using Symbols on page 111. The dialog box closes and the date is entered in the Revalidation History page in the Administration collection. PHA-Pro Chapter 9: Revalidating Your Data To carry out a batch revalidation: Step 1. 3. Finishing a Revalidation Study When you have completed your revalidation study. Enter any comments in the Comments field. Enter the date in the Finished On field. 3. 2. Select the item that you want marked as revalidated by selecting the appropriate check box. For more information. see Using Symbols on page 111. 2013 218 . The dialog box closes. Action Go to Tools>Revalidations>Mark as Revalidated. you can easily close out the study in PHA-Pro. Action Go to Tools>Revalidations>End. April 2. Click OK. (Optional) 4. All data fields for the item are marked as revalidated. The Revalidation Information dialog box opens. The Mark as Revalidated dialog box opens. 2. To finish a revalidation study: Step 1. Click OK. The dialog box closes and the date is entered in the Revalidation History page in the Administration collection. PHA-Pro Chapter 9: Revalidating Your Data Using Revalidation Markers As your team reviews the information in the study, you will want to indicate which information has been confirmed to be valid, accurate and up-to-date. If you mark a cell as being revalidated and then later change your mind about the cell’s revalidated status, you can remove the mark from the cell. Every time you mark or remove a revalidation mark, the change is tracked in the Progress Summary table. This section discusses the following topics: Marking Data as Revalidated on page 219. Removing Revalidation Markers on page 219. Marking Data as Revalidated To indicate that data has been confirmed to be valid, accurate and up-to-date: Step 1. 2. Action Click the cell containing the data that has been revalidated. If the Marker button on the tool bar displays the button. If not, click the , click this beside the Marker button to open a drop-down list, and then click Revalidated. The software displays a red check mark in the cell, allowing you to tell at a glance which data on your screen has been revalidated. Tip: You can switch to a different symbol if you do not want to use the red check mark to flag revalidated data. For more information, see Customizing Markers on page 256. Tip: You can further increase the usefulness of your revalidation marker by adding one or more data fields to it. For instance, you might insert a date field so that you can use the software’s built-in pop-up calendar to indicate the date on which you last revalidated each cell. To add fields to your revalidation marker, see Adding Data Fields to a Marker on page 255. In step 1, click Markers and then click Revalidated. Removing Revalidation Markers To remove revalidation markers: Step 1. 2. Action Click the revalidation check mark you want to delete. Click on the tool bar. Or Go to Edit>Remove. Or Press the Delete key on your keyboard. The check mark is removed from the cell. April 2, 2013 219 PHA-Pro Chapter 9: Revalidating Your Data PHA Revalidation Checklists When revalidating your PHA, there are several areas of the previous that you should consider. The checklists in the section provide a basis for the types of information that you should consider during your validation study. This section discusses the following topics: Quality of Initial PHA on page 220. Management of Change (MOC) Issues on page 221. Process Safety Information (PSI) Package on page 221. Quality of Initial PHA The following table provides a basis for the type of information you should consider when reviewing the quality of the initial PHA: Question Response Was the scope of the previous PHA adequate with all critical items and activities covered? Did the previous team have the correct range of expertise, for example, process design, instrumentation & control, operations, maintenance and so on? Did the previous team have a person knowledgeable in the PHA method that was used? Did the previous team have a person knowledgeable in the process that was assessed? Considering the nature of the process, the potential failure modes that exist, the actual operating experience and the type of design, was the correct PHA methodology used? Was sufficient time spent on the previous PHA so that all the hazardous issues were addressed? Were issues addressed in sufficient detail? Were the actions or recommendations that were developed the logical conclusions of a thorough analysis? Was the previous PHA well documented and could it be easily understood? Were all items resolved during the previous PHA? Were all concerns that were identified, and for which no actions or recommendations were deemed necessary, adequately safeguarded? Were all action items or recommendations that were developed during the PHA addressed and satisfactorily resolved? April 2, 2013 220 PHA-Pro Management of Change (MOC) Issues Chapter 9: Revalidating Your Data The following table provides a basis for the type of information you should consider when reviewing MOC issues: Question Response Are you familiar with all the MOCs that have been issued since the previous PHA? Do you have a procedure for identifying which MOC issues need PHA? Have there been process or design changes since the previous PHA and have PHA reviews been augmented through the MOC system? Is the MOC documentation adequate? Is the updated PHA documentation adequate? Is there an PHA update available for every applicable MOC? Did the PHA team assessing the MOC have adequate knowledge and expertise? Process Safety Information (PSI) Package The following table provides a basis for the type of information you should consider when reviewing the PSI package: Question Response Have any new substances been introduced into the manufacturing process with potential for failure effects? Has any new equipment been introduced into the process with potential for failure effects? Have any new procedures been introduced into the process with potential for failure effects? Have changes to the process been included on the drawings or blueprints? Are the drawings or blueprints up-to-date? Have changes to the process or design been included on equipment specification and data sheets? Have changes to the process instrumentation and control systems been included on appropriate documents, such as drawings or blueprints, instrument data sheets and so forth? Have changes to the process been included in the operating procedures, where required? Have changes to the process been included in the instrument alarm lists, where required? Have changes to the process been included in the training manuals, where required? Have changes to the process been included in the contractor orientation materials, where required? April 2, 2013 221 PHA-Pro Chapter 10: Managing Charts CHAPTER 10: MANAGING CHARTS PHA-Pro provides a powerful array of data analysis tools to help you gain insight about high-risk areas of your products. This chapter shows you how to create and format two-dimensional line and bar charts, three-dimensional bar charts, Pareto Charts, and criticality matrices. This section discusses the following topics: Adding Charts to your Template on page 223. Formatting Charts on page 229. April 2, 2013 222 PHA-Pro Chapter 10: Managing Charts Adding Charts to your Template PHA-Pro makes it easy to create charts to help you analyze your data. Viewing a visual representation of data often provides quicker insight than can be achieved through studying lengthy columns of numbers in a worksheet. The software helps you to quickly plot two-dimensional line charts, two- and three-dimensional bar charts as well as Pareto charts and critically matrices. shows an example of a 3-D bar chart that has been inserted into the Analysis collection. This section discusses the following topics: Inserting a 2-D Line Chart, 2-D Bar Chart, or Pareto Graph in your Study on page 223. Inserting a 3-D Bar Chart in your Study on page 224. Inserting a 2-D Scatter Plot in your Study on page 226. Inserting a 2-D Line Chart, 2D Bar Chart, or Pareto Graph in your Study To insert a 2-D line chart, 2-D bar chart, or pareto graph in your study: Step 1. Action IN Project Settings by carrying out one of the following: • • 2. Click the Settings tab. Go to View>Project Settings. In Project Settings, click Sheets. The Sheets section opens. 3. In the left pane, click a spot to indicate where you want to insert the new chart. 4. Click Add on the Sheets bar. Or Right-click your mouse and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file. 5. Click Chart. 6. Click Next. The New Sheet - Name dialog box opens. 7. Name the Chart by: • Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field. • Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list. Tip: 8. You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field. Click Next. The New Sheet - Chart Types dialog box opens. (Figure 10-1) 9. Click the type of chart you want to create. April 2, 2013 223 PHA-Pro Chapter 10: Managing Charts Step 10. Action Click Next. The New Sheet - X Axis dialog box opens. 11. Click the appropriate radio button to specify the type of data you want to plot along the X axis of your new chart. 12. Click Next. The New Sheet - Formula dialog box opens. (Figure 10-2) 13. Define your new formula in the workspace: 1. Click to open the Insert Reference dialog box, which lets you select a data element from your template. When you have selected the data element, click OK. Note: For most 2-D charts and Pareto graphs, you do not have to enter a formula, you just have to select the Y-Axis field. Note: You cannot type the name of a reference field in the workspace, you must use the insert reference button. 14. Click Finish. To modify your chart’s size or appearance, see Formatting Charts on page 229. Inserting a 3-D Bar Chart in your Study To add a 3-D Bar chart to your study: Step 1. Action Display Project Settings by carrying out one of the following: • • 2. Click the Settings tab. Go to View>Project Settings. Click Sheets. The Sheets section opens. 3. In the left pane, click a spot to indicate where you want to insert the new chart. 4. Click Add on the Sheets bar. Or Right-click your mouse and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file. 5. Click Chart. 6. Click Next. The New Sheet - Name dialog box opens. 7. Name the Chart by: • Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field. • Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list. Tip: You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field. April 2, 2013 224 PHA-Pro Chapter 10: Managing Charts Step 8. Action Click Next. The New Sheet - Chart Type dialog box opens. (Figure 10-1) 9. 10. Select 3-D Bar Chart. Click Next. The New Sheet - X Axis dialog box opens. 11. Click the appropriate radio button to specify the type of data you want to plot along the X axis of your new chart. 12. Click Next. The New Sheet - Y Axis dialog box opens. 13. Click the appropriate radio button next to the type of data you want to plot along the Y axis. 14. Click Next. The New Sheet - Formula dialog box opens. (Figure 10-2) 15. Define your new formula in the blank workspace by selecting the references and formula: Selecting the Reference 1. Click 2. 3. select a data element from your file. Select the data element. Click OK. Tip: to open the Insert Reference dialog box, which lets you If you want to reference a marker in a data element: 1. In the Insert Reference dialog box, right-click the data element that you want the formula to check for the marker. 2. Select the marker from the drop-down list. 3. Click OK. Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. Selecting the Formula Function 1. Click 2. 3. of functions: • Constants – Pi, E and logical operators. • Statistical/Combining – functions for maximum, minimum, sum, product, average, mean and total count. • Math & Trig – mathematical and trigonometric functions, including logarithms, exponents, square root, cube root, sine, cosine and tangent. • Text – commands to convert text from lower case to upper case, or vice versa. • Logical – Boolean operators: AND, OR, NOT, IF, THEN, ENDIF, ELSE. Select the formula. Click OK. to open a pop-up menu containing the following categories Note: When you select an option on this menu, an additional menu opens, allowing you to select a specific function, constant or operator. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+, -, *, /, >, < and =). April 2, 2013 225 PHA-Pro Chapter 10: Managing Charts Step 16. Inserting a 2-D Scatter Plot in your Study Action Click Finish. The 2-D Scatter Plot provides a means of identifying and comparing each failure mode to all other failure modes with respect to severity. The scatter plot is constructed by inserting the item or failure mode identification numbers in matrix locations representing the severity categories, and then inserting either the probability of occurrence level or the criticality number (Cr) for the item’s failure modes. To add a new 2-D Scatter Plot to your study: Step 1. Action Display Project Settings by carrying out one of the following: • • 2. Click the Settings tab. Go to View>Project Settings. Click Sheets. The Sheets section opens. 3. In the left pane, click a spot to indicate where you want to insert a new sheet. 4. Click Add on the Sheets bar. Or Right-click your mouse and select Add from the drop-down menu. The New Sheet dialog box opens, displaying a list of objects you can add to your file. 5. Click Chart. 6. Click Next. The New Sheet - Name dialog box opens. 7. Name the Chart by: • Creating a custom label: 1. Click Use the following name. 2. Type the name in the available field. • Using the name of an object from your project hierarchy: 1. Click Use the name of the following hierarchy item. 2. Select the appropriate object from the list. Tip: 8. You can further customize this label by clicking Singular, Plural or Abbreviation below the list. You can also add a suffix to the end of the name by typing one in the Suffix field. Click Next. The New Sheet - Chart Type dialog box opens. (Figure 10-1) 9. 10. Select 2-D Scatter Plot. Click Next. The New Sheet Scatter-Plot Items dialog box opens. April 2, 2013 226 PHA-Pro Chapter 10: Managing Charts Step 11. Action Click the appropriate radio button to specify the type of data you want to plotted as scatter-plots. This information should be a potential cause. 12. Click Next. The New Sheet - Horizontal Axis Items dialog box opens. 13. Click the appropriate radio button next to the type of data you want to plot as horizontal axis items. This should be one of your risk ranking criteria - for example, either severity, occurrence or detection. 14. Click Next. The New Sheet - Horizontal Formula dialog box opens. (Figure 10-2) 15. Enter the data element: 1. 2. Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the data element. Note: This should be same data element as you chose for the horizontal (x) axis. Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. 3. Click OK. This should be same data element as you chose for the horizontal (x) axis. Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. 16. Click Next. The New Sheet - Vertical Formula dialog box opens. (Figure 10-2) 17. Enter the Risk Ranking data element: 1. 2. 3. Click to open the Insert Reference dialog box, which lets you select a data element from your file. Select the Risk Ranking reference hierarchy item. Click OK. Note: You cannot type the name of a reference in the workspace, you must use the insert reference button. 18. Click Finish. To modify your chart’s size or appearance, see Formatting Charts on page 229. April 2, 2013 227 PHA-Pro Chapter 10: Managing Charts Figure 10-1: The Chart Type page of the New Sheet dialog box allows you to select from several different types of charts. Figure 10-2: Using the buttons and menus to insert references and functions in the New Sheet dialog box makes it easy to define a formula for your new chart. Figure 10-3: This simple 3-D bar chart plots the Severity and Likelihood. April 2, 2013 228 • Right-clicking the chart and clicking Properties on the pop-up menu. such as the X-axis. Hiding. Changing Which Data the X-Axis Plots on page 232. Modifying the Title and Labels for the X-Axis on page 231. Modifying the Title and Data Labels of the Y-Axis on page 232. and the right pane provides a series of tabs containing options you can adjust. Defining the Scale of the Y-Axis or Z-Axis on page 232. 2013 229 . Y-axis or legend. Selecting Background and Text Colors on page 230. The Chart Options dialog box opens. Displaying or Repositioning the Legend on page 235. content and appearance of your charts. To access the Chart Options dialog box: Step  Action Display the Chart Options dialog box by carrying out one of the following: • Double-clicking the chart. This section discusses the following topics: Accessing the Chart Options Dialog Box on page 229 Defining the Title and Size of Your Chart on page 230. Formatting Data Sets for Pareto Charts on page 233.PHA-Pro Chapter 10: Managing Charts Formatting Charts PHA-Pro gives you total control over the size. Changing the Font for Chart Labels on page 230. Figure 10-4: The Chart Options dialog box provides an extensive set of formatting controls. The formatting features contained within the Chart Options dialog box are divided into two sections. Accessing the Chart Options Dialog Box The Chart Options dialog box provides all of the formatting controls that you require for formatting the size. Rotating a 3-D Bar Chart on page 231. The left pane of the dialog box allows you to specify which aspect of your chart you want to format. content and appearance of your charts. Editing the Formula for the Z-Axis on page 232. April 2. Select Swap X and Y axes to switch the positions of the X. 7. axis labels and legend: Note: If you are going to be using Japanese or Chinese. Specify the desired size of your chart by entering the size in the Width and Height fields. 6.and Y-axes. If you do not use MS P Gothic. 4. Change the thickness of the lines used to plot the axes by typing the appropriate value in the Line Thickness field. Click the Text Color arrow to display a pop-up palette. Selecting Background and Text Colors Click OK.PHA-Pro Defining the Title and Size of Your Chart Chapter 10: Managing Charts The Chart Options dialog box makes it easy to display a main title above your chart to clarify the meaning of the data it displays. You can also quickly adjust the width and height of your chart as well as the thickness of its axis lines. 3. 5. Select your Chart Background Color. click the Chart tab. In the left pane of the Chart Options dialog box. Note: This option is not available for 3-D Bar Charts. Note: This option is not available for 3-D Bar Charts. In the left pane of the dialog box. You can even change the positioning of the X. April 2. Black is the default font color. you may encounter difficulties when trying to rotate the charts. 5. Note: All values are measured in inches. Note: This number is measured in points. In the right pane. To modify your chart: Step Action 1. Note: This option is not available for 3-D Bar Charts. 2013 230 . To use a different color: 1. 2. 2. type it in the Chart Title field. In the right pane. Changing the Font for Chart Labels Click OK. Click the color you want to use for the font color. click Chart. click the Color tab. White is the default background color. 2. To change the background color of your chart. To use a different color: 1. 2. 4. click Chart. Click the Chart Background Color arrow to open a pop-up palette. Select your the color of your axis labels. To display a title above your chart. Click the color you want to use for the background color.and Yaxes of your chart. and the colors of the axis lines and labels: Step Action 1. To modify the fonts of your chart title. 3. use MS P Gothic font rather than Arial Unicode MS. click Chart. click the Label tab. Any label that exceeds the maximum value you specify is truncated. Note: This option is not available for 3-D Bar Charts. The Font tab appears. Under Font. but you can modify this value to suit your needs.PHA-Pro Chapter 10: Managing Charts Step Action 1. Set the orientation of data labels along the X-axis: 1. You can rotate your 3-D bar charts in order to get the best effect for the data. 4. click the Font tab. Set the length of the x-axis labels by entering the field length in the Max Characters field. release left mouse button. 2. In the right pane. • Item Number to display only the numbers. In the left pane of the dialog box. 5. 4. 5. This field is set by default to 30 characters. Note: This option is not available for 3-D Bar Charts. Italic or both. Select one of the available options. Position your mouse pointer on the chart. To modify the title and labels for your chart’s X-axis: Step Action 1. Tip: 7. 3. 6. select Bold. Set the display format of labels by using the Label Text drop-down list and selecting one of: • Item Text to display both the number and name of each data element. When chart has been rotated to the correct position. If you wish to bold or italicize the text. Click the Label Rotation arrow to open a drop-down list. 2. 3. 2. April 2. click X-Axis. 3. To rotate your 3-D bar charts: Step Modifying the Title and Labels for the X-Axis Action 1. Hold the left mouse button down. In the left pane of the dialog box. Note: The options that appear in this list depend upon which fonts are installed on your computer. Click OK. click the font you want to use. Enter the title of the axis in the Axis Title field. 2. Drag the mouse to rotate the chart. Click OK. 2013 231 . In the right pane. (Optional) This field only appears if you select Item Text in step 6. Rotating a 3-D Bar Chart 4. Action In the left pane of the dialog box. 2. click the Label tab. Click OK. Under Range. Defining the Scale of the YAxis or Z-Axis Click OK. 3. In the right pane. To edit the Z-Axis formula: Step 1. Editing the Formula for the ZAxis Click OK. 4. click the Scale tab. you can plot the Y-axis values as logarithms by selecting Use Logarithmic Scale. In the left pane of the dialog box. Enter the title of the axis in the Axis Title field. 2013 232 . In the right pane. Action In the left pane of the dialog box. 3. the Use Default feature is selected by default. Change the minimum and maximum values plotted: 1. 2. In the left pane of the dialog box. Set the orientation of data labels along the Y-axis: 1. Z-Axis. 2. To modify your chart’s Y-axis title and data labels: Step Action 1. Enter the desired number in Maximum Value field. Enter the desired number in the Minimum Value field. click the Items tab. click Value 1. 4. Y-Axis. meaning that the software automatically sets the Minimum Value and Maximum Value to limits that are appropriate for the data being plotted. To modify the scale for the data plotted along the Y-axis or Z-axis: Step 1. 4. Click the Label Rotation arrow to open the drop-down list. click X-Axis. Note: For 2-D Line Charts.PHA-Pro Changing Which Data the XAxis Plots Chapter 10: Managing Charts To change which data element from your file is plotted along the X-axis: Step Modifying the Title and Data Labels of the Y-Axis Action 1. 2. Deselect Use Default. 5. click Y-Axis. open an object to expand the list. 3. In the right pane. If necessary. 3. Select one of the available options. 5. click either: • • 2. Note: This option is not available for 3-D Bar Charts. April 2. You can edit the formula of the Z-axis of your 3-D Bar Chart to show the results of a different calculation. Click the radio button next to the object that you want to plot. you must use the insert reference button. OR. Click OK. which lets you If you want to reference a marker in a data element: 1. Define your new formula in the blank workspace by selecting the references and formula: Selecting the Reference 1. NOT. sum. *. • Math & Trig – mathematical and trigonometric functions. an additional menu opens. or vice versa. April 2. Note: You cannot type the name of a reference in the workspace. IF. THEN. Action In the right pane. constant or operator. >. which combine a bar graph with a cumulative line graph. Select the marker from the drop-down list. In the Insert Reference dialog box. allowing you to select a specific function. 3. sine. Click 2. click the Formula tab. while the line graph shows the percent contribution of all preceding bars. product. square root. Select the data element. 3. Note: Into this workspace you can only type: • Numbers. Where should we focus our efforts to achieve the greatest improvements. Selecting the Formula Function 1. • Mathematical operators (+. (Figure 10-2) 3. Click OK. ENDIF. The tab displays the formula that the software is currently using to calculate the data for the Z-axis of your 3-D Bar Chart. Click OK. minimum. average. to open a pop-up menu containing the following categories Note: When you select an option on this menu. cosine and tangent. < and =). exponents. right-click the data element that you want the formula to check for the marker. 2013 233 . 3. 2. ELSE. /. The bars are arranged in descending order. mean and total count. • Statistical/Combining – functions for maximum. Pareto charts help to show where effort should be focused for maximum benefit by helping you answer the following questions: • • • What are the largest issues facing our team or business? What 20% of sources are causing 80% of the problems? (This is known as the 80/20 rule). Tip: to open the Insert Reference dialog box. • Text – commands to convert text from lower case to upper case.PHA-Pro Chapter 10: Managing Charts Step 2. select a data element from your file. Select the formula. -. Click 2. Formatting Data Sets for Pareto Charts You can also create Pareto charts. E and logical operators. including logarithms. of functions: • Constants – Pi. • Logical – Boolean operators: AND. cube root. Click OK. click this feature to remove the check mark. as well as modify the formula of the data set. • Logical – Boolean operators: AND. 3. In the left pane of the dialog box. meaning that the software plots the data. click the General tab. 2013 234 . < and =). exponents. or vice versa. click a Pareto Analysis Data Set (for example: Value (Item Value)). constant or operator. • Statistical/Combining – functions for maximum. sum. OR. 3. Select the formula. If you want to hide it. of functions: • Constants – Pi. IF. • Text – commands to convert text from lower case to upper case. ENDIF. 2. mean and total count. Note: Into this workspace you can only type: • Numbers. This feature is selected by default. Click OK. 2. Tip: to open the Insert Reference dialog box. • Mathematical operators (+. In the Insert Reference dialog box. April 2. Note: The Show feature allows you to control whether the data set is plotted as part of the chart or it is hidden. product. -. Click OK. 3. an additional menu opens. markers and line. Click the Formula tab in the right pane of the dialog box. To format data sets for a Pareto chart: Step Action 1. cube root. E and logical operators. *. Note: You cannot type the name of a reference in the workspace. >. 4. (Figure 10-2) 5. sine. ELSE. minimum. average.PHA-Pro Chapter 10: Managing Charts PHA-Pro provides a series of options that let you customize the appearance of the Pareto chart’s bars. cosine and tangent. you must use the insert reference button. select a data element from your file. to open a pop-up menu containing the following categories Note: When you select an option on this menu. NOT. Select the data element. Define your new formula in the blank workspace: Selecting the Reference 1. allowing you to select a specific function. Click 2. • Math & Trig – mathematical and trigonometric functions. In the right pane. including logarithms. 3. right-click the data element that you want the formula to check for the marker. Selecting the Formula Function 1. Select the marker from the drop-down list. which lets you If you want to reference a marker in a data element: 1. The tab displays the formula that the software is currently using to calculate the data set. Click 2. /. Modify the way the software labels the data set in the legend by typing the desired label in the Legend field. THEN. square root. 10. Type the desired width in the Width field. 1. Change the color of the markers: 1. Click the Color arrow to open a pop-up palette. Select the desired color. Click the Shape arrow and then select a shape option from the dropdown list. Step 1. Click the Symbol Style tab. Hiding. Action In the left pane of the dialog box. Note: The default marker size is 5. Click the Bar Fill Style tab in the right pane of the dialog box. Note: The default line width is 1. 9. 2. 2. To select a pattern for the line graph. click Legend. Displaying or Repositioning the Legend Click the Color arrow to open a pop-up palette. the Show Legend feature controls whether or not your chart includes a legend. On the Legend tab in the right pane. 4. Change the size of the markers by entering a different point value in the Size field. Select the desired color. 2. Repeat steps 1 to 8 for each data set. Click the Color arrow to open a pop-up palette. Specify where you want the Legend to appear: 1. Format the bar graph portion of your Pareto Chart: 1. 2. 2013 235 . 4. 3. When you finish formatting the Pareto Chart. 2.00 point. Click the Pattern arrow and then select a fill pattern from the dropdown list. 2. 3. April 2. 3. 3. click OK To display the chart’s legend: Note: This option is not available for 3-D Bar Charts. 2. 8. Change the color of the line graph: 1. select or deselect the Show Legend check box. Format the markers used to plot data points along the line. Click the Pattern arrow and then select a pattern from the drop-down list. 2. Click the Location arrow. Change the color of the bars: 1. 7. Choose an option from the drop-down list Click OK.00 points 4.PHA-Pro Chapter 10: Managing Charts Step 6. Click the Line Style tab in the right pane of the dialog box. Select the desired color. To display or hide the legend. Action Format the line graph portion of your Pareto Chart: 1. Customizing the Risk Systems on page 241. Markers on page 253. In this chapter you will learn to use these features to modify the templates to suit the needs of your organization. Creating. Importing and Exporting a Risk Matrix on page 245. Sheets on page 294. Limitations When Working With Hierarchy Items on page 261 Adding Items to the Hierarchy on page 262. Codes and Categories on page 248.Project Settings and Hierarchy. April 2. Adding New Sheets on page 295. The Hierarchy on page 259. Customizing Sheets on page 305. Customizing the Hierarchy on page 277.PHA-Pro Chapter 11: Customizing Your Templates CHAPTER 11: CUSTOMIZING YOUR TEMPLATES Project Settings contains two of the most powerful features of PHA-Pro . 2013 236 . This section discusses the following topics: Project Settings on page 237. You will also learn to manage your risk systems and codes and categories in existing ones. Risk Systems on page 240. An Add and Remove button appear on the menu bar. Accessing Project Settings on page 238. Project Settings is broken into two panes. For more information. This section discusses the following topics: Project Settings Menu Items on page 237. These buttons allow you to add or remove pages or sheets to that section.PHA-Pro Chapter 11: Customizing Your Templates Project Settings Project Settings allows users to access to the database management settings of PHA-Pro. You can add codes for use of April 2. Figure 11-1: Project Settings contains 2 panes. Note: There some mandatory files and sheets in the Hierarchy and Sheets sections that cannot be removed. page or sheet in the section. Expanding the Tree on page 238. The left pane is the Project Settings menu and is broken into five sections. Collapsing the Tree on page 239. These are the drop-down lists of codes for the categories that have been created for the study. The right hand pane provides information on the individual field. When you click on one of the menu bars. see Risk Systems on page 240. It also allows you to customize the risk systems to suit your needs. It provides the setting for template administrators to customize their templates or to create a new template from scratch. Risk Systems provides industry standard risk systems. The left hand pane is a menu that allows you access to the various sections. Codes and Categories. the section opens and becomes active. 2013 237 . Accessing a Section in Project Settings on page 238. Project Settings Menu Items The items in the Project Settings menu are: • • Risk Systems. while the right hand pane provides a series of tabs containing customization options for the individual page or sheet. The Remove button is inactive when these items are selected. Action Click the bar containing the name of the section that you want to access. When you want to expand a tree or sub tree in Project Settings. see Markers on page 253. or sub tree. April 2. Accessing Project Settings To access Project Settings: Step  Action Access Project Settings by carrying out one of the following: • • Accessing a Section in Project Settings To access a section in project settings: Step  Expanding the Tree Click the Settings tab.PHA-Pro Chapter 11: Customizing Your Templates • • • the predefined data in conjunction with the reference data type. This section allows you to create sheets or pages that manage how data is being displayed. To expand the tree. For more information. 2013 238 . For more information. To expand the tree but leave the children collapsed: Step  Action Click the plus sign next to the name of the element of the tree that you want to expand. Go View>Project Settings. Sheets. you use the Hierarchy and Sheets sections. you can either open the whole tree. 2. Markers. including all of its children or open up the tree or sub tree but leave its children collapsed. Select Expand from the drop-down menu. see Codes and Categories on page 248. It contains all of the options you need to customize your project hierarchy. To customize the structure of your report or create your own template. Hierarchy. For more information. For more information. This section defines the hierarchical relationships between the different types of data in your file. Right-click the element whose area you want to expand. This section lists the markers that have been created for study. or sub tree. see The Hierarchy on page 259. Using this section you can create or modify existing markers for your study. including its children: Step Action 1. see Sheets on page 294. To collapse a tree or sub tree using the right-click menu: Step Action 1. 2.PHA-Pro Collapsing the Tree Chapter 11: Customizing Your Templates To collapse the tree or sub tree: Step  Action Click the minus sign next to the name of the top element of the tree or sub tree that you want to collapse. 2013 239 . Select Collapse from the drop-down menu. April 2. Right-click the name of the top element of the area that you want to collapse. April 2.PHA-Pro Chapter 11: Customizing Your Templates Risk Systems A risk matrix is a semi-quantitative methodology that is often used with hazards identification. it permits a first order of magnitude identification of risk by addressing both frequency and consequence. The Risk Matrix can be viewed in Risk Systems. 2013 240 . Figure 11-2: The above example is the Risk Matrix found in the HAZOP template. which is found in Project Settings. PHA-Pro Chapter 11: Customizing Your Templates Customizing the Risk Systems IHS compiled the severity and likelihood scales and created the corresponding Risk Matrices after an extensive assessment of the needs of our clients. click Risk Systems. The Risk Systems section opens. click Risk Systems. Action In Project Settings. you can modify them by editing. click the General tab. 2. Editing Codes 4. The scales and the Risk Matrices are fully customizable. allowing you to modify them to meet the unique risk assessment requirements of your organization. Click the risk system you want to modify. 3. This tab lets you define naming conventions for the risk system. The Risk Systems section opens. In the right pane. To change the axis labels for the Risk Matrix. April 2. 2013 241 . Adding a Code on page 242. Action In Project Settings. This tab lets you define naming conventions for the risk system. Changing the Name of the Risk System To change the name of the Risk System: Step 1. 5. click the General tab. 6. Deleting Codes on page 242. 5. edit the text displayed under Naming Conventions. Editing Codes on page 241. Re-Ranking Codes on page 243. In the right pane. adding and deleting codes. however. Changing the Name of the Axis Labels 4. Edit the data. Click the field entitled Risk Matrix Name. This section discusses the following topics: Changing the Name of the Risk System on page 241. Click either the Value 1 or the Value 2 field. Edit the data. 2. Click the risk system you want to modify. Although the risk ranking scales in PHA-Pro are industry standard. 3. To change the name of the axis labels: Step 1. Changing the Name of the Axis Labels on page 241. April 2. Click the cell of interest and then click on the tool bar. Action In Project Settings. 5. click the Severity. The Risk Systems section opens. To add a code: Step 1. 2. Likelihood or Risk Ranking tab. Click the cell in the ranking column where you want to enter the new code level. Type a number that accurately represents the new code’s relative position within the list. Likelihood and Risk Ranking levels: Step 1. 7. Click the risk system you want to modify. Or Double-click the cell. To delete a code: Step 1. In the right pane. 2. Likelihood or Risk Ranking tab. (Figure 11-3) PHA-Pro displays the entire ranking scale. 2013 242 . The Risk Systems section opens. A new row appears below the cell you selected. Action In Project Settings. 2. click Risk Systems. Click on the tool bar. (Figure 11-3) PHA-Pro displays the entire ranking scale. Adding a Code Edit the data. click Risk Systems. Click the risk system you want to modify. In the right pane. 5. 4. Type a description for the new code that serves as a reminder of the code’s meaning. click the Severity. Action In Project Settings. (Figure 11-3) PHA-Pro displays the entire ranking scale. click the Severity. 4. click Risk Systems. Press the Tab key on your keyboard. 8. Click the risk system you want to modify. 3.PHA-Pro Chapter 11: Customizing Your Templates To edit Severity. The Risk Systems section opens. 3. 3. Likelihood or Risk Ranking tab. In the right pane. Deleting Codes 6. In the right pane. Customizing the Risk Matrix Besides customizing the risk ranking scales. When you do so. • Press the Delete key on your keyboard. It tells you that the code is referenced elsewhere. If the code is referenced elsewhere in the study. on the tool bar to move the code into the correct Figure 11-3: Modifying the risk ranking scale for severity. click the Severity. Select a code you want to move. and asks you if you want to delete the code.PHA-Pro Chapter 11: Customizing Your Templates Step 4. likelihood or risk ranking is easy in Project Settings. 2013 243 . To re-rank the codes: Step 1. 3. 4. 5. 2. a dialog box opens. The Risk Systems section opens. (Figure 11-3) PHA-Pro displays the entire ranking scale. you change the definition of risk within your study. For example. Click or position. Action In Project Settings. click Risk Systems. No to keep the code. you might decide that a Severity of 2 versus a Likelihood of 4 should no longer be defined as April 2. Click the risk system you want to modify. Likelihood or Risk Ranking tab. you can further customize your Risk Matrix by switching the risk ranking codes that appear in its cells. Click: • • Re-Ranking Codes Yes to delete the code. Action Click the appropriate cell and then either: • Click on the tool bar. The Risk Matrix is displayed. Click the risk system containing the risk matrix you want to modify. Select your Background Color. In the right pane. To use a different color: 1. 2. Select your Text Color. 2. You can easily switch codes in the appropriate cell of the Risk Matrix. Click the arrow to open a pop-up palette. In the right pane. A pop-up window appears displaying the risk ranking codes contained in your file. 8. The code in the cell is changed. click Risk Systems. 3.PHA-Pro Chapter 11: Customizing Your Templates Not Desirable and that from henceforth it should be defined as Unacceptable. Click the arrow to display a pop-up palette. 5. 2013 244 . 2. Black is the default font color. The Risk Systems section opens. April 2. White is the default background color. click the Matrix tab. click the Matrix tab. Changing the Color of Cells in a Risk Matrix To change the text or background colors in a Risk Matrix: Step 1. Click Color in the upper-right corner of the Matrix tab. To use a different color: 1. Click the risk system that contains the risk matrix you want to modify. Click the cell whose color you want to format. 5. Action In Project Settings. 2. The Risk Matrix is displayed. All cells of the risk matrix that contain the same risk ranking code now display the new color coding. The Cell Format dialog box appears. Double-click the cell. 4. Editing a Code in a Risk Matrix Cell To edit a code in a Risk Matrix cell: Step 1. 3. 4. 7. Click the color you want to use for the font color. 6. The Risk Systems section opens. Click the code you want to enter in the cell. Click OK. Action In Project Settings. click Risk Systems. Click the color you want to use for the background color. For more information. see Customizing the Risk Matrix on page 243. 13. 3. 12. 2013 245 . 10. Modify any of the following fields: (Optional) • • • • • • Value Name. 2. Click Add. 4. Abbr. The Add/Edit Risk Matrix Usage dialog box opens.PHA-Pro Chapter 11: Customizing Your Templates Creating. Enter a name in the description field. Note: Carrying out steps 14 and 15 groups your matrix in the Hierarchy in their own group. 15. Action In Project Settings. Creating a Risk Matrix To create a risk matrix: Step 1. 5. Click Add on the Risk Systems bar. Number of Values. The New Risk System dialog box opens. 6. Add a description of the matrix in the Description field. Select 2D Risk Matrix. Edit the Severity. April 2. 8. (Optional) 7. Enter a new name in the Risk Matrix Name field. 9. Click the Usage tab. see Editing Codes on page 241. 14. Likelihood and Risk Ranking codes. Importing a Risk Matrix on page 246. Number of Values. Click Next. In the name section of the dialog box. Importing and Exporting a Risk Matrix As well as allowing you to customize the existing risk matrix. click Risk Systems. This section discusses the following topics: Creating a Risk Matrix on page 245. It also allows you to remove matrices that are no longer being used. Edit the Risk Matrix. Exporting a Risk Matrix on page 246. Abbr. 11. Click Finish. deselect the Default check box. PHA-Pro allows you to create or import a new matrix. Select the item that you want to link to the matrix from the Linked Item drop-down list. Result Name. The Risk Systems section opens. For more information. 11. see Editing Codes on page 241. Customize the Risk Matrix. Click Export. 5. The Risk Systems section opens. A pop-up menu opens. Select Import.PHA-Pro Chapter 11: Customizing Your Templates Step Action 16. (Optional) For more information. If you want to rename the matrix. April 2. see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173. Click the check box of the matrix that you want to import. For more information. The matrix is exported. Click Save. Importing a Risk Matrix To import a risk matrix: Step 1. Click the Usage tab. 4. Using the Save in field. 6. 3. Select the study or template. A pop-up box opens. 10. 7. Action In Project Settings. navigate to the folder containing the study or template whose matrix you want to import. 4. Edit the Severity. Right-click the matrix you want to export. The Import Risk System dialog box opens. Likelihood and Risk Ranking codes. 2013 246 . Right-click the left pane. Exporting a Risk Matrix To export a risk matrix: Step 1. navigate to the folder to which you want to save the matrix. Click OK. Tip: 5. change the name in the File Name field. click Risk Systems. Click Open. Using the Look in field. The Risk Systems section opens. 8. The Export Risk System dialog box opens. (Optional) For more information. see Customizing the Risk Matrix on page 243. Display the columns in the sheet. 3. 9. 17. 2. Action In Project Settings. Go to the sheet displaying the field that is linked to the matrix. 2. click Risk Systems. The Add/Edit Risk Matrix Usage dialog box opens. see Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173. Action Click Add. In the name section of the dialog box. Display the columns in the sheet. 14. For more information. 13. 2013 247 . deselect the Default check box. Go to the sheet displaying the field that is linked to the matrix. Enter a name in the description field. 16. April 2. Select the item that you want to link to the matrix from the Linked Item drop-down list. 17. 15.PHA-Pro Chapter 11: Customizing Your Templates Step 12. PHA-Pro Chapter 11: Customizing Your Templates Codes and Categories Categories are groups of codes that you can assign to various types of data. Adding Codes on page 249. 3. Exporting Categories on page 250. To add another code. Rearranging Codes on page 250. enter a description for the new category. Using categories can help to make data more meaningful by indicating the relationships between different ideas in your file. click the Naming Convention tab. In the Description column. click the Values tab. (Figure 11-4) This tab lists the various categories that already exist for the data element you chose in step 3. A new row appears. Adding Categories To add categories to your file: Step 1. In the right pane. Click Add on the Codes and Categories. For more information on setting names. Deleting Codes on page 249. Importing Categories on page 251. 2013 248 . enter the name for the code 6. click Codes and Categories. April 2. safety or regulatory concern. 7. Editing Codes on page 249. Changing the Default Column for a Category on page 252. you might want to insert a code next to each consequence to indicate whether it is a health. In the Code column. For instance. 8. Changing the Column Accessed on page 252. click the Enter key. 2. see Renaming Hierarchy Items on page 278. The codes and categories in your file are displayed. Action In Project Settings. 4. 5. Deleting Categories on page 250. In the right pane. This section discusses the following topics: Adding Categories on page 248. Linking Categories to Worksheets on page 251. Repeat Steps 5 to 7 for each new code. 3. click Codes and Categories. 2. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2. enter a description for the new code. Click the cell of interest and then click on the tool bar. In the Description column. 4. In the right pane. click Codes and Categories. enter the new code. In the Code column. The codes and categories in your file are displayed. 6. Action In Project Settings. Edit the information in the cell. Place the cursor in the row above we you want to place the new code and hit Enter. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2. In the right pane. Select the code you want to delete. 2. In the right pane. 3. or Double-click the cell. The codes and categories in your file are displayed. Select the category that you want to edit. To edit codes: Step 1. Select the category that you want to edit. 2. Select the category that you want to edit. A new row appears. 4. click the Values tab. click the Values tab. 3. April 2. 2013 249 . Action In Project Settings. To delete codes: Step 1. 7.PHA-Pro Adding Codes Chapter 11: Customizing Your Templates To add codes: Step 1. click Codes and Categories. Editing Codes 5. 4. Action In Project Settings. click the Values tab. The codes and categories in your file are displayed. Deleting Codes 5. 6. Repeat steps 4 to 6 for each new code. Click outside the cell. Right-click the category that you want to export. The Export Code/Category List dialog box opens. A dialog box opens asking you if you want to remove the category/code. Click Export. Click Yes. The codes and categories in your file are displayed. Action In Project Settings. Either: • Click Remove on the Codes and Categories bar. • Right-click the category and select Delete from the pop-up list. Exporting Categories To export categories: Step 1. click Codes and Categories. The codes and categories in your file are displayed. 2013 250 . Rearranging Codes Action Delete the code. 3. 6. To remove unused categories from a file: Step 1. April 2. Action In Project Settings. (Figure 11-4) This tab lists the various codes that already exist for the data element you chose in step 2. on the tool bar until the code is in the proper Repeat steps 4 and 5 for each code that you want to rearrange. 5. Click the category that you want to remove. Select the category that you want to edit. click Codes and Categories. 2. The category/code is removed. 2. click the Values tab. Action In Project Settings. 3. 3. To rearrange codes: Step 1. 2. 4. by either: • Clicking the Code cell and then click on the tool bar. • Pressing the Delete key on your keyboard. In the right pane. The Codes and Categories page opens. click Codes and Categories. 4. Click or position. A pop-up box opens. Deleting Categories Select the code you want to move.PHA-Pro Chapter 11: Customizing Your Templates Step 5. Action In Project Settings. Click Open. If you want to rename the category.PHA-Pro Chapter 11: Customizing Your Templates Step 4. Importing Categories To import a category: Step 1. Action Using the Save in field. rearrange and print categories for a specific type of data. Note: When you link a category to the column in a worksheet. The category is exported. change the name in the File Name field. delete. Linking Categories to Worksheets Once you have created your categories. 6. 3. Select Import. April 2. 7. Click OK. PHA-Pro automatically creates the link to the uppermost data field in the category’s hierarchy. 2013 251 . The Codes and Categories page opens. Figure 11-4: The Values tab lets you add. Click Save. navigate to the folder to which you want to save the system. The category is imported into your study. you link them to your forms and worksheets. 2. A pop-up menu opens. Click the check box of the category that you want to import. 4. 5. Select the study or template that contains the category you want to import. The Import Code/Category List dialog box opens. Tip: 5. click Codes and Categories. edit. Right click the field. 3. Open the Category. 2. In Project Settings. In the appropriate category column of the Worksheet. You can change the default column of the information that a category enters when a code is selected. 4. Action Link the category to the worksheet. Select the sheet. To change the default column: Step Changing the Column Accessed Action 1. 3. To change the column accessed for a specific sheet: Step Action 1. Open the Category. Changing the Default Column for a Category Click the appropriate category. 3. 2. A pop-up window appears. 2. Click the Columns tab in the right hand pane. click Sheets. 2013 252 . In Project Settings.PHA-Pro Chapter 11: Customizing Your Templates To link a category to a worksheet: Step 1. As well as changing the default column. For further information. 5. doubleclick the cell corresponding to the data element of interest. click Hierarchy. Click the check box of the data field that you want to use. you can link a specific column in the Category to a specific sheet. see Defining Data Linkages on page 285. displaying the various categories. April 2. Drag and drop the data field to the top. April 2. Adding Data Fields to a Marker on page 255. A drop-down list of point sizes opens. click the beside the Marker button. Creating New Markers To create a new marker: Step 1. Click the size you want the symbol to be. 2013 253 . Creating New Markers in Project Settings on page 254. click the Symbol tab. Action On the tool bar. Tip: 9. In the Symbol dialog box. An Alternate Method of Adding a Field on page 256 Customizing Markers on page 256. To select a character for the new marker. 11. The Add Marker dialog box appears. you can create new markers for marking your data. Deleting a Marker from the File on page 257. (Optional) 5. Enter a name for the new marker in both the Singular and Plural fields. 8. The Symbol dialog box opens. Click Next. The Preview area of the Add Marker dialog box lets you see the results of all your formatting decisions as you make them. This section discusses the following topics: Creating New Markers on page 253. (Optional) Tip: 6.PHA-Pro Chapter 11: Customizing Your Templates Markers In Markers under Project Settings. click OK. Use the Font field at the top of the dialog box to change to a different font set if you do not see the character of interest. Under Size. (Figure 11-6) Tip: 7. Typing a label in the Keyword field helps the software to identify this new data element when you copy data between files or from a library. If you are creating a new marker from Project Settings. 2. 4. Click New Marker. Click the symbol you want to use. The symbol selection options page opens. click the arrow. Enter a label in the Keyword field. (Figure 11-5) 3. Type a short form for the marker name in the Abbreviation field. You can specify which symbol you want for a custom marker and then use it to quickly mark data in your file. click Choose Symbol. A drop-down list of markers and marker options appear. 10. 5. click Choose Symbol. Note: For some symbols. click one of the following: • • 13. Action To define the size. Tip: 9. April 2. 3. click Markers. To change the color of the symbol’s outer border: • • 15. 16. there is no fill color. Click the color you want to use. Use the Font field at the top of the dialog box to change to a different font set if you do not see the character of interest. 11. The new marker appears at the bottom of the list. Font Size Character Height.PHA-Pro Chapter 11: Customizing Your Templates Step 12. The Symbol dialog box opens. Click the size you want the symbol to be. The Preview area of the Add Marker dialog box lets you see the results of all your formatting decisions as you make them. To change the color that appears inside the symbol: • Click the Fill Color arrow to open the pop-up color palette. Enter a name for the new marker in both the Singular and Plural fields. 2. Click the symbol you want to use. (Optional) 6. Bold. Darken. To create a new marker: Step Action 1. In Project Settings. Click the Outline Color arrow to open the pop-up color palette. Click the Symbol tab. Creating New Markers in Project Settings Click Finish. Click Add. select one or more of the following: • • • 14. Under Size. To select a character for the new marker. 4. 10. Type a short form for the marker name in the Abbreviation field. click OK. click the arrow. The symbol page opens. In the Symbol dialog box. A drop-down list of point sizes opens. 2013 254 . 8. To further customize the symbol. • Click the color you want to use. (Figure 11-5) 7. Click the Name tab in the right hand pane. Italic. You can add any type of field to a marker by adding a hierarchy item to the marker. 13. click one of the following: • • Font Size Character Height.PHA-Pro Chapter 11: Customizing Your Templates Step 12. Action To define the size. To change the color of the symbol’s outer border: • • 15. Note: For some symbols. select one or more of the check boxes called Bold. Click the color you want to use. Figure 11-5: The first step of completing the Add Marker dialog box is to enter a name for the custom marker you are creating. Adding Data Fields to a Marker You can increase the usefulness of your new marker by adding one or more data fields to it. Click the Outline Color arrow to open the pop-up color palette. Italic and Darken. 14. To change the color that appears inside the symbol: • Click the Fill Color arrow to open the pop-up color palette. there is no fill color. 2013 255 . To further customize the symbol. April 2. Figure 11-6: You can select whatever symbol you want for the new marker and then format its appearance. • Click the color you want to use. The Hierarchy opens. and Abbrev. (Optional) 7. 7. Action On the tool bar. fields to modify the naming conventions for the marker. Under Markers in the left pane of Project Settings. Go to Insert>Column. Enter additional information about the marker in the Comments field. Click the marker you want to modify. April 2. For more information. click the Symbol tab. Click List of Marked Items Tab. 5. 2. 3. 6. Plural. A drop-down list of marker options appears. An Alternate Method of Adding a Field To add a field without using the hierarchy: Step Action 1. 2. Customizing Markers To customize a marker: Step 1. 4. Enter the name of the field in the Name field. see Adding Items to the Hierarchy on page 262. click Hierarchy. In the right pane. Open Markers. Select the type of field in the drop-down Column Contains field. 4. Action In Project Settings.PHA-Pro Chapter 11: Customizing Your Templates To add fields to a marker: Step 1. Go to Show Column>New Column. 5. Edit the Singular. Click the Marker to which you want to add the field. Project Settings appears. The markers are listed. 3. On the worksheet to which you want a column. Click the marker into which you want to insert the new object. click the Name tab. Add the hierarchy item. 2013 256 . New Column dialog box opens. Click Customize Markers. Tip: An alternate method of getting to the New Column dialog box is: 1. click the beside the Marker button. 3. 2. the software displays a list of all the markers in your file. In the right pane. Right-click the header. Click Ok. 4. 6. In the Symbol dialog box. To change the color of the symbol’s outer border: • • 16. Carry out steps 4 to 17 in Customizing Markers on page 256. Tip: You can also modify a marker by: 1. 12. click OK. select one or more of the check boxes called Bold. To change the color that appears inside the symbol: • Click the Fill Color arrow to open the pop-up color palette. The Symbol dialog box opens. Character Height. A drop-down list of point sizes opens. Click the marker you want to modify. Tip: Before deleting a marker. Deleting a Marker from the File You may have created markers in previous studies. 11. Click the marker you want to delete. 17. Click the size you want the symbol to be. Italic and Darken. Click Finish. Use the Font field at the top of the dialog box to change to a different font set if you do not see the character of interest. Click the color you want to use. 13. 3. 2013 257 . click Markers. 2. April 2. To further define the size. 3. click the arrow. Note: For some symbols. In Project Settings. 9. Click the symbol you want to use. Action To select a character for the new marker. 14. which you no longer have any use for. • Click the color you want to use. 2. The Preview area of the Add Marker dialog box lets you see the results of all your formatting decisions as you make them. You can quickly do this by: 1. and want to delete from the file. click Markers. click Choose Symbol.PHA-Pro Chapter 11: Customizing Your Templates Step 8. you should check if the marker is being used in the file. 15. Click the List of Marked Items tab. there is no fill color. Tip: 10. To customize the appearance of the symbol. click one of the following: • • Font Size. Under Size. In Project Settings. Click the Outline Color arrow to open the pop-up color palette. PHA-Pro Chapter 11: Customizing Your Templates To delete a marker from the file: Step 1. or Right-click and select Delete from the drop-down menu. 2. 2. Click Yes to remove the marker. a dialog box opens asking you if you want to continue and warning you that data may be lost. 3. Click Markers in the left hand pane. Click Hierarchy. Click Remove on the Markers or Hierarchy bar. The markers are displayed. Tip: If the marker is being used in the file. No to keep the marker. Open the Markers folder. Or 1. The marker is moved from the file. Action In Project Settings: 1. Select the marker you want to delete. 2013 258 . April 2. or Cancel to cancel the procedure. Reference . The information in these three sections can be updated in either their own section or the Hierarchy.used for entering dates in the field using the pop-up calendar only. Formula . Furthermore.used to depict a variable breakdown of systems or processes. but you can only create one instance of a group on a page. Revision #. data in PHA-Pro is organized and displayed in a parent and children relationship.used for creating formulas to help analyze your data. Nodes is the parent. These formulas can include statistical. Using this feature and the Sheets feature. Number Field .has basically the same function as List. the rest are used to manage the input data. Structure List . and Markers are the first three folders found in the Hierarchy. Dependency Matrix . you can create your own customized template for your studies. Simple Calculation . math and trig.used for creating a many to one correspondence between tables.used to help you to locate the intersection of x and y points.used to compare two or more lists. Data Field Icons used in the Hierarchy There are 12 data types as shown below. and logical functions. rather than having fixed levels of parent-child tree as one would with the regular List item.used for creating rows in a worksheet.used for entering numbers that can be used in Formulas or Calculations in the field . The data is either a one-to-one or a one-to-many relationship. April 2. for example severity and likelihood.used for calculating the sum or product of two or three number fields. Group . The data fields are represented by a number of icons: Icon Definition Text Field . Date Field . Codes and Categories. If you look at the Hierarchy you will notice that Risk Systems. In the example shown below. The information in these folders and in the appropriate sections are the same.used for creating a one to one correspondence between tables. in a 2D matrix. and Node. List of References .used for entering text and all symbols in the field. Equipment ID. 2013 259 .PHA-Pro Chapter 11: Customizing Your Templates The Hierarchy The Hierarchy defines the interrelationships of your data in the report. The first three types are used for inputting data. Lookup in Matrix . List . One Node can have many Deviations. which form one-to-many relationship. 2013 260 . Revision # are one-to-one relationship.PHA-Pro Chapter 11: Customizing Your Templates etc. Figure 11-7: The Hierarchy feature defines the hierarchical relationships between the different types of data in your file. Node. Equipment ID. April 2. are the children of Nodes. you encouter problems when using the update template or compare documents functions. April 2. You can. 2013 261 . however.PHA-Pro Chapter 11: Customizing Your Templates Limitations When Working With Hierarchy Items When you add. have fields with the same name as children of different list fields. you must ensure that the item’s name is unique for that list. If you have hierarchy items with the same name in the same list. you cannot have two fields with the same name under the same parent at the same level. In other words. move or rename hierarchy items. you cannot have two fields with the same name under the same parent at the same level. Type a name for the new object in the Full Name filed. Adding a Number Field on page 263. type it in the Abbrev.to a list. Importing Hierarchy Items from Another Template on page 275. 5. Once you have added new fields to your hierarchy. or other items to the Hierarchy. If you want to record additional information about the new object. field. Date Fields. Adding a Structure List Field on page 265. Adding a Lookup in Matrix Field on page 266. Date Field. (Optional) 8. enter these details in the Comments field. Group. have fields with the same name as children of different list fields. data fields or columns in your templates. you can display them as headers. In other words. April 2. The Hierarchy opens. click Hierarchy. Adding a Dependency Matrix on page 267. date field or group to the hierarchy: Step 1. (Figure 11-9) 6. or Groups on page 262. Adding a Simple Calculation Field on page 271. 2. Adding References or List of References on page 263 Adding a List Field on page 264. You can. To specify a short form of the name. Select one of: • • • Text Field. all names for that list must be unique. displaying a list of objects you can add to your hierarchy. however.PHA-Pro Chapter 11: Customizing Your Templates Adding Items to the Hierarchy You can add new data fields. 2013 262 . Click Add on the Hierarchy bar. Click Next to advance to the naming convention options. Adding a Formula Field on page 272. Action In Project Settings. or Groups To add a text field. The New Hierarchy Item dialog box opens. Adding Text Fields. (Figure 11-8) 4. Date Fields.sub-lists and data fields . 7. This section discusses the following topics: Adding Text Fields. Click the level of your hierarchy into which you want to insert the new object. Note: When you add children . 3. Click Add on the Hierarchy bar. Type a name for the new object in the Full Name field. 5. field. Select Number field. Action Click Finish. If you want to record additional information about the new object.Number Format dialog box opens. Click Next. Action In Project Settings. displaying a list of objects you can add to your hierarchy. Click the level of your hierarchy into which you want to insert the new object. Add a Prefix or a Suffix to the numbering by entering the information in the appropriate field. 10. click Hierarchy. Action In Project Settings. Click the box if you would like the software to discard any zeros after the decimal point. enter these details in the Comments field. To add a reference or a list of references to the hierarchy: Step 1. (Figure 11-9) 6. The Hierarchy opens. Click the level of your hierarchy into which you want to insert the new object. PHA-Pro displays a check box titled Trim trailing zeros after decimal point. 9. 2013 263 . To use scientific notation for your number. To specify a short form of the name. 3. Select the number of digits that you want the software to display after the decimal point in the chosen number field from the Digits after decimal point drop down list. The new object appears in Project Settings. Adding a Number Field To add a number field to the hierarchy: Step 1. (Figure 11-8) April 2. (Optional) 8. Tip: Adding References or List of References If you chose any number other than 0. 3. type it in the Abbrev. Click Next to advance to the naming convention options. The New Hierarchy Item dialog box opens. click Hierarchy. 2.PHA-Pro Chapter 11: Customizing Your Templates Step 9. The Hierarchy opens. select the Scientific Notation check box. Click Add on the Hierarchy bar. (Figure 11-8) 4. displaying a list of objects you can add to your hierarchy. 7. 2. The New Hierarchy . The New Hierarchy Item dialog box opens. 12. 11. Click Finish. (Optional) 13. The New Hierarchy Item . Action In Project Settings. If necessary. (Figure 11-9) 6. you can also complete an additional field Plural. 7. type it in the Abbrev. Enter a name for the list in the Singular field.Name dialog box opens. enter it in the Plural field. Select List. To specify a short form of the name. Click the radio button beside the appropriate type of data. The New Hierarchy Item dialog box opens. 5. Click the level of your hierarchy into which you want to insert the new object. Click Add on the Hierarchy bar. This option instructs the software to use the same name as the data element to which this new object will be linked. 11. 2. open a folder to display its contents. To specify a plural form of the name. Click Finish. enter these details in the Comments field. Tip: Instead of entering a name. 3. click Hierarchy. The new link or list of links appears in the left pane. 10. field.PHA-Pro Chapter 11: Customizing Your Templates Step 4. Tip: For some objects. Click Next. 5. 12. If you select the check box. 7. (Optional) 8. Note: You can select only one option from the list. Click Next to advance to the naming convention options. If you want to record additional information about the new object. you can select the check box titled Use name of linked item. displaying a list of objects you can add to your hierarchy. (Figure 11-8) 4. To add a list field: Step 1. Adding a List Field A list allows you to create sub lists and items so you can further breakdown your study. The software displays a list of data elements to which you can establish a link. 9. Type a name for the new object in the Full Name or Singular field. Click Next. (Optional) April 2. Action Select either: • • Reference. The Hierarchy opens. List of References. 2013 264 . (Figure 11-9) 6. the name fields become dimmed and cannot be modified. Note: The Structure List field can only be used at the Top level of the hierarchy. For more information. 11. enter these details in the Comments field. 14. The New Hierarchy Item . The Structure List item allows users to depict a variable breakdown of systems or processes.PHA-Pro Chapter 11: Customizing Your Templates Step Action 8. Click the number of cascaded levels that you want to be able to use. If you want to change the separator from a period.1. Enter the place holding text in the text field. enter it in the Abbrev. a system may have multiple sub-systems. Select the number style from the Number Style drop-down list. Select the Cascaded Numbering check box if you want to be able to use a cascaded structure for numbers in the list. rather than having fixed levels of parent-child tree as one would with the regular List item. 15. If you turned on cascaded numbering. Use the Separator field to specify the type of character that appears between cascaded numbers.Numbering Style dialog box opens. 10. 12. but each sub-system may have varying levels of breakdown . For example. 17. 16. April 2. 2013 265 . (Optional) 9. see Adding Formulas to Structure Lists on page 281. 1. 2. To allow gaps in the numbers. while Sub-System B does not require further breakdown.1. The Structure List provides this flexibility. 19. 13.1. If you want to record additional information about the new object. Click Next. select the Allow gaps in numbering check box. click the Levels arrow. such as the following: 1. field. it can only be located in the root folder “Study”. you can change it in the Separator field. A drop-down list of numbers opens.Sub-System A is further divided to a Component level and then Item/Part level. Click Finish. Adding a Structure List Field Select the Keep placeholder for removed item check box. 1. To specify a short form of the name. (Optional) 18. Note: You cannot use a List of References as the first level of the list. To use place holders for removed items: 1. There are several formulas that you can add to a structured list. In other words. (Figure 11-9) 6. enter these details in the Comments field. To specify a short form of the name. 2013 266 . Select Structure List. 4. The New Hierarchy Item . displaying a list of objects you can add to your hierarchy. Click Next. The New Hierarchy Item dialog box opens. The Hierarchy opens. Adding a Lookup in Matrix Field Click Finish. To specify a short form of the name. type it in the Abbrev. Click Add on the Hierarchy bar. 5. If you want to record additional information about the new object.Name dialog box opens. field. displaying a list of objects you can add to your hierarchy. Action In Project Settings. The Hierarchy opens. (Optional) 8. 7. Enter a name for the look up in matrix in the Full Name field.PHA-Pro Chapter 11: Customizing Your Templates To add a structure list field: Step 1. (Optional) 9. click Hierarchy. 5. To record additional information about the new object. The New Hierarchy Item . If necessary. The New Hierarchy Item dialog box opens. enter it in the Plural field. 7. The New Hierarchy Item . To add a lookup in matrix field to the hierarchy: Step 1. 9. field. Click the Study folder. (Optional) 10. Click Lookup in Matrix. (Figure 7-3) 6. 10. open a folder to display its contents. 3. Click the level of your hierarchy into which you want to insert the look up in matrix field 3.Name dialog box opens. Click Add on the Hierarchy bar. enter these details in the Comments field. Enter a name for the list in the Singular field. (Figure 11-8) 4. 2. enter it in the Abbrev. 2.Matrix to use for look up dialog box opens. Click Next. To specify a plural form of the name. April 2. click Hierarchy. (Optional) 8. Action In Project Settings. Click Next. 12. April 2. The New Hierarchy Item . it would be useful to have data automatically generated and sent to the Control Plan. 2013 267 . You would find the dependency matrices and conditional data mirroring useful in the following circumstances: • • • • In a HAZOP. select the Show More options check box. The dependency matrix helps you to compare two or more lists.Input 2 dialog box opens. Note: Currently. Click the radio button beside the first input you want to use. To expand the list of options for the input value. It would be easier to join the FMEAs and other quality specifications to the Requirements Matrix if data was automatically qualified and mirrored based on weighted scores and importance of the requirements. 15. Tip: 14. Click Next. one list is represented by a row across the top of the sheet and the other a column at the left of a sheet. The intersection of the row and column is the matrix selection that correlates adjoining X and Y values. the associated cause and consequence pair are qualified for LOPA analysis. The New Hierarchy Item . Click the radio button beside the second input you want to use. Select the Study folder. The QFD I/II/III process of APQP methodology would be easier if qualified data automatically cascaded from QFD I to II and then to III. When you have 2 lists. Tip: 16. Click Next. Stature can automatically enter data elsewhere in the study. Click Finish.PHA-Pro Chapter 11: Customizing Your Templates Step 11. Adding a Dependency Matrix To expand the list of options for the input value. Action In Project Settings. Frequently decision making in risk assessments is based on two or more conditions being met. depending on the entry in the matrix. click Hierarchy.Input 1 dialog box opens. Note: You can select only one option from the list. The Hierarchy opens. Action Click the radio button beside the matrix you want to use. In a regular Process-FMEA. To add a dependency matrix: Step 1. conditional data mirroring is only supported for dependency matrices. select the Show More options check box. 13. 2. When used in conjunction with conditional data mirroring. based on the severity ranking. such as from Codes and Categories or another List. Select the Y-axis from the hierarchy. 12. and can be from any level in the hierarchy tree. Click Next.PHA-Pro Chapter 11: Customizing Your Templates Step 3. 15. (Optional) 9. (Optional) 8. enter these details in the Comments field. Select the X-axis from the hierarchy. displaying a list of objects you can add to your hierarchy. 7. 13. Action Click Add on the Hierarchy bar. 14. Type a name for the new object in the Full Name field. Click Next. To specify a short form of the name. The New Hierarchy Item dialog box opens. Click Next. Click Next. Note: This selection must be an existing reference table. and can be from any level in the hierarchy tree. type it in the Abbrev. 5. Select Dependency Matrix. 11. Click Next. Tip: You can set the y-axis to the same List field as the x-axis if you want to determine interfaces at the component level. April 2. (Figure 7-2) 4. 10. field. This must be a List field. To record additional information about the new object. This must be a List field. Select the reference field for the matrix selection. 2013 268 . 6. the destination list can only be a Top-level list. ELSE. square root. cube root. ENDIF. or vice versa. If you set conditional data mirroring. 19. Note: Into this workspace you can only type: • Numbers. -. *. Data Mirroring can be one of the following: • Conditional. the data can also be sent to a Non-Top level list. including logarithms. • Statistical/Combining – functions for maximum. you must use the insert reference button. 3. product. Set the Data Mirroring options between the matrix selection and the destination list. 18. < and =). Click OK. which lets you select a data element from your file.axes. Click to open a pop-up menu containing the following categories of functions: • Constants – Pi. • Mathematical operators (+. constant or operator. see Data Mirroring on page 287. exponents. 2. April 2. Click to open the Insert Reference dialog box. THEN. 3. Select the formula. sum. If you set data mirroring manually. Click OK. (optional) Selecting the Reference 1. E and logical operators. NOT. Action Enter the formulas for both the X. Note: The destination list needs to be an existing List in the Hierarchy. mean and total count. Note: You cannot type the name of a reference in the workspace. Select the destination list field. • Manual. Click Next . • Text – commands to convert text from lower case to upper case. /. cosine and tangent. IF. 20. an additional menu opens. minimum. Selecting the Formula Function 1. 2013 269 . For more information. 2. select the Mirroring Data check box. Note: When you select an option on this menu. Note: The list field must already exist in the Hierarchy. • Logical – Boolean operators: AND. in which case the existing data mirroring functionality would be used. sine.PHA-Pro Chapter 11: Customizing Your Templates Step 16. allowing you to select a specific function. OR. 17. average. If you want to mirror data based on the matrix results. Select the data element. • Math & Trig – mathematical and trigonometric functions.and Y. >. cube root. 3. Click OK. 22. IF. an additional menu opens. cosine and tangent. sum. Select the formula. Click OK. mean and total count. constant or operator. NOT. *. allowing you to select a specific function. < and =). Click to open the Insert Reference dialog box. Then enter the formula function. or vice versa. Enter the reference to the data field of the matrix. ELSE. including logarithms. • Statistical/Combining – functions for maximum. which lets you select a data element from your file. • Logical – Boolean operators: AND. Select the data element. sine. ENDIF. 3. >. you must use the insert reference button. Selecting the Formula Function 1. Note: You cannot type the name of a reference in the workspace. OR. E and logical operators. the formula should look like: User Field 2 Category . • Mathematical operators (+. THEN. Note: When you select an option on this menu. product. enter the formula: 1. square root. For example. 2. /. exponents. • Text – commands to convert text from lower case to upper case. Action If you are using conditional data mirroring. average. 2. Click Next. • Math & Trig – mathematical and trigonometric functions. April 2. 2.PHA-Pro Chapter 11: Customizing Your Templates Step 21. -. Click to open a pop-up menu containing the following categories of functions: • Constants – Pi. minimum.Category = "TRUE" Selecting the Reference 1. Note: Into this workspace you can only type: • Numbers. 2013 270 . product. • Logical – Boolean operators: AND. 3. ELSE. -. Field 2 is your Y-Axis data field. • Statistical/Combining – functions for maximum.Axis data field.Dependency Matrix on page 298. Action In Project Settings. you will get an error message. Select the data element. cube root. You must create a worksheet in the Sheets section to display the matrix. For example. cosine and tangent. 2013 271 . The dependency matrix is completed. constant or operator. Click Finish. Click OK. Select the formula. OR. • Math & Trig – mathematical and trigonometric functions. E and logical operators.PHA-Pro Chapter 11: Customizing Your Templates Step 23. 3. sine. Action If you are using data mirroring. Click to open a pop-up menu containing the following categories of functions: • Constants – Pi. allowing you to select a specific function. If you just want to insert information from one field. IF. ENDIF. Note: Into this workspace you can only type: • Numbers. click Hierarchy."". "joining text") For example TextField 1 is your X. >. From the Text formula menu. 2. Selecting the Formula Function 1. and "joining text" is " The Priority is ". enter COMBINETEXT Enter the reference to the data field(s) that you want to copy in. NOT. • Text – commands to convert text from lower case to upper case. you must enter two sets of "" otherwise. Click OK. 2. the formula should look like: COMBINETEXT(<TextField 1>. THEN. 2. an additional menu opens. 3. mean and total count. The Hierarchy opens. 24. April 2. Then enter the formula function. Adding a Simple Calculation Field To add a simple calculation field: Step 1. average. Note: You cannot type the name of a reference in the workspace. < and =). sum."") Selecting the Reference 1. you must use the insert reference button. In this case. which lets you select a data element from your file. the formula should look like: COMBINETEXT(<TextField 1>. or vice versa. including logarithms. /. exponents. Click to open the Insert Reference dialog box. create the formula to enter the text you want in the destination list: 1. Note: When you select an option on this menu. see Adding a New Sheet . minimum. *. square root. • Mathematical operators (+.<TextField 2> or "TEXT". For more information. PHA-Pro’s formula creation tools make it easy to define new formulas. 13. When you are creating your formulas. The New Hierarchy Item . If necessary. 15. Click Next. The Input Value 1 dialog box opens. Tip: If you chose any number other than 0. 3. 5. To use scientific notation for your number. if you are revalidating a study. if you wanted to automatically calculate the number of days difference between the estimated and actual end date. as well as the information in the markers and notes. For example. you could create a formula that subtracts the estimated date from the actual date. The New Hierarchy Item dialog box opens. The result of this calculation would be the number of days that the actual date was after the estimated end date. 12. (Optional) 11. Adding a Formula Field 14. you can select only the data that has not been revalidated by creating a formula that references the validation April 2. 9. Click Finish. Repeat steps 11 to 13 for each additional input value. 2013 272 . displaying a list of objects you can add to your hierarchy. open a folder to display its contents. Add a Prefix or a Suffix to the numbering by entering the information in the appropriate field. PHA-Pro displays a check box titled Trim trailing zeros after decimal point. Note: You can select only one option from the list. Select the number of inputs by selecting either: • • 2. 6. 8. Click the box if you would like the software to discard any zeros after the decimal point. 3. Select the type of operation by selecting either • • 7. select the Scientific Notation check box. you can reference not only data in your study but also markers and notes. 10.Calculation Type dialog box opens. (Figure 11-8) 4. For example. Click Add on the Hierarchy bar. Click the radio button beside the appropriate type of data. Add. Select the number of digits that you want the software to display after the decimal point in the chosen number field from the Digits after decimal point drop down list.PHA-Pro Chapter 11: Customizing Your Templates Step Action 2. Select Simple Calculation. Click the level of your hierarchy into which you want to insert the new object. Multiply. Tip: You can use the formula field to calculate the number of days between dates or adding or subtracting a set number of days from a date to give a new date. Click Next. and then import the data into your library. If you want to record additional information about the new object. To specify a short form of the name. Action In Project Settings. The next section.Name dialog box opens. click Hierarchy. 2013 273 . enter these details in the Comments field. Tip: The formula for selecting data that is marked with a marker is: IF COUNT( Marker ) > 0 THEN TRUE ELSE FALSE ENDIF. 10. IF COUNT( Marker ) > 0. You could then select only flagged data.PHA-Pro Chapter 11: Customizing Your Templates markers. type a name for the new formula. Click Formula. 2.e. (Figure 11-10) April 2. THEN TRUE. (Optional) 11. type it in the Abbrev. sets the logical condition if the conditions are not met. Completing the Keywords field helps the software to identify this new formula when you copy data between files and from libraries. (Figure 11-9) 6. Complete the Keywords field. (Optional) 8. the marker is not present. ELSE FALSE. The name of the new formula appears in the left pane. Another use of markers would be to mark information that you want to import into your libraries. The New Hierarchy Item dialog box opens. In the right pane. In the right pane. The Formula page opens. (Optional) Tip: 12. 9. field. click the Naming Convention tab. To add a formula field to the hierarchy: Step 1. The last section. Click Next The New Hierarchy Item . 5. click the Formula tab. Click Add on the Hierarchy bar. Make sure it is highlighted. 3. sets the logical condition if the conditions are met. The Hierarchy opens. Click Finish. i. In the Full Name field. 4. • • • • The first section of the formula. Click the spot in your project hierarchy where you want to insert a new formula. checks to see if the marker is present in the data field. closes the formula. 7. ENDIF. The third section. • Mathematical operators (+. you must use the insert reference button. • Logical – Boolean operators: AND. Display the formula in your study. >. until the message “No errors” appears at the bottom of the Formula tab. ENDIF. For more information. Tip: to open the Insert Reference dialog box. April 2. *. Note: Into this workspace you can only type: • Numbers. Select the data element. ELSE. • Statistical/Combining – functions for maximum. sum.PHA-Pro Chapter 11: Customizing Your Templates Step 13. square root. Select the marker from the drop-down list. • Math & Trig – mathematical and trigonometric functions. OR. which lets you If you want to reference a marker in a data element: 1. see Hiding or Displaying Header and Data Fields Using the Right-Click Menu on page 160. product. including logarithms. 14. repeat the above steps to modify the formula. Click OK. select a data element from your file. an additional menu opens. Selecting the Formula Function 1. review the bottom of the Formula tab to check the status of your new formula • • • 15. the software will be able to successfully execute the formula. Select the formula. 2013 274 . and you must edit the formula until No errors appears. Click 2. 3. such Something is missing. cosine and tangent. average. Click OK. minimum. Action Define your new formula in the blank workspace by selecting the references and formula: Selecting the Reference 1. Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box on page 160 or Hiding or Displaying Headers and Data Fields Using Project Settings on page 161. E and logical operators. exponents. IF. 3. cube root. -. THEN. < and =). If the message No errors appears. allowing you to select a specific function. • Text – commands to convert text from lower case to upper case. If the software displays an error message. it is not able to properly calculate a result. Click 2. NOT. In the Insert Reference dialog box. right-click the data element that you want the formula to check for the marker. or vice versa. 2. of functions: • Constants – Pi. sine. Note: You cannot type the name of a reference in the workspace. 3. Click OK. the formula has not been properly defined or the values that the formula is using to produce the result are invalid. To resolve the error. to open a pop-up menu containing the following categories Note: When you select an option on this menu. /. If #ERROR! appears in a data field or cell containing a formula. or edit the invalid data. constant or operator. mean and total count. When you finish specifying all of the variables and functions. Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog Box on page 160 or Hiding or Displaying Headers and Data Fields Using Project Settings on page 161. Tip: 7. The right-click menu opens. The Hierarchy opens. all of that item’s children are automatically selected as well. Select the item(s) that you want to import by selecting the appropriate check boxes. 5. To import hierarchy items from another template: Step 1. Click OK. 4. Right-click the List or Group item of your hierarchy into which you want to import the hierarchy items. 2. Click Open. Select Import. click Hierarchy. see Hiding or Displaying Header and Data Fields Using the Right-Click Menu on page 160. If you do not want all of the children imported. see For more information. Select the template from which you want to import the hierarchy items. April 2. the Import function is not in the right-click menu. The Import Hierarchy Items dialog box opens. 8. When you select an item. On the item is imported. Display the items in your study. The items are imported into PHA-Pro as children of the List or Group selected. you can deselect the individual items. For more information. its children are automatically imported with it unless you deselect them. no data is imported.PHA-Pro Importing Hierarchy Items from Another Template Chapter 11: Customizing Your Templates You can import hierarchical items from other templates into your current one. Action In Project Settings. When you import an item. 6. 3. Note: If you have not chosen a List or Group item. 2013 275 . Figure 11-9: You can create any name for the new hierarchy object.PHA-Pro Chapter 11: Customizing Your Templates Figure 11-8: The first step of completing the New Hierarchy Item dialog box is to specify what you want to add to your project hierarchy. Figure 11-10: Using the buttons and menus to insert references and functions makes it easy to define a formula for your new chart. 2013 276 . April 2. The Hierarchy opens. You can use the data mirroring function and April 2. Action In Project Settings. 3. Data Mirroring on page 287. Sample Structured List Formulas on page 283. To delete an item from the hierarchy: Step 1. click Hierarchy. 2013 277 . Renaming Hierarchy Items on page 278. restructure the hierarchy and redefine the interrelationships in the file. Moving Hierarchy Items on page 279. Adding Keywords on page 284. you can remove items. and set up parallel hierarchy items. Adding Data Mirroring to Different Hierarchy Levels on page 289. Deleting Hierarchy Items You can delete items from the hierarchy. Adding Hyperlinks to Mirrored Text Fields on page 292. Splitting the Hierarchy Splitting allows you to copy your hierarchy from one part of the study to another. Defining Data Linkages on page 285. The chosen object disappears from your hierarchy. Creating a Disable Remove or Disable Edit Dialog Box on page 291. This section discusses the following topics: Deleting Hierarchy Items on page 277. 4. Replacing Text Fields with List Fields on page 286. Adding Global Names on page 284. Setting Hyperlink Options on page 292. select the object you want to delete. Removing Data Mirroring from a Field on page 293. As well as adding hierarchy items. Adding Clipbooks To Text Fields on page 284. click Yes. Setting Numbering Options for Lists on page 280. Adding Formulas to Structure Lists on page 281. 2. In the confirmation dialog box. Setting Numbering Options for Number Fields on page 279.PHA-Pro Chapter 11: Customizing Your Templates Customizing the Hierarchy PHA-Pro allows you to modify your templates by customizing the hierarchy. In the left pane. Click Remove on the Hierarchy bar. Splitting the Hierarchy on page 277. right-click the object you want to split. see Data Mirroring on page 287.Sheets dialog box opens. Renaming Hierarchy Items To rename an item in the hierarchy: Note: When you rename a hierarchy item you must ensure that its name is unique in the new position. Click <Click here to select an action>. see Data Mirroring on page 287 and Adding Keywords on page 284. field. field. Edit the information contained in the various name fields. Click Finish. click Hierarchy. For more information. In the left pane. The Split Hierarchy Item . The Split Hierarchy Item . To split a list. In the left pane. The Hierarchy opens. The Hierarchy opens. 2. In the right pane. link or folder you want to rename. Select an action from the drop-down list. 7. click Hierarchy. If you want to mirror data. Click Next. 4. Select an action from the drop-down list. Enter the new name of the item in the Name for new copy of hierarchy item field. 5. Select an action for each additional item that contains the item: 1. 2. select the list. Select Split. 2. Select an action for each sheet that contains the item: 1. 3. link or folder in the hierarchy: Step 1. click the Naming Convention tab.References dialog box opens. April 2. For more information. 6.PHA-Pro Chapter 11: Customizing Your Templates global names when splitting. 4. The Split Hierarchy Item . select the Enable data mirroring check box. Action In Project Settings. 2. 8. 9. The item is split. Step 1. 3. Action In Project Settings. 2013 278 . Click <Click here to select an action>. A pop-up menu opens. Click Next.name dialog box opens. 10. The Hierarchy opens. 3. Action In Project Settings. 2. 3. 2013 279 . A thick line indicates where the object appears after you release your mouse button. If this check box is selected. 5. When you move a hierarchy item. In the right pane. Click the Digits after decimal point arrow. (Figure 11-11) The Number Format tab opens. The Hierarchy opens. Moving Hierarchy Items You can drag and drop items from one place in the hierarchy to other places. drag the selected object to a new position in the hierarchy. To move hierarchy items: Step 1. Providing an abbreviation for the name is optional. Click the box if you would like the software to discard any zeros after the decimal point. click Hierarchy. all of its children are moved with it. In the left pane. the name fields cannot be modified. PHA-Pro displays a check box titled Trim trailing zeros after decimal point. the software provides the check box titled Use name of linked item. Action In Project Settings. 4. Tip: If you chose any number other than 0. Tip: Use the Comments field if you want to record additional details about the object you are renaming. A drop-down list of numbers. click the hierarchy item that you want to move.PHA-Pro Chapter 11: Customizing Your Templates Note: For a reference or list of references . Tip: Completing the Keywords field helps PHA-Pro to identify the object you are renaming when you copy data between files and from libraries. click the number field for which you want to set the numbering options. ranging from 0 to 12 opens. Note: The fields that are available depend on the object you are renaming. Setting Numbering Options for Number Fields Release the mouse button. 2. Select the number of digits that you want the software to display after the decimal point in the chosen number field. click the Number Format tab. 4. click Hierarchy. To define the number of digits that appear after the decimal point in number fields: Step 1. In the left pane. Note: When you move a hierarchy item you must ensure that its name is unique in the new position. Holding the left mouse button down. April 2. This option instructs the software to use the name of the data element to which this object is linked. iv. Click the Number Style arrow. You can use one of the following styles: • • • • • • • • (None). Extended Upper (1. 1a. iii. c. 5. 3a. April 2. The Hierarchy opens. … Extended Upper (1. II. IV. see Changing the Numbering of a List Cell on page 105. In the right pane. 3A.. Setting Numbering Options for Lists PHA-Pro lets you specify numbering styles.. b. 2. 2.). For more information. you can change the numbering in an individual cell. 3B. d. … I. Tip: If you use the extended or custom options. Action In Project Settings. 1A. … a. ii. B..PHA-Pro Chapter 11: Customizing Your Templates Figure 11-11: You can control the way a number field works by using the Number Format tab. 1. (Figure 11-12) 4. click Hierarchy.. Click the numbering style you want to use. 2. 3. Click the list for which you want to set the numbering options. 2.). separators and cascading options for lists of data. C. click the Numbering tab. III. … A. 3. 3b. D. • Custom (any text allowed). 2013 280 . To set the numbering options for lists: Step 1. … i. 4. A drop-down list of numbering styles opens. The style of the numbers that the software displays can also be changed. but you can enter a different character in this field. Additional Steps for Cascading Numbering 7. You add formula fields as children of your structure list. ISSTRUCTURELEAF . these formulas are added as columns.This is a constant variable that provides the level of the list item in the list. The available formulas are: • • STRUCTURELEVEL . Select the Cascaded Numbering check box if you want to be able to use a cascaded structure for numbers in the list. Use the Separator field to specify the type of character that appears between cascaded numbers. Action Use the Separator field under Format to specify the type of character that appears between numbers and your data. This formula is found in the Text menu.1. This formula is found in the Logical menu April 2. 1. If you turned on cascaded numbering.1. By default. Click the number of cascaded levels that you want to be able to use. Adding Formulas to Structure Lists There are several formulas that you can add to a structured list that would provide added value to your study. Figure 11-12: The Numbering tab in Project Settings allows you to select a number style and turn on cascaded numbering for lists of data. such as the following: 1. 10. the software uses a period.PHA-Pro Chapter 11: Customizing Your Templates Step 6. 2013 281 .1. 8. (Figure 11-13) When you create a worksheet for your structure list. 9. A drop-down list of numbers opens. 1.This formula separates list items that have children (not a leaf) from those that do not have children (leaf). click the Levels arrow. For more information. April 2. Click Add on the Hierarchy bar. 2013 282 . Add the Formula field. To add a formula to a structure list: 1. 4. Figure 11-13: You attach the formula field as a child to the structured list as you would attach any field to the hierarchy. It returns the maximum child level that belongs to list item. 3. 2. click the Formula tab. Hiding or Displaying Columns Using the Sheet Properties Dialog Box on page 173 or Hiding or Displaying Columns Using the Project Settings on page 174. Click the Structured List to which you want to add a formula. In the right pane.PHA-Pro Chapter 11: Customizing Your Templates • • STRUCTUREMAXCHILDLEVEL . When you create your worksheet. The Formula page opens. The Hierarchy section opens. (Optional) Tip: 6. 5. the formula(s) are selected as columns. Define your new formula in the blank workspace by selecting the references and formula. click the Naming Convention tab. 8. 7. GETCHILDREN . see Hiding or Displaying Columns Using the RightClick Menu on page 173. Display the formula in your study. This formula is found in the Statistical/Combining menu. This formula is found in the Text menu.This formula menu item gets the information for all of the children of list item. see Adding a Formula Field on page 272. The New Hierarchy Item dialog box opens. For more information. (Optional) Complete the Keywords field.This is a constant variable. Completing the Keywords field helps the software to identify this new formula when you copy data between files and from libraries. In the right pane. Cost of Child Folders Syntax: SUM(GETCHILDREN(Cost where NOT ISSTRUCTURELEAF)) This returns the sum of all level 3 children. StructureLevel Syntax: STRUCTURELEVEL This returns which list items that have children (not a leaf) and which list items do not have children (leaf). Cost of items bet levels 2 and 3 Syntax: SUM(GETCHILDREN(Cost where STRUCTURELEVEL>1 and STRUCTURELEVEL<4)) April 2. 2013 283 . Cost of items at level 3 Syntax: SUM(GETCHILDREN(Cost where STRUCTURELEVEL=3)) This return the sum of all level 2 and 3 children. IsStructureLeaf Syntax: IF ISSTRUCTURELEAF THEN "LEAF" ELSE "Not a leaf" ENDIF This returns the maximum child level that belongs to each list item Max Child Level Syntax: STRUCTUREMAXCHILDLEVEL Cost of All Children This returns the cost of all children that belong to a list item. Syntax: SUM(GETCHILDREN(Cost)) This returns the cost of all children that are leaves that belong to a list item.SUM(GETCHILDREN(Cost where ISSTRUCTURELEAF and STRUCTURELEVEL=MAXLEVEL)) This returns the sum of all child folders.PHA-Pro Sample Structured List Formulas Chapter 11: Customizing Your Templates The following table provides the syntax of the formula fields shown in : Formula Field Description and Syntax This returns the level of the list item. Cost of All Leaves Syntax: SUM(GETCHILDREN(Cost where ISSTRUCTURELEAF)) This returns the sum of all the children that are at the maximum level. Syntax: Cost of max child levels LET MAXLEVEL = STRUCTUREMAXCHILDLEVEL. 5. 2. the information from the clipbook is displayed. In the left hand pane. that use the template. to access the clipbook. 3. Keywords are used in conjunction with Copy From and AutoType filters. When you select the local clipbook option in AutoType or CopyFrom. Adding Keywords Enter the keyword(s) in the Global Name field. For more information. A new row is added. Global Names are an optional alternate name for a hierarchy item that is used primarily in conjunction with data mirroring or split function. To add a global name: Step 1. 2. In the first empty row. In the left pane. In the right pane. click the hierarchy item for which you want to add keywords. April 2. Completing the Keywords field helps the software to identify the hierarchy item when you copy data between files and from libraries. Action In Project Settings. On the right hand pane. click the Naming Convention tab. You can use data in Copy From or AutoType from different columns in the worksheet by using the same Keyword in the hierarchy. Adding Global Names Repeat steps 4 and 5 until all information is listed. 2013 284 . The Hierarchy opens. click Clipbook. enter the first item of the list. This name describes the item fully within the study.PHA-Pro Adding Clipbooks To Text Fields Chapter 11: Customizing Your Templates A clipbook is a localized list that is attached to a specific hierarchy text field. 3. 6. Tip: We suggest that you add your clipbooks to your template files rather than individual studies. select the Text Field to which you want to add the clipbook. see Splitting the Hierarchy on page 277 and Data Mirroring on page 287. The Hierarchy opens. This name is used on menus for Send To command of the data mirroring or split functions (if the template is set up to use this command). Click the Enter key on the keyboard. click Hierarchy. 4. Action In Project Settings. There may be different messages and prompts in the software where Global Name is used to identify an item. To add a clipbook: Step 1. This allows all subsequent studies. The Naming Convention tab opens. click Hierarchy. 4. There are two different types of data linkages: • Reference. Review the tab to find out what type of information the chosen data is linked to. 2013 285 . 3. Action In Project Settings.. click the Naming Convention tab. .PHA-Pro Chapter 11: Customizing Your Templates To add keywords: Step 1. tab. Note: The name of this tab depends on the object you selected in step 1. Defining Data Linkages Enter the keyword(s) in the Keywords field. click Hierarchy. click the hierarchy item for which you want to add keywords. 4. In the right pane. If a confirmation dialog box opens. In the left pane. 6. click the radio button beside a different type of data. 4. 2. click Hierarchy. To define data linkages: Step 1. 2. The linked data element has a selected radio button. Action In Project Settings. • List of References. The Hierarchy opens. The Naming Convention tab opens. click Yes to modify the linkage. To modify this linkage. 3. . Click the or of interest. (Figure 11-14) 5. links a field to a data field and all of its sub-fields. click the Link or Link to. April 2. In the right pane. A chain link ( or ) beside a data element in the left pane of Project Settings indicates that the data is linked to other information in your file.. The Hierarchy opens. links a field to a single data field. Click on the data field and drag it onto the list field. you may find that you need to have a list field instead of a text field. The list field is added below the text field. For more information.Name dialog box opens. Click Next. enter the same name as the data field. Click Finish. Select List.Numbering Style dialog box opens. Set the Numbering Style.PHA-Pro Chapter 11: Customizing Your Templates Figure 11-14: You can easily modify data linkages by using the Link or Link to. April 2. To change a data field into a list or sub-list: Step 1. 9. The Hierarchy opens. Click Add on the Hierarchy Bar. tab in Project Settings. Or Right-click the field and select Add from the drop down-menu. see Setting Numbering Options for Lists on page 280. The text field is now a list field and no data has been lost. The New Hierarchy Item ... 10. Click Next. 4. The New Hierarchy Item . 5. 2013 286 . 3. click Hierarchy. and then dragging the existing text field into the list field. You can create a list field with the same name as your text field. Action In Project Settings. 7. Select the data field you want to replace with a list field. Replacing Text Fields with List Fields As you work on your study. The New Hierarchy Item . 6. In the Name field. 8. 2.Type dialog box opens. In the right pane. For example you might want to link the following sets of worksheets: • • • Work Orders with Risk Analysis. The Hierarchy opens. The Mirroring page opens. Note: The column has been added to the worksheet. only the first two fields listed are mirrored. Fields can be mirrored to several other fields with different options for each field. You can automatically add the data. April 2. It is ideal for linking independent worksheets in your study. HAZOP with LOPA. Data Mirroring Highlight and delete the Description field. click Hierarchy. When you add data mirroring to your study. The Add Mirroring dialog box opens. 2. 5. For information on displaying and formatting the column. Data mirroring allows you to dynamically link different worksheets to avoid duplication of work. 2013 287 . Select the hierarchy list field whose data that you want to mirror. If you have two fields under one list and three under the other. you mirror one list field to another. match the item type. you must first mirror the lists that the data fields belong to.PHA-Pro Chapter 11: Customizing Your Templates Step 11. click the Mirroring tab. see Customizing Columns on page 172. Action Release the mouse button. Unlike the Reference function. The data field is now a subset of the list field. For example if you have three fields under each list. or not copy the data at all in a certain field. To help you to link the data selectively. Action In Project Settings. To add data mirroring: Step 1. Click Add. Note: If you are modifying the data mirroring for a different hierarchy item that is a child of the list field chosen in step 2. have PHA-Pro ask for permission to copy the data. BOM with Risk Analysis. you set the copy options. but it is hidden. all three will be mirrored. 12. 3. and PHA-Pro automatically mirrors the data fields under the list. it allows you link the data selectively and ensures that your studies are updated when changes are made in the future. Select the list field to which you want to mirror the data. Note: In order to mirror data fields. (Figure 11-17) 4. Note: When you set your options.When data is removed in the mirrored field.Data can be modified. April 2. i. • Prompt . Select the other options by checking the appropriate check box. It does not affect un-mirrored data (rows with no corresponding row in the other list). you have four drop-down lists one Add and one Remove for each of the two fields. see Creating a Disable Remove or Disable Edit Dialog Box on page 291. your options are: • Always Add . • Disable Remove .PHA-Pro Chapter 11: Customizing Your Templates Step 6. Note: The Disable Remove option only affects data that is mirrored. Note: You can set different options in one end of the mirroring relationship and not the other. From the drop-down lists in the Options section.When data is removed in one mirrored field. it is never added to this field. it is automatically added to this field. you can create a dialog box that informs the user that mirrored data in the column cannot be removed or edited.e. PHA-Pro automatically sets the options in the mirrored field to match.When data is modified in the mirrored field. it is never removed from the other field.e. it is never modified to this field. Note: The Disable Editing option only affects data that is mirrored. respectively. It does not make the entire column read-only. set the copy options. For the two Remove fields. i.When data is entered in the other mirrored field. If the object in the hierarchy does not have children. it is automatically modified to this field. it is automatically removed from the other field. • Disable Editing . For the two Add lists. Select the appropriate option for each field. one for each of the fields. Tip: 8. but not removed from the field. The Add Mirroring dialog box closes.When data is entered in the other mirrored field. • Prompt . • Don’t Remove . For more information.Makes the text in that field read-only.When data is entered in the other mirrored field. you have two drop-down lists.When data is modified in the mirrored field. Action Click OK. you must approve the addition of the data in this field. It does not affect un-mirrored data (rows with no corresponding row in the other list). your options are: • Always Remove . If you select either the Disable Remove or Disable Editing.When data is removed in one mirrored field. 7. you must approve the modifications of the data in this field. • Don’t Add . Your options are: • Always Modify . Select the appropriate option for each list. you must approve the removal of the data in this field. 2013 288 . • Don’t Modify . and the mirror data field(s) appear in the field(s) to mirror field. • Prompt .When data is modified in the mirrored field. If the object in the hierarchy has children. you can require prompts in one field and not the other. a data field and not a list field. Selecting the Formula Function 1. Click More Options. There must be data in the parent before you can add data to the child. minimum. square root. 3.PHA-Pro Chapter 11: Customizing Your Templates Step 9. 2. 2. For example. 10. including logarithms. 3. Repeat steps 3 to 8 for each hierarchy item under the list field chosen in step 2 that you want to set mirroring conditions for. Note: You cannot type the name of a reference in the workspace. Click OK. the formula should look like: User Field 2 Category . 1. You can mirror data between lists that are at different levels of the hierarchy. Select the data element. • Mathematical operators (+. 3. mean and total count. *. Action If you are want to use conditional data mirroring: Note: You can only apply conditional data mirroring at the list field and not the data field level. cosine and tangent. Click to open the Insert Reference dialog box. >. April 2. Action In Project Settings. Adding Data Mirroring to Different Hierarchy Levels Click to open a pop-up menu containing the following categories of functions: • Constants – Pi. product. exponents. average. < and =). 2. Click OK. sine. constant or operator. • Logical – Boolean operators: AND. sum. The Hierarchy opens. THEN. Select the formula. there is a second set of options that you need to set. ELSE. /. -.Category = "TRUE" Selecting the Reference 1. Then enter the formula function. To mirror data between different levels of the hierarchy: Step 1. • Statistical/Combining – functions for maximum. or vice versa. 2013 289 . Tip: When you select an option on this menu. cube root. When you set up the mirroring. Enter the reference to the data field of the matrix. an additional menu opens. NOT. IF. Note: You cannot add mirrored data from one list to a list whose parent if empty. • Text – commands to convert text from lower case to upper case. click Hierarchy. OR. you must use the insert reference button. Tip: Into this workspace you can only type: • Numbers. E and logical operators. ENDIF. which lets you select a data element from your file. • Math & Trig – mathematical and trigonometric functions. allowing you to select a specific function. For more information. PHA-Pro automatically sets the options in the mirrored field to match. it is automatically removed from the other field. you must approve the removal of the data in this field. 3.When data is removed in the mirrored field. Select the appropriate option for each list. your options are: • Always Add .When data is entered in the other mirrored field.When data is removed in one mirrored field. 6. respectively. Note: When you set your options. but not removed from the field. and the mirror data field(s) appear in the field(s) to mirror field. If the object in the hierarchy has children. see Creating a Disable Remove or Disable Edit Dialog Box on page 291. 10. it is automatically added to this field. your options are: • Always Remove . match the item type. Select the other options by checking the appropriate check box. Click Add. 7. i. 8. you can create a dialog box that informs the user that mirrored data in the column cannot be removed or edited. you must approve the addition of the data in this field. Note: The Disable Remove option only affects data that is mirrored. 9. click the Mirroring tab. The Mirroring page opens. you can require prompts in one field and not the other. Click OK.PHA-Pro Chapter 11: Customizing Your Templates Step Action 2. Select the hierarchy list field whose data that you want to mirror. set the copy options. It does not affect un-mirrored data (rows with no corresponding row in the other list). The Add Mirroring dialog box closes. From the drop-down lists in the Options section. In the right pane. Select the list field to which you want to mirror the data. • Don’t Remove . • Don’t Add . April 2.e. For the two Add lists.When data is removed in one mirrored field. The Mirroring Options window opens. • Disable Remove . Tip: If you select either the Disable Remove or Disable Editing. 5.When data is entered in the other mirrored field.Data can be modified.When data is entered in the other mirrored field. it is never removed from the other field. Select the list to which the child list belongs. 2013 290 . The Add Mirroring dialog box opens. Note: If you are modifying the data mirroring for a different hierarchy item that is a child of the list field chosen in step 2. you have four drop-down lists one Add and one Remove for each of the two fields. • Prompt . For the two Remove fields. 4. Note: You can set different options in one end of the mirroring relationship and not the other. Click More Options. • Prompt . it is never added to this field. Tip: If you select either of the two menu options. 2013 291 . In the Message text field. If you do not select this option. you can create a dialog box that informs the user that the data in the cell is mirrored and cannot be removed (edited). 12. subsequent mirroring is added data as sub-rows of the parent row. an empty place holder cell is entered in the parent list. Select the Prompt for text of new item check box. this option allows you to use "Send to" to select the cell to which you send the data. Action After selecting the Disable Remove or Disable Edit option. Creating a Disable Remove or Disable Edit Dialog Box OK to save the options. • Prompt for text of new item. To create a Disable Remove or Disable Edit dialog box: Step 1. • Show menu or create new item. • Send to existing items or create new item. 2. • Always create new item. This option allows you to add data to the parent item if no data exists. When you select the Disable Remove or Disable Editing option in data mirroring. this option allows you to use "Send to" to select the cell to which you send the data. Menu does not appear if there is only one parent item. If you can mirror data to more than one cell. This option only mirrors data if data exists in the parent list. If you can mirror data to more than one cell.. Action Select the appropriate option from the Options drop-down menu. 13.. subsequent mirroring only allows you to choose between existing parent items. you have three check boxes that you can select: • Show "New. Repeat steps 3 to 13 for each hierarchy item under the list field chosen in step 2 for which you want to set mirroring conditions. click the More Options button on the Mirroring page. you can only add data for a parent item if no data exists. • Send to existing items only. Click: • • 14." option on menu. • Hide menu if only one item.PHA-Pro Chapter 11: Customizing Your Templates Step 11. • Show menu. This option always adds data to the parent list. The Mirroring Options dialog box opens. If you do not select the check box. Cancel to close the window without saving the options. if you want to be able to add the data to the parent list when you mirror the data. enter the message you want to appear in the dialog box. It also can also have a New option that allows you to create a new parent list item. A text box appears allowing you to add new data for the parent. April 2. you can set several options for the hyperlinks.the dialog box closes and PHA-Pro remains in the current cell. (Optional) Tip: 4. Select the Show hyperlink in cell check box. In Project Settings. Click OK. Select or deselect the following check boxes for the hyperlink text: • Use default. it contains the message and two buttons. Setting Hyperlink Options When you are creating your data mirroring hyperlinks. • Include item number. 4. 5. when the dialog box opens. see Setting Hyperlink Options on page 292. Select the mirrored text field to which you want to add the hyperlink. 3. Tip: If you deselect the Use default option. (Optional) For more information. Adding Hyperlinks to Mirrored Text Fields You can insert hyperlinks between the linked text fields. April 2. This allows you to move from the text field on one page to its linked data on another without having to use the right-click menu. Action On the Mirroring page. Click OK. 2013 292 . 4. 2. click Hierarchy 2. The dialog box closes. Select the Include in printed/exported output check box if you want to export the hyperlink when you export the file. Set hyperlink options. The Mirroring page for that hierarchical item opens. To set hyperlink options: Step 1. In the right hand pane. you must provide the text for the hyperlink in the text field. If you click: • OK . click the Mirroring tab. You can go back and change these options at a later time. click Link Options. To add hyperlinks between mirrored text fields: Step Action 1.PHA-Pro Chapter 11: Customizing Your Templates Step 3. Action Select the Provide OK/Cancel buttons and go to the other item if user clicks OK check box.the dialog box closes and PHA-Pro jumps to the mirrored cell. • Cancel . If you select this option. 3. The Link Options dialog box opens. 2. Click the mirroring field you want to remove. April 2. Click Remove.PHA-Pro Removing Data Mirroring from a Field Chapter 11: Customizing Your Templates To remove data mirroring: Step 1. Select the hierarchy item whose data that you want to mirror. click the Mirroring tab. Figure 11-15: The Mirroring page allows you to create data mirroring in the study and set the various options. Action In Project Settings. click Hierarchy. 3. The Hierarchy opens. 4. 2013 293 . In the right pane. 5. and the right pane provides a series of tabs containing customization options. Groups. 2013 294 . forms. Figure 11-16: When Sheets is selected in Project Settings.PHA-Pro Chapter 11: Customizing Your Templates Sheets Sheets are independent of the hierarchy. the left pane identifies your sheets and data pages. They are used to display the hierarchy. April 2. Column Headings and Headers are displayed in worksheets. The right pane for each of the sheets allows you to modify the sheet with respect to hiding or displaying hierarchy items.in your file and place them in the appropriate place by dragging and dropping them. Headings and Label are displayed in forms. third party applications .charts. pictures. You can create any one of a number of types of sheets . worksheets. Click Use the name of the following hierarchy item. click Sheets. Action In Project Settings. Click Use the following name. You can further customize this label by clicking Singular.Picture (from file) on page 301. Click Next. The New Sheet dialog box opens. Click Add on the Sheets bar. Adding a Blank Sheet for use with Another Application in PHA-Pro on page 301 Adding a New Sheet . Adding a New Sheet . Click Next.Collection on page 303. or a new data page appears within an existing sheet. 3. You can also add a suffix to the end of the name by typing one in the Suffix field. • Using the name of an object from your project hierarchy: 1. April 2.PHA-Pro Chapter 11: Customizing Your Templates Adding New Sheets You can customize your template to meet your documentation and reporting needs by defining new sheets. Adding a New Sheet Worksheet To add a new worksheet: Step 1. Name the Worksheet by: • Creating a custom label: 1.Objects from Other Applications on page 299. Or Right-click and select Add from the drop-down menu. When you perform the following steps. Click Worksheet.Name dialog box opens. (Figure 11-17) 6.Form on page 297. Adding a New Sheet . 2013 295 . Adding a New Sheet . The Sheets section opens. The New Sheet . Plural or Abbreviation below the list. Click a spot to indicate where you want to insert a new sheet. The New Sheet . Tip: 7.Columns dialog box opens. 2. 4. a new tab displaying the name of the new sheet appears near the top of your screen. Type the name in the available field. Select the appropriate object from the list.Microsoft Visio Drawing or Other Object on page 300. Adding a New Sheet .Dependency Matrix on page 298. This section describes the following topics: Adding a New Sheet . Adding a New Sheet . Adding a New Sheet . 2.Chart on page 298. Adding a New Sheet .Linked Diagram on page 302.Worksheet on page 295. 2. 5. Repeat step 12 until you have specified all of the headers you want to include in the new worksheet. you can enter a custom name in the field to the right of the list. Tip: If you click Other: on the drop-down list. Or 1. From the Name drop-down list. Click the Name button. 10. Repeat step 8 until you have specified all of the columns you want to include in the new worksheet. 13. 11. 4. 2. 16. Change the name of any header you are including. Click the Name button. A pop-up menu opens. you can enter a custom name in the field to the right of the list. Click Next. you can open the object containing the columns that you want to include. 3. 15. 2013 296 . Click the appropriate radio button to select the column at which you want to break the page/screen. (Optional) Click OK. 2. 5. Deselect Automatically determine this setting. Click Next. you can open the object containing the columns that you want to include. Add a prefix to the name from the Prefix drop-down list. Highlight its current name by clicking it. Click Finish. Tip: 9. Change the name of any column you are including. Add a prefix to the name from the Prefix drop-down list. (optional): 1. 3. select the naming option. 2. Action Click the check box beside the column you want to include. 5. 17. April 2. (optional): 1. Headers are fields of information that appear at the top of a sheet. Click the check box beside the header you want.Headers dialog box opens. Tip: If you click Other: on the drop-down list. If you want to change how the worksheet is broken down on the printed page or screen: 1. select the naming option. 2. From the Name drop-down list. Tip: To display the New Sheet dialog box: 1. Select the page break from the Page break drop-down list. 4. Or Right-click the name of a page in the sheet. The New Sheet . Tip: If necessary. 14. Highlight its current name by clicking it. Tip: 12.Breakdown dialog box opens.PHA-Pro Chapter 11: Customizing Your Templates Step 8. Go to Insert>New Sheet. 3. Right-click a tab at the top of a sheet. (Optional) Click OK. If necessary. Click New Sheet. The New Sheet . PHA-Pro Chapter 11: Customizing Your Templates Figure 11-17: You can name the new sheet after part of your hierarchy or enter a custom name. Or Right-click and select Add from the drop-down menu. 4. 2013 297 . Click a spot to indicate where you want to insert a new sheet. 2. Click Add on the Sheets bar. Name the Form by: • Creating a custom label: 1. 2. you can open the object containing the columns that you want to include. Click Use the name of the following hierarchy item. Tip: 9. Click Form. 3.Form To add a new form: Step 1. 2. Adding a New Sheet . (Figure 11-17) 6. You can also add a suffix to the end of the name by typing one in the Suffix field. Select the appropriate object from the list. Type the name in the available field. • Using the name of an object from your project hierarchy: 1. Click Next. Tip: 7. Action In Project Settings. The Sheets section opens. April 2. You can further customize this label by clicking Singular. Click the check box beside the data field that you want.Name dialog box opens. The New Sheet dialog box opens.Data Fields dialog box opens. click Sheets. The New Sheet . 5. If necessary. Repeat steps 8 until you have specified all of the data fields that you want to include in the new form. Plural or Abbreviation below the list. Click Next. 8. Click Use the following name. The New Sheet . Deselect Automatically determine this setting. If you want to change how the form is broken down on the printed page or screen: 1. To add a dependency matrix sheet: Step 1. 2. 2. click Sheets. 11. From the Name drop-down list.Name dialog box opens. 2.Chart This follows the same procedure as creating a chart for your Analysis collection. see Adding Charts to your Template on page 223. 13. The New Sheet . Tip: If you click Other: on the drop-down list. Highlight its current name by clicking it. 4.Breakdown dialog box opens. Or Right-click and select Add from the drop-down menu. select the naming option. Click Dependency Matrix. Click a spot to indicate where you want to insert a new sheet. 4. Action In Project Settings. Click the Name button. 3. 2013 298 . Click Finish. (Optional) Click OK. 3. (optional): 1. 5. 3. The New Sheet dialog box opens. Adding a New Sheet Dependency Matrix Dependency Matrices have their own sheet. Action Change the name of any data field you are including. For more information. Adding a New Sheet . Add a prefix to the name from the Prefix drop-down list. Click Next. 12. Click Next. displaying a list of items you can add to your file. (Figure 9-2) April 2. Click the appropriate radio button to select the column at which you want to break the page/screen. you can enter a custom name in the field to the right of the list. Click Add on the Sheets bar. The New Sheet . The Sheets section opens.PHA-Pro Chapter 11: Customizing Your Templates Step 10. 5. Select the page break from the Page break drop-down list. Click the appropriate radio button to select the column at which you want to break the page/screen. Select the appropriate object from the list. MS Organization Chart® 2. Plural or Abbreviation below the list. You can further customize this label by clicking Singular. Select the Dependency Matrix that you want to place on the sheet. PHA-Pro integrates with any software installed on your computer that supports embedding. Video Clip. 11. • Using the name of an object from your project hierarchy: 1.Breakdown dialog box opens. PHA-Pro integrates with Microsoft® Office. Click Next.0. Others may embed more than one kind of object. 3. This integration includes Microsoft Visio® empowering you to use its sophisticated tools. 2. images and multimedia from many of the most popular Microsoft products directly into your study. Microsoft Excel Worksheet. You can also add a suffix to the end of the name by typing one in the Suffix field.Dependency Matrix dialog box opens. 8. the following: • • • • • • • • • Bitmap Image. Microsoft PowerPoint® Slide. Click Finish. Select the page break from the Page break drop-down list. The New Sheet .PHA-Pro Chapter 11: Customizing Your Templates Step 6. Microsoft Visio Drawing. Click Use the name of the following hierarchy item. Type the name in the available field. Tip: 7. Please note that not all software supports embedding. Microsoft Word® Document. so some programs may not integrate with PHA-Pro. 9. Click Next. but is not limited to. 2. Microsoft Map. The New Sheet . April 2. The list of objects you can embed into PHA-Pro includes. If you want to change how the form is broken down on the printed page or screen: 1. Adding a New Sheet . 2013 299 . Click Use the following name. by clicking the appropriate radio button.Objects from Other Applications Deselect Automatically determine this setting. 2. Action Name the Dependency Matrix by: • Creating a custom label: 1. 10. Microsoft Excel® Chart. charts. allowing you to embed a variety of drawings. tool bars and menus appear within the PHA-Pro interface to enable a user to edit a linked diagram. 9. Insert File dialog box opens. The PHA-Pro interface adapts itself to include the tool bar buttons and menu commands you need to work with the chosen type of object. 1. The new sheet or data page appears in the left pane. Select Create from a file. Click Use the following name. The New Sheet dialog box opens. Enter the file name and path in the Field name field. Tip: 7. Action In Project Settings.PHA-Pro Chapter 11: Customizing Your Templates Integration allows you to create. Click Browse. consult that program’s printed documentation. Click a spot to indicate where you want to insert a new sheet.Object Type dialog box opens. The 2.Name dialog box opens. 2. Click Use the name of the following hierarchy item. Highlight the file. 2013 300 . (Figure 11-17) 6. 2. The Sheets section opens. Microsoft Visio stencils. Select the appropriate object from the list. 3. You can further customize this label by clicking Singular. Click Add on the Sheets bar. The New Sheet . 10. Click Next. When the user finishes editing and switches to a different sheet. You can also add a suffix to the end of the name by typing one in the Suffix field. For example. 4. 2. 5. 4. • Using the name of an object from your project hierarchy: 1. Type the name in the available field. The New Sheet . view and edit objects directly inside PHA-Pro without having to switch to the other application. Plural or Abbreviation below the list. click Sheets. 8. April 2. For guidance on using the programs from which you are embedding objects. Navigate to the folder where the file is. Click Finish. Name the Object by: • Creating a custom label: 1. Adding a New Sheet Microsoft Visio Drawing or Other Object To add a Microsoft Visio drawing or other object: Step 1. Click Next. Or Right-click and select Add from the drop-down menu. 3. Click Object from another application. the Visio tools are be hidden and the regular PHA-Pro interface reappears. Click Open. The New Sheet . The new sheet or data page appears in the left pane. 8.Picture (from file) To add a picture: Step 1. 5. click Sheets. The New Sheet dialog box opens. Plural or Abbreviation below the list. The Sheets section opens. April 2. You can further customize this label by clicking Singular. Click Finish. Click Use the following name. 2. Click Add on the Sheets bar. Click Object from another application.Object Type dialog box opens. consult the documentation provided with the corresponding software. (Figure 11-17) 6. Adding a Blank Sheet for use with Another Application in PHA-Pro To add a blank sheet for use with another application: Step 1. Select the appropriate object from the list. Action In Project Settings. the new sheet or data page is blank awaiting the creation of the object. For more information on using the additional tools that now appear on your screen. 3. Adding a New Sheet . 2. 10. Click Next. 2013 301 . Note: When you create and embed a new object. • Using the name of an object from your project hierarchy: 1. Click a spot to indicate where you want to insert a new sheet.Name dialog box opens. 2. Click the object that you want to create from the Object Type list. click Sheets.PHA-Pro Chapter 11: Customizing Your Templates Note: When you embed an existing object. Select Create a new object. Action In Project Settings. Name the Object by: • Creating a custom label: 1. 4. 9. Click anywhere on the sheet or page to instantly integrate with the corresponding software. The New Sheet . Click a spot to indicate where you want to insert a new sheet. You can also add a suffix to the end of the name by typing one in the Suffix field. the object appears on your screen. The Sheets section opens. Click Use the name of the following hierarchy item. Or Right-click and select Add from the drop-down menu. 2. Type the name in the available field. Tip: 7. Click Next. The New Sheet . The New Sheet dialog box opens.PHA-Pro Chapter 11: Customizing Your Templates Step 3. Tip: 12. 2. Action In Project Settings. 2. Name the Picture by: • Creating a custom label: 1. The New Sheet . click Sheets. or Double-click the file. Click Next. Using the Look In field in the Load Image dialog box navigate to the folder where the picture is located.Linked Diagram We strongly suggest that you leave the Keep proportions same as original image check box selected to prevent the picture from becoming distorted when you re-size it. Adding a New Sheet . The Load Image dialog box closes and the picture is uploaded to the New Sheet . Click New Picture (from file). 4. Click Use the following name. Linked diagrams can be useful for working out the functionality of a batch process. Click a spot to indicate where you want to insert a new sheet.Insert Pictures and Load Image dialog boxes opens.Name dialog box opens. 9.Insert Picture sheet. (Figure 11-17) 6. Click Use the name of the following hierarchy item. Click Next. Tip: 7. Plural or Abbreviation below the list. Or Right-click and select Add from the drop-down menu. You can also add a suffix to the end of the name by typing one in the Suffix field. 2013 302 . 10. Action Click Add on the Sheets bar. Select the appropriate object from the list. Type the name in the available field. Select the picture file. April 2. To create a linked diagram: Step 1. 11. 2. Click Open. The Sheets section opens. 5. • Using the name of an object from your project hierarchy: 1. Adjust the size of the picture by adjusting the size in the Width or Height fields. You can further customize this label by clicking Singular. Click Finish. 8. the study items are listed in the palette and the drawing space is blank. The New Sheet . Repeat step 8 until you have included all the study items you want to display in the linked diagram. Click Finish. Click the check box beside the item you want. • Using the name of an object from your project hierarchy: 1. 2. The New Sheet . 2. The Sheets section opens. You must create the diagram by dragging and dropping the study items onto the drawing space. 2. If necessary. Click Use the name of the following hierarchy item. Click Add on the Sheets bar.Linked Diagram Items dialog box opens.Name dialog box opens. You can further customize this label by clicking Singular. Action Click Add on the Sheets bar. (Figure 11-17) 6. You can also add a suffix to the end of the name by typing one in the Suffix field. and helps you to rationalize your workflow by grouping related worksheets together. Note: When you create a linked diagram sheet. This reduces the number of tabs across the top of the program. Tip: 7. 10. Click Next. Name the Diagram by: • Creating a custom label: 1. Type the name in the available field. To add a new collection: Step 1. 2013 303 . The New Sheet dialog box opens. April 2. PHA-Pro creates a new sheet. see Entering Data Using Data Mirroring on page 95. Plural or Abbreviation below the list. Select the appropriate object from the list. 5. The New Sheet dialog box opens.PHA-Pro Chapter 11: Customizing Your Templates Step 3. Click a spot to indicate where you want to insert a new sheet. Or Right-click and select Add from the drop-down menu. Click Use the following name. 3. click Sheets. Action In Project Settings. 4. you can open objects containing study items until you find one of interest. Tip: 9. Adding a New Sheet Collection You may find it helpful to group your sheets into collections. Click Linked Diagram. For more information. 8. Or Right-click and select Add from the drop-down menu. Click Next. You can also add a suffix to the end of the name by typing one in the Suffix field. You can further customize this label by clicking Singular. you add short cuts to the original sheets in your study. click Finish. 2. Type the name in the available field. Drag and drop the sheets that you want to add into the collection. The Collection sheet is added. 5. Click Finish. 8. Plural or Abbreviation below the list. Click each sheet that you want to add to the new collection. Tip: 7. (Optional) Tip: 9. The New Sheets . • Using the name of an object from your project hierarchy: 1. April 2. If you select sheets to add to the collection. (Figure 11-17) 6. 2013 304 . Select the appropriate object from the list. The New Sheets . Click Collection.Name dialog box opens.Contents dialog box opens. Click Use the name of the following hierarchy item.PHA-Pro Chapter 11: Customizing Your Templates Step Action 4. 2. To add original sheets and not shortcuts: 1. Click Next. Click Next. Click Use the following name. Without adding any sheets. Name the Collection by: • Creating a custom label: 1. 2. see Chapter 7: Customizing Forms and Worksheets on page 158. and re-order the sheets in your templates. Keyword Driven Icons on page 309. as well as the name of any page within a collection. As well as adding sheets and pages. Customizing Tabs and Page Icons on page 308. Inserting Copies of Sheets on page 305. Removing Sheets on page 307. The right-click pop-up menu appears. To access the Sheet Properties dialog box: Step 1. 2013 305 . Inserting Copies of Sheets You can create an identical copy of a sheet. This section discusses the following topics: Accessing the Sheet Properties Dialog Box on page 305. The name at the top of the new tab or below the new icon is followed by a number to distinguish it from the original. along with all the data it contains. or a page of a collection.PHA-Pro Chapter 11: Customizing Your Templates Customizing Sheets You can customize the template’s sheet structure. Changing the Order of Sheets on page 307. 2. A pop-up menu opens. Action Right-click any cell on the page or the page tab. Accessing the Sheet Properties Dialog Box The Sheet Properties dialog box allows you to customize the sheet structure in the same manner as Sheets in Project Settings. The Sheet Properties dialog box opens. 2. Tip: To customize the layouts of the sheets and pages. Click Insert Copy. or Right-click the name of the page in the collection. Hiding Sheets or Pages on page 306. Displaying Hidden Sheets or Pages on page 306. Renaming Sheets You can change the name of any sheet. Select Sheet Properties. To insert an identical copy of a sheet: Step 1. April 2. you can remove or hide sheets. Action Right-click the tab at the top of the sheet. Renaming Sheets on page 305. • To use a default name: 1. The Sheets section opens. 4. Action In Project Settings. Click the sheet or page that you want to hide. click the Name tab. The Sheets section opens. Tip: If you want to add more text to the end of the name you chose. In the Sheet Properties dialog box. Type the custom name in the available space. 2. Tip: An alternate way to hide a sheet or page is to: 1.PHA-Pro Chapter 11: Customizing Your Templates To rename a sheet: Step 1. click Sheets. In the right pane. 2. 3. 4. 2. 2. click the Name tab. Right-click the tab of the sheet. Tip: Click Singular. click Sheet Properties. A pop-up box opens. Tip: The options described above for renaming sheets and pages are also available in the Sheet Properties dialog box. Deselect the Show on screen check box. To open this dialog box. click the Name tab. April 2. Displaying Hidden Sheets or Pages To display a hidden sheet or page: Note: If you are trying to display a page that is part of a group that is hidden. 3. The Name tab opens. Action In Project Settings. Click the name you want to use. Click the option called Use the name of the following hierarchy item. Click the sheet or page that you want to rename. Plural or Abbreviation to further define the name. The Name tab opens. In the right pane. Click the option called Use the following name. you can add it in the Suffix field. The sheet is hidden. 2. 2013 306 . click Sheets. Rename the sheet: • To use a custom name: 1. To hide a sheet: Step 1. Hiding Sheets or Pages You can easily hide a sheet. The sheet or page is hidden. you must display the entire group. On the pop-up menu. right-click any cell in the sheet or Administration page of interest. or the icon of the page that you want hidden. Click Hide. 4. Click Show. This also moves all pages in a collection.PHA-Pro Chapter 11: Customizing Your Templates Step 1. The Sheets section opens. Click Delete. Right-click the appropriate tab or the icon for the page. The sheet is displayed. 2. Right-click a tab to the left of where you want the new sheet to appear. 3. or data page from a collection. 2. Removing Sheets You can permanently remove a sheet. To remove a sheet: Step 1. 2013 307 . To change the order of a sheet: Step 1. Action In Project Settings. The sheet or page is displayed. Select the Show on screen check box. Click the hidden sheet or page that you want to display. Click and hold down the left mouse button on the sheet or page you want to move. The Sheets section opens. 2. click the Name tab. Tip: You can also use this shortcut to remove a sheet or a page: 1. Click Yes. In the right pane. Changing the Order of Sheets Dragging and dropping objects in Project Settings allows you to rearrange the order of the tabs that appear on your screen. Action In Project Settings. click Sheets. 3. A pop-up menu opens. A pop-up box opens. Click Remove on the Sheets bar. The Name tab opens. click Sheets. 2. or the icon of the page below which you want the page to appear. 3. Click the sheet or page that you want to remove. Tip: An alternative way to display a sheet or page is to: 1. 2. The chosen object disappears from Project Settings. Action In Project Settings. The Sheets section opens. click Sheets. April 2. or the order of the data pages within the sheet. A confirmation dialog box opens. Select the image. 5. Color coding your tabs helps you to identify key sheets in your template. Click the Tab Text Color drop-down arrow. Click the Tab Image drop-down arrow. To customize a tab: Step 1. 4. Release the mouse button. Action Drag the selected object to a new position in the list. Customizing Tabs and Page Icons Repeat steps 2 to 4 to continue rearranging your sheets. The object is moved. The color palette opens. Click OK. A drop-down menu appears. The Sheet Properties dialog box closes and the tab is customized. The software shows the new order of your sheets on your screen. 2. 3. 2. Tip: 7. Select the color for the tab. To display (or hide) the tab icon: 1. The Format Tab opens. which are found on the left hand side of the page. 2. 2013 308 . Action Right-click the tab that you want to customize. This is useful if you have a template with a large number of tabs. Click the Tab Color drop-down arrow. 6. 4. April 2. Tip: 5. You can customize the both the tabs across the top of your template and the icons for the pages of a collection. 2. To change the tab text color: 1. Click the Format in the dialog box. The color palette closes. Select Sheet Properties. Select the color for the tab. To change the color of the tab: 1.PHA-Pro Chapter 11: Customizing Your Templates Step 3. The Sheet Properties dialog box opens. This is useful if the template has a large number of tabs. Removing the icon from the tab means that the tab takes up less space. The color palette closes. The color palette opens. 2013 309 . i.PHA-Pro Keyword Driven Icons Chapter 11: Customizing Your Templates PHA-Pro has six Keyword driven icons. the first column of the worksheet. the appropriate icon appears on the corresponding sheet’s tab or page icon: Keyword Associated Icon Generalinfo Team Sessions Drawings Medical Attendance Note: The keyword must be entered in the Keywords field of the highest List item in the Hierarchy that used for the sheet.e. When you enter the keyword in the Keywords field in the naming convention tab. April 2. Tracking the Revision History of a Study on page 321. Revisions and Baselines CHAPTER 12: MANAGING STUDIES. 2013 310 . Tracking Changes in A Revision on page 318. April 2. This section discusses the following topics: Studies. and Baselines on page 311. Using Release Management on page 313. Checking Your Data on page 324.PHA-Pro Chapter 12: Managing Studies. revisions and baselines using Release Management. REVISIONS AND BASELINES This chapter describes how to create and manage studies. Revisions. Using Document Comparison on page 327. Viewing the Checksum on page 323. When you create a baseline. PHA-Pro creates a new file with the StudyName-BaselineName becoming the file name. Let us look at the following example: AURORA. 2013 311 . and have not created a new revision or version of the study and The RevisionName can be anything. you give it a revision name.0 April 2. When the Revision name is created. with the file name being StudyNameBaselineName. you save it with the following name format: StudyName Note: The study name is not the file name.PHA-Pro Chapter 12: Managing Studies.NORTHLANDS_A. Definition of Revisions Revisions are the working versions of a study. or initial revision. Definition of Studies Studies contain the data entered into PHA-Pro. the baseline is saved as a new file. Study. Revisions. PHA-Pro has a few naming conventions that are followed when revisions are created: • • • All names can only consist of alphabetical characters or numbers. StudyName_RevisionName.pha. You can change the RevisionName of the latest revision only.NORTHLANDS AURORA. When you create or import a study. • When the Baseline is created. Revisions and Baselines Studies. The template provides the structure to the study and its data. you must attach it to a template. the baseline name is added to the end of the study name after a hyphen: StudyName-BaselineName Note: When you create and save the baseline. The revisions and baselines allow you to track the changes that you make as you carry out your workplace risk assessments. The StudyName can only be changed if you have approved the draft. All studies can have multiple revisions and baselines. They allow you to compare major versions of your study. Definition of Baselines Baselines are read-only snapshots of a study taken at a certain point in time. it is added to the end of the StudyName after an underscore: StudyName_RevisionName • You can also add a Version Number to the revision name. When you create your study. and Baselines You can break your studies into revisions and baselines. Revision and Baseline Names When you create a study.VersionNumber Note: Version numbers must be between 0 and 99. Note: Only the latest revision of a study is editable. NORTHLANDS-BASELINE_19-032008. the StudyName is AURORA. 2013 312 . When we created the baseline. and PHA-Pro saves the baseline as a file called AURORA.1 AURORA.PHA-Pro Chapter 12: Managing Studies.NORTHLANDS-BASELINE_19-03-2008.PHA In the above example.PHA April 2. we added A as the RevisionName and PHA-Pro automatically adds 0 as the version number. Revisions and Baselines AURORA. we added baseline name Baseline_19-03-2008.NORTHLANDS_A.NORTHLANDS. We changed the version number to 1. When we created the study. When you finish the first version of your document. Creating a Baseline on page 317. the user must enter the role’s password.Version number. such as Revision A. see Protecting Studies with Access Rights on page 334. Approving a Draft on page 314. Over time. you may need to modify the information in the file. Modifying an Approved Document (Begin Revision). Until approval is given by an authorized member of your organization. Re-Login Security Feature When you set up user access. 2013 313 . Creating a Revision (Version) on page 314. requires that the user must re-enter their password before carrying out one of the following activities: Note: If the role is Password protected. In the status bar. such as Revision A. if the role is Window User/Group protected. the software displays Revision name. This section discusses the following topics: Re-Login Security Feature on page 313. To turn off this feature. You can then approve the revision and number it as a major revision. it is considered to be a draft version until it is approved. When you apply Access Rights with either the Password Protection or the Windows User/Group option. Creating Revisions/Versions. you must de-select the password options when setting access rights. Rolling back Changes. • • • • • • Approving a Draft. April 2.Version number (Approved).1. Creating a Baseline. the status bar indicates that a revision is in progress. Changing the Study ID. the status bar at the bottom of your screen displays the word Draft. Modifying a Revision on page 315. PHA-Pro. the user must enter his Windows password. Renaming a Study on page 316. Renaming a Revision on page 316. you have the option of setting additional security features for Release Management. or a minor revision. such as Revision of Revision name. you can approve it. Revisions and Baselines Using Release Management As your team begins to record data in a new document. For more information. by default. As you edit your data.0.PHA-Pro Chapter 12: Managing Studies. Enter your name in the Approved By text field. For a draft. 2013 314 . To approve a draft version of your study: Step 1. type any other information you want to add to the version history for this study. 3. Action Go to File>Release Management. reminding you that the software saves all changes made to your file since you last saved it. you automatically save the file. select the Clear Change Log check box. The Create Initial Revision dialog box appears. but may not have permission to clear the change log. A dialog box opens. so there is no need to enter these details in this space. • Version. Revisions and Baselines When you approve a draft. The software automatically records the current date and time as part of this history. all editing changes contained in the Undo and Redo features is discarded. (Optional) Note: You must have the necessary access rights to clear the change log. the revision name becomes blank and the version number is 1. PHA-Pro automatically generates the New Version Number based on what you specified for Revision Type. see Reviewing the Change Log for the Current Revision on page 318. If you want to clear the change log. Click OK. click Approve This Draft. You can also discard the Undo and Redo lists so that previous editing changes cannot be cancelled nor repeated. you may have to re-login: • If access rights are based on Windows Users/Groups. The drop-down menu opens. For more information. If you are working with a draft of a file. 2. Note: If you select Revision. 6. (Approved) Creating a Revision (Version) You can create major revisions of a study as well as minor versions of a revision. • If access rights are based on a password. If you select Version. 4. The status bar at the bottom of your screen displays the Revision Name. 9. Under Comments. Select the Revision Type by selecting the appropriate radio button: • Revision. 5. click View Changes.Version Number. Users may have permission to create a revision. 8. Note: Depending on the Access Rights for the study. enter the access rights password and click OK. The Change Log dialog box opens. you can change the revision name from the default of A. enter your Windows password and click OK. Click Yes. To view what changes have been made.PHA-Pro Approving a Draft Chapter 12: Managing Studies. 7. You can also discard the Undo and Redo lists so that previous editing changes April 2. April 2. When you create a new revision or version. 6. 9. Enter your name in the Approved By text field. Note: If you select Revision. Click Yes. you can change the revision name from the current Revision name. click View Changes. • If access rights are based on a password. If you want to clear the change log.Version Number (Approved) Modifying a Revision The Modify Revision/Version command changes an approved revision/version to an active revision under undergoing modification. enter the access rights password and click OK. 2. A dialog box opens. 8. The Change Log dialog box opens. (Optional) Note: You must have the necessary access rights to clear the change log. For a draft. PHA-Pro automatically generates the New Version Number based on what you specified for Revision Type. Users may have permission to create a revision. all editing changes contained in the Undo and Redo features is discarded. Revisions and Baselines cannot be cancelled nor repeated. the file containing the study is saved. • Version. If you are working with a draft of a file. enter your Windows password and click OK. The status bar at the bottom of your screen displays the Revision Name. 3. 4. 2013 315 . select the Clear Change Log check box. see Reviewing the Change Log for the Current Revision on page 318. Action Go to File>Release Management. the revision name remains the same and the version number is increased by one. so there is no need to enter these details in this space. reminding you that the software saves all changes made to your file since you last saved it. but may not have permission to clear the change log. click Approve This Draft. type any other information you want to add to the version history for this study. Note: Depending on the Access Rights for the study.PHA-Pro Chapter 12: Managing Studies. Under Comments. The Create Revision/Version dialog box appears. Select the Revision Type by selecting the appropriate radio button: • Revision. To create a new revision or version of your study: Step 1. The drop-down menu opens. you may have to re-login to approve the draft: • If access rights are based on Windows Users/Groups. Click OK. For more information. The software automatically records the current date and time as part of this history. 7. 5. To view what changes have been made. If you select Version. Action Go to File>Release Management. • If Access Rights are based on a Password. Action Go to File>Release Management. You can only rename a revision after the initial draft or revision has been approved. 2. The drop-down menu opens. The drop-down menu opens. • If Access Rights are based on a Password. the study name remains the same. On the status bar. 2013 316 . Note: Depending on the Access Rights for the study. Action Go to File>Release Management. enter your Windows password and click OK. you may have to re-login: • If Access Rights are based on Windows Users/Groups. but before a second revision has been made. you may have to re-login: • If Access Rights are based on Windows Users/Groups. 2. To rename a study: Step 1. Click Modify Revision/Version. Click OK. Revisions and Baselines To change an approved revision to an active revision: Step 1. Renaming a Study You can only rename a study after the initial draft or revision has been approved. enter the Access Rights password and click OK. Note: Depending on the Access Rights for the study. enter your Windows password and click OK. you may have to re-login: • If Access Rights are based on Windows Users/Groups. enter your Windows password and click OK. Revision Name.PHA-Pro Chapter 12: Managing Studies. enter the Access Rights password and click OK. enter the Access Rights password and click OK. Select Study Name from the drop-down menu. Enter the new study name in the New Study Name (ID) field 5.Version Number. Note: Depending on the Access Rights for the study. • If Access Rights are based on a Password. April 2. Renaming a Revision You can rename a revision. 4. 3. To rename a revision: Step 1.Version Number (Approved) changes to Revision of Revision Name. A drop-down menu opens. When you rename the revision. The drop-down menu opens. Select Rename Study ID from the drop-down menu. enter your Windows password and click OK. enter the Access Rights password and click OK. Enter the new revision name in the New Revision Name field. 5. • If Access Rights are based on a Password. Note: Depending on the Access Rights for the study. 4. A drop-down menu opens. In the File name field. Enter the baseline name in the Baseline Study Name field. April 2. 3. 2. 5. The drop-down menu opens. 3. Save the file: 1. Revisions and Baselines Step 2. enter your Windows password and click OK. • If Access Rights are based on a Password. Select Revision Name from the drop-down menu. Click Save. enter the Access Rights password and click OK. 6. you may have to re-login: • If Access Rights are based on Windows Users/Groups. you may have to re-login: • If Access Rights are based on Windows Users/Groups. enter your Windows password and click OK. enter your Windows password and click OK. Click OK. enter the Access Rights password and click OK. Save as dialog box opens.PHA-Pro Chapter 12: Managing Studies. Action Select Rename Study ID from the drop-down menu. enter the Access Rights password and click OK. Action Go to File>Release Management. Creating a Baseline To create a baseline: Step 1. Select Baseline Study from the drop-down menu. type a name for your file. Note: Depending on the Access Rights for the study. 2. Note: Depending on the Access Rights for the study. Click Yes. you may have to re-login: • If Access Rights are based on Windows Users/Groups. 4. 3. • If Access Rights are based on a Password. you may have to re-login: • If Access Rights are based on Windows Users/Groups. 2013 317 . Click OK. Click the Save in drop-down arrow to select where you want to store your file. Note: Depending on the Access Rights for the study. • If Access Rights are based on a Password. Field . 3. Worksheet . such as “Add Document. April 2. as well as the date and time of the change. It lists all modifications made since your file was last approved.” Name – the name of the user who made the change. This section discusses the following topics: Reviewing the Change Log for the Current Revision on page 318. Action Go to File>Release Management. Event type – the type of change that was made to your file. The change log allows you to verify that all modifications required by management have been made. Clearing the Change Log on page 319. The Release Management drop-down menu opens. The Change Log window appears. Undoing Changes in the Change Log on page 318. 2013 318 . You can also view it to confirm that no additional. Initial Value . For more information. Track Changes drop-down menu opens. Role– the name of the user who made the change. Revisions and Baselines Tracking Changes in A Revision The Change Log allows you to track changes made to a revision.the worksheet on which the change was made. 2. When finished. You can print or save the Change Log before closing.the data field or column in which the change was made. Time – the time at which the change was made. see Printing the Change Log on page 319 and Saving the Change Log on page 319. The log describes the action that was performed. You can also redo all of the changes that have been undo in the change log. unauthorized changes have occurred. click Close. Printing the Change Log on page 319. Review the four columns of information: • • • • • • • • • 4. Click View Change Log. Saving the Change Log on page 319.PHA-Pro Chapter 12: Managing Studies. Date – the date on which the change was made. Undoing Changes in the Change Log You can undo all of the changes or selected changes in the change log. New Value .the data that is in the field after the change was made. Reviewing the Change Log for the Current Revision To review the change log: Step 1. or Go to Tools>Track Changes.the data that was in the field before the change was made. You can print or export the change log as you would any PHA-Pro file. 5. The software displays the beside every action that you undo. Tab-delimited. In the File name field. click Undo All Changes. All of the changes. 3. These guidelines should conform to the applicable regulations and standards To clear the change log. we suggest that you either print or save a copy of the Change Log before clearing it. see Approving a Draft on page 314 and Creating a Revision (Version) on page 314. April 2. Tip: For your records. click Save As. To save your change log: Step Printing the Change Log Action 1. 2. Click Save. 4. and strict guidelines on when the change log can be cleared should be created. Saving the Change Log You can save the change log in one of the following formats: • • • • • Microsoft Word. In the Change Log window. HTML. Click the Save in drop-down arrow to select where you want to store your file. type a name for your file. by clicking Redo All Changes. For more information. Clearing the Change Log The change log can be cleared when a new version or revision of the study is created. Users must be assigned the permissions to clear the change log when their user access is being set up. you must ensure that the Clear Change Log check box is selected in the Create Initial Revision or Create Revision/Version dialog boxes when you are creating a new revision or version. Comma-delimited.PHA-Pro Chapter 12: Managing Studies. Very few users should be assigned this permission. Note: You can instantly restore every modification you have undone. XML. Revisions and Baselines To undo changes in the change log: Step  Action To undo: • • One of the changes listed. Note: This procedure may require the user to relogin to carry out these changes. Select the file type from the Save as type drop down list. you click the print button in the Change Log window. 2013 319 . Rather than clicking the Print icon on the tool bar. select it and then click Undo Selected Change. April 2. see Chapter 8: Printing and Exporting on page 196. Format and print or export the change log as you would any PHAPro file. Revisions and Baselines To print the change log: Step 1. The Print dialog box opens. Action In the Change Log window.PHA-Pro Chapter 12: Managing Studies. For more information. 2. 2013 320 . click the Print button. Action Go to File>Release Management. Comments – additional information recorded at the time the revision/ version was approved. 2013 321 . This section discusses the following topics: Viewing the Revision History of a Study on page 321. Rolling Back a Study to an Earlier Revision Revision/Version – the revision/version. Date – the date on which the revision/version was approved. The Revision Chain window appears. 3. You can roll back a study to an earlier revision or version. Note: You cannot undo a roll back. All later versions and revisions are deleted. Click Rollback to selected revision/version. Role .the role of the person who approved the revision/version.PHA-Pro Chapter 12: Managing Studies. your organization will have several versions of your studies due to updates and revalidations that occur over time. The Revision Chain window allows you to quickly view the revision history of your study. select the Revision/Version to which you want to roll the study back. 2. Revisions and Baselines Tracking the Revision History of a Study Process Hazard Analysis is a continuous procedure that is conducted throughout the lifetime of your facilities. as well as any additional comments. Saving the Revision History on page 322. Rolling Back a Study to an Earlier Revision on page 321. Time – the time at which the revision/version was approved. Select View Version Chain. Approved By – the name of the person who approved the revision/ version. The study is rolled back to the version you selected. The Release Management drop-down menu opens. Printing the Revision History on page 322. who approved it. April 2. To roll back a study to an earlier revision: Step Action 1. 2. Review the columns of information for each version of your study: • • • • • • 4. As a result. The software maintains a record of when each version was approved. In the Revision Chain window. When you finish reviewing the Revision Chain. click Close. Viewing the Revision History of a Study To view the revision history of your study: Step 1. PHA-Pro Saving the Revision History Chapter 12: Managing Studies, Revisions and Baselines You can save the revision history in one of the following formats: • • • • • Microsoft Word. Comma-delimited. Tab-delimited. HTML. XML. To save the revision history: Step Printing the Revision History Action 1. In the Revision Chain window, click Save As. 2. In the File name field, type a name for your file. 3. Select the file type from the Save as type drop down list. 4. Click the Save in drop-down arrow to select where you want to store your file. 5. Click Save. You can print or export the revision history as you would any PHA-Pro file. Rather than clicking the Print icon on the tool bar, you click the print button in the Revision Chain window. To print the revision history: Step 1. Action In the Revision Chain window, click the Print button. The Print dialog box opens. 2. Format and print or export the change log as you would any PHAPro file. For more information, see Chapter 8: Printing and Exporting on page 196. April 2, 2013 322 PHA-Pro Chapter 12: Managing Studies, Revisions and Baselines Viewing the Checksum The Checksum is a 128-bit code security feature that indicates if your document has been modified and then resaved. It consists of a string of 32 numeric and upper case letter characters but no spaces. It provides a secure “fingerprint” for your file. PHA-Pro automatically generates a checksum each time your document is saved. If you are concerned that the contents of your file may have been altered, you can perform the following procedure the next time you open it to display its current checksum. If the checksum matches your records, the integrity of your data is intact. If the codes do not match, the file has been modified and saved without your knowledge. To view the Checksum: Step 1. Action Go to File>Release Management. The Release Management drop-down menu opens. 2. Click Show Document Checksum. The Checksum for Document dialog box opens, displaying the current checksum for your file. 3. To copy this code so you can paste it into another application, click Copy. 4. Switch to the other application and then paste the checksum. 5. When you finish viewing and copying/pasting the checksum, click Close. April 2, 2013 323 PHA-Pro Chapter 12: Managing Studies, Revisions and Baselines Checking Your Data PHA-Pro’s Data Check helps to identify potential problems with the data in your files so you can resolve these issues quickly and efficiently. The data checker informs you of missing information, duplicate entries and invalid dates, and lets you use formulas to test your data. Data Check is fully customizable, allowing you to decide which data elements you want PHA-Pro to examine and which types of issues you want PHA-Pro to report. You can instruct PHA-Pro to check your recommendations to ensure that each and every one is referenced somewhere, or you could check that estimated completion dates fall within an acceptable period of time. It is advisable to perform a Data Check before you print and distribute your workplace risk assessment. A quick examination of the results can help you to fill in missing information and correct data entry errors. Before you can perform a Data Check, you must set up one or more tests within. This involves identifying which elements of your study you want to check, as well as the types of checks you want to perform. When you run the Data Check, it completes only the tests that you have defined for the current file. This section discusses the following topics: Defining New Data Check Tests on page 324. Performing a Data Check on page 326. Defining New Data Check Tests To define Data Check tests: Step 1. Action Click the Data Check tab on the menu. The results of all Data Check tests that you defined for the current file are displayed. The message in the top-left corner of the sheet indicates the number of tests that are currently enabled. 2. Click Add/Remove Tests at the top of the Data Check sheet. The Data Check Settings dialog box opens, listing data elements in your file. 3. Click the data element you want to test. April 2, 2013 324 PHA-Pro Chapter 12: Managing Studies, Revisions and Baselines Step 4. Action Review the list of tests and select the check box beside each one you want to perform. The tests that are available depend upon the type of data you selected in step 3, but the list you are viewing includes some of the following: • • • • • • • • • Must be at least one item in the list – this test informs you if there is no data in the chosen type of cell/field. Each item must be referenced in at least one place – this test informs you if codes and categories, administrative information, risk systems and recommendations are not used anywhere in your file. Value must be unique within the list – this test informs you if codes and categories and number fields contain duplicate entries. When you select this test for some types of data, additional options appear so you can decide whether or not to ignore the case of text, ignore spaces and line breaks, and ignore punctuation. Value must not be blank – this test informs you if codes and categories, number fields and date fields do not contain data. Value must be less than – this test informs you if number fields contain values greater than a specified upper limit. When you select this test, additional options appear so you can enter the maximum allowable value. This test ignores blank values. Value must be greater than – this test informs you if number fields contain values less than a specified lower limit. When you select this test, additional options appear so you can enter the minimum allowable value. This test ignores blank values. Date must be before – this test informs you if date fields contain entries that are chronologically later than a specified limit. When you select this test, additional options appear so you can indicate the most-recent allowable date, which will be either the Current date (“today”) or a Fixed date that you specify on the pop-up calendar. This test ignores blank values. Date must be after – this test informs you if date fields contain entries that are chronologically earlier than a specified limit. When you select this test, additional options appear so you can indicate the oldest allowable date, which will be either the Current date (“today”) or a Fixed date that you specify on the pop-up calendar. This test ignores blank values. Formula – this test informs you if the chosen type of cell⁄field satisfies the criteria of a formula. When you select this test, additional options appear so you can define the formula you want to use to test your data. Use the Message field to specify text you want the software to display as part of the results of the test. If you want to be alerted to data that matches the conditions of the formula, click TRUE on the drop-down list for the field titled Display message if formula result is. If you instead want to be alerted to data that fails the formula, click FALSE on the drop-down list. You can insert additional formulas into the list of tests by clicking Add Another Formula. 5. To turn off a test so it is no longer performed, remove its check mark. 6. Repeat steps 3 to 5 to continue activating and deactivating tests for the data checker. 7. When you are finished, click OK to return to the Data Check sheet. The results of all new tests that you have defined are displayed. April 2, 2013 325 PHA-Pro Performing a Data Check Chapter 12: Managing Studies, Revisions and Baselines To perform a Data Check: Step 1. Action Display the Data Check sheet by clicking the Data Check tab. The results of all Data Check tests that you defined for the current file are displayed. The message in the top-left corner of the sheet indicates the number of tests that are currently enabled. If you have not yet defined any Data Check tests, you must define them first. For more information, see Defining New Data Check Tests on page 324. 2. Review the list of issues that PHA-Pro has found in your file. Issues are identified by a 3. . To resolve an issue, click it. The software automatically jumps to the section of your file that contains the potential problem and highlights the cell/field of interest. You can now review the cell/field and make the necessary modifications. 4. Repeat steps 1 to 3 until you finish resolving the issues listed in the Data Check sheet. April 2, 2013 326 PHA-Pro Chapter 12: Managing Studies, Revisions and Baselines Using Document Comparison The Compare Documents feature allows you to compare a study with an older version. This helps to ensure that your studies are consistent, even if they are completed by two different teams. Comparing Two Different Documents To compare two different documents: Step 1. Action Go to Tools>Track Changes. The Track Changes drop-down menu opens. 2. Select Compare Documents. The Select File to Compare With Current Document dialog box opens. 3. Choose the file you want to compare with the current study. 4. Click Open. The Document Differences dialog box opens. 5. Compare the differences between the two documents as listed in the dialog box. April 2, 2013 327 PHA-Pro Chapter 13: Protecting Your Documents CHAPTER 13: PROTECTING YOUR DOCUMENTS PHA-Pro’s document protection features allow you to limit access to your studies and templates. This section discusses the following topics: Types of Document Protection on page 329. Using Read-Only Access on page 330. Using Password Management on page 332. Protecting Studies with Access Rights on page 334. April 2, 2013 328 PHA-Pro Chapter 13: Protecting Your Documents Types of Document Protection There are three types of Document Protection: • • • Read-Only – allows users to view, but not edit, the data contained in a protected file. Password Management – prompts users to enter a password when they try to open a protected file. Access Rights – gives users the ability to perform only the tasks for which they have permission, as defined by their access rights. Tip: The password feature does not encrypt the data in a file. It is intended to be used only as a management tool – not to protect sensitive data. Tip: If a password is forgotten, data loss and project delays may result. You should make a note of any password along with the name of the corresponding file, and keep this information in a safe place that is accessible by at least two authorized team members. Note: Passwords are case-sensitive. When you write down a password, make sure to clearly indicate whether letters are upper-case or lower-case. April 2, 2013 329 PHA-Pro Chapter 13: Protecting Your Documents Using Read-Only Access Read-Only Access protects a PHA-Pro file by preventing users from modifying its contents. Users can review data, but they do not have editing permissions. This feature is handy if a file is open during a work session and you want to ensure that other users using the file do not accidentally modify it. Using read-only access can also be useful if you have several files open and you want to make certain that you do not accidentally change the wrong one. Read-only access cannot be saved as part of a file. As a result, you must enable read-only access each time you open the file. This section discusses the following topics: Enabling Read-Only Access on page 330. Removing Read-Only Access on page 330. Enabling Read-Only Access To enable Read-Only Access: Step 1. Action Go to Tools>Protection. The Protection drop-down menu opens. 2. Click Read-Only. A dialog box opens, asking you to confirm your decision to disable editing for the file. 3. Click Yes. If you have edited the file since opening it, another dialog box opens, which asks you if you want to save the changes before the software activates read-only mode. 4. Click Yes to save your changes, or click No to discard your changes. If you have edited the file since opening it, an additional dialog box opens, asking you whether you want the software to discard the lists of editing changes contained within the Undo and Redo features. Deleting the lists ensures that users cannot cancel and repeat these actions. 5. Click Yes to erase the Undo and Redo lists, or click No to leave the lists in place. Note: This change is only temporary. Editing permissions are restored each time you close the file, or remove the read-only access. Removing Read-Only Access To remove Read-Only Access: Step 1. Action Go to Tools>Protection. The Protection drop-down menu opens. 2. Click Read-Only. A dialog box opens, asking you to confirm your decision to enable editing for the file. April 2, 2013 330 PHA-Pro Chapter 13: Protecting Your Documents Step 3. Action Click Yes. April 2, 2013 331 They define what happens if users click Cancel in the Enter Document Password dialog box while trying to open the protected file. 6. The Document Password dialog box appears. two access options are available. In the Password field. Click Password Management. 5. Note: Passwords are case-sensitive. type the password you want to assign to the file. 3. Removing Password Management on page 333. Select the Enable password protection check box. clearly indicate whether letters are upper-case or lower-case. Click OK. and users cannot open the file. The Protection drop-down menu opens. but the file opens in read-only mode. Users cannot open and modify a file unless they enter a password. Assigning a Password and Selecting Options To turn on the Password Management feature: Step 1. The dialog box prompts the user to enter the password. This section discusses the following topics: Assigning a Password and Selecting Options on page 332. This allows users to open the file. These options are: • • The default option denies access without the password. Action Go to Tools>Protection. Retype the password in the Confirm field. The second option is Allow read-only access if password is not entered. Allow read-only access if password not entered – allows users to open the file in read-only mode if they click Cancel when prompted to enter the password. the Enter Document Password dialog box opens when users try to open it. 4. The remaining options in the dialog box are now active. When you record a password. Changing the Password and Options on page 333. Select one or more check boxes to turn on password management options to suit your needs: (Optional) • • 7. An error message appears if an incorrect password is entered. so that it applies to all studies that use the template. Retain password for new documents that use this document as a template – automatically assigns the same password to all new documents that you create by using the document as a template. 2.PHA-Pro Chapter 13: Protecting Your Documents Using Password Management Password Management limits access to your files through the use of passwords. April 2. You can also apply the password to a template. When you turn on Password Management. 2013 332 . After you assign a password and save the file. 4. April 2. 3. 4. Click Password Management. 8. 7. You should always change passwords when you have a changeover in staff. Retain password for new documents that use this document as a template – automatically assigns the same password to all new documents that you create by using the document as a template. Select or deselect the check boxes to turn on password management options to suit your needs: (Optional) • • Allow read-only access if password not entered – allows users to open the file in read-only mode if they click Cancel when prompted to enter the password. Enter the new password. Retype the new password in the Confirm field. Changing the Password and Options For security reasons. Click OK. Click OK. Click Password Management. Action Go to Tools>Protection. Action Go to Tools>Protection. To change your passwords and options: Step 1. Deselect the Enable password protection check box. Action Save the file.PHA-Pro Chapter 13: Protecting Your Documents Step 8. Note: You must save the document before closing it to ensure that Password Management is active. The Protection drop-down menu opens. 5. 2. 2. Save the file. Double-click the password currently displayed in the Password field. The Document Password dialog box appears. 3. The Protection drop-down menu opens. 6. Note: You must save the document before closing it to ensure that Password Management is active. 2013 333 . 5. Removing Password Management To remove Password Management: Step 1. Save the file. The Document Password dialog box appears. you should periodically change the password for a file. Note: You must save the document before closing it to ensure that Password Management is not active. users are logged in automatically.e. then users are not prompted to select a role when they open the document. Removing Access Rights on page 342. based on the order of roles in the Roles list. Access Rights can use automatic access. Tip: You can also apply the access rights to a template. and Windows Authentication for identifying roles.PHA-Pro Chapter 13: Protecting Your Documents Protecting Studies with Access Rights The Access Rights feature provides greater security than the Password Management feature. 2013 334 . April 2. users who enter the correct password have unlimited freedom to edit its contents. Editing Roles on page 341. After you turn on Access Rights and save the file. passwords. Deleting Roles on page 342. Selecting Users Using the Advance Search on page 338. Selecting Users for Access Rights on page 337. the Document Role dialog box appears only if the Authentication Method selected is Password. This section discusses the following topics: Types of Authentication Methods on page 335. With Access Rights. i. Once you activate Access Rights. Switching Roles on page 340. Opening Protected Studies on page 340. If access is granted based on the Password or No Authentication methods. only users who have been assigned Modify Access Rights and Roles can open the Access Rights Management dialog box. when someone tries to open the file: • • If access is granted based on Windows Authentication. the Windows Users/ Groups authentication method. using the first allowed role. access to the dialog box is blocked. Removing Users From Roles on page 339. Providing Access Rights at the Field or Column Level on page 337. Deleting Users From the the User List on page 340. Changing the Order of Roles on page 336. for all other users. Defining Role Profiles on page 335. you can create a different roles profile for each group of users that are working with the file and place restrictions on the tasks that the group’s members can perform. Adding Users to Roles on page 339. so that they apply to all studies that use the template. With Password Management. Instead. To turn on Access Rights by defining new roles: Step 1. Specific Windows users and/or groups are selected from your company’s Windows directory. Each role has its own Authentication Method. The Protection drop-down menu opens. Activate this feature by setting up one or more roles. but their access can be limited to specific areas of the study or template. revise documents or roll back changes. The New Roles dialog box opens. In the Name field. Note: For individuals. Members of a role are given a password to access the study or template. such as “FMEA Team”. April 2. 3. Click Access Rights. Users do not have to log in. Window users/groups. which are sets of permissions that provide different degrees of access to different users. The Access Rights Management dialog box opens. No Authentication. 2013 335 . Select the Authentication Method from the drop-down list: • • • Password. Action Go to Tools>Protection. enter the name for the group of users that have the same access permissions. The Access Rights feature allows you to protect a PHA-Pro study by controlling the types of tasks that each user or group of users can perform. you can add other roles. or an individual name. Note: You must have the proper permission to open the Access Rights Management dialog box. After you have created the administrator role. 4. the Modify Access Rights and Profiles permission. 5. the log in name should be exactly the same as the name used to approve drafts or revisions. Windows Users/Groups. Click Add.PHA-Pro Types of Authentication Methods Chapter 13: Protecting Your Documents PHA-Pro has three different authentication methods for Access Rights: • • • Defining Role Profiles Password. No authentication. Note: The first role you set up must have administrator rights. 2. Repeat steps 1 and 2 until all roles are in the correct order. In the Comments field. Tip: 9. 8. The Access Rights feature is active. Note: The access right titled Modify Access Rights and Roles allows users to manage the various levels of access that are created within the study. 3. 2. You can select and add users or groups to your roles. 2. Click Move Up or Move Down until the role is in the proper position. such as a brief explanation of who should use this role and for what purpose. We recommend that passwords are between 5 and 10 characters long. The New Role dialog box closes. Changing the Order of Roles You can rearrange roles within the Access Rights Management dialog box. click OK. If you attempt to close the Access Rights Management dialog box without first turning on this permission for at least one role.PHA-Pro Chapter 13: Protecting Your Documents Step 6. April 2. select one or more check boxes under Access Rights to grant permissions for the new roles. If you want to allow the users to change the password. Save your file before closing it. Users are able to read these comments when they open the file and see the Document Roles dialog box. In the Access Rights Management dialog box. To change the order of roles within the Access Rights Management dialog box: Step Action 1. Action If a password is required: 1. an error message appears. In the Password field. 13. Tip: Passwords are case-sensitive. The first role created must have this administrator permission. if you use Windows users/groups for your access rights. 11. 7. 2013 336 . Select the role you want to reposition. select the User may change password check box. When you write down a password. you can type additional details about the role. 10. Click OK. Retype the password in the Confirm field. 3. roles are logged in automatically. To allow users to access and approve the study offline if you have selected Windows users/groups as your authentication method. This is important since. 14. 12. In the Access Rights Management dialog box. based on order in the Roles list. Repeat steps 3 to 10 for each new role that you want to define. make sure to clearly indicate whether letters are upper-case or lower-case. select the Allow Offline Approval check box. type the password required to open the file. Tip: A password can contain any combination of letters and numerals. PHA-Pro Chapter 13: Protecting Your Documents Step 4. Providing Access Rights at the Field or Column Level Action Click OK. You can use Access Rights to provide protection at the field or column level. This allows you to prevent roles from making changes to specific columns or fields on your worksheets. To provide Access Rights at the column level: Step 1. Action In the Access Rights Management dialog box, go to the Access Rights field. The Access Rights field displays the Hierarchy structure. For more information, see The Hierarchy on page 259. 2. Find the field(s) that you want to limit access to. 3. Select or deselect the fields that you want add or remove access to. 4. In the Access Rights Management dialog box, click OK. 5. Save your file before closing it. The Access Rights feature is active. Selecting Users for Access Rights If you have created roles that use the Windows Users/Groups authentication method, you select the users and user groups from your company’s Windows directory. To create a list of users/groups from your Windows directory: Step Action 1. On the Access Rights Management dialog box, click the Users/ Groups tab. 2. Click Add. The Select Users or Groups dialog box opens. 3. Select the type of objects you want to search: 1. 2. 3. 4. Click Object Types. Select or de-select the following check boxes: • Groups. • Users. Click OK. Select the location where the directory is located: 1. 2. 3. Click Locations. Highlight the appropriate location. For example, you could select the Entire Directory. Click OK. April 2, 2013 337 PHA-Pro Chapter 13: Protecting Your Documents Step 5. Action Select your group or user: 1. 2. 3. 4. 5. 6. Selecting Users Using the Advance Search Enter the name or the first letters of the user or group. Click Check Names. Highlight the name(s) that you want to add. Click OK. Click OK. Repeat steps 2 to 5 until all the users/groups have been added. You can also use the advanced search feature to select users from your Windows directory. The advanced search allows you to search and select computers and built-in security principals in addition to names and groups. Note: On the Advanced search page, the table on the bottom of the page lists the Name field as Name (RDN). An RDN, or relative distinguished name, is a single component within a distinguished name; a distinguished name (often referred to as a "DN") is a string that uniquely identifies an entry in the Directory Server. To select users from your Windows directory using the Advanced tab: Step Action 1. On the Access Rights Management dialog box, click the Users/ Groups tab. 2. Click Add. The Select Users or Groups dialog box opens. 3. Click Advanced. The Select Users, Computers or Groups dialog box opens. 4. Select the type of objects you want to search: 1. 2. 3. 5. Click Object Types. Select or de-select the following check boxes: • Built-in security principals. • Computers. • Groups. • Users. Click OK. Select the location where the directory is located: 1. 2. 3. Click Locations. Highlight the appropriate location. For example, you could select the Entire Directory. Click OK. April 2, 2013 338 PHA-Pro Chapter 13: Protecting Your Documents Step 6. Action Add or remove any columns you want displayed in your search results: (Optional) 1. 2. 3. 4. 5. 6. 7. 8. 7. For the Name drop-down list, select one of the following: • • 8. Click Columns. Highlight any column you want to display in the left text box. Click Add. Repeat steps 6.2 and 6.3 for every column you want to display. Highlight any column you want to hide in the right text box. Click Remove. Repeat steps 6.5 and 6.6 for every column you want to display. Click OK. Starts with. (Recommended) Is exactly. For the Description drop-down list, select one of the following: (Optional) • Starts with. (Recommended) • Is exactly. Tip: The Description field may not be filled out for all persons found in the Windows directory. Check your directory before using this field. 9. Select your group or user: 1. 2. 3. 4. 5. 10. Adding Users to Roles Enter the name or the first letters of the user or group in the Name or Description field. Click Find Now. Highlight the name(s) that you want to add. Click OK. Click OK. Repeat steps 2 to 9 until all the users/groups have been added. Once you have created your list of users, you add them to various roles that use the Windows users/groups authentication method. Tip: Users may have access to more than one role. To add users to roles Step Removing Users From Roles Action 1. In the Access Rights Management dialog box, click the Users/ Groups tab. 2. Highlight the role. 3. Select the check box(es) of the individual user(s) or group(s) that you want to add to the role. 4. Repeat steps 2 and 3 for each role that you want to add users to. 5. Click OK. You can remove users from individual roles without removing them from the User list. April 2, 2013 339 PHA-Pro Chapter 13: Protecting Your Documents To remove users from roles: Step Deleting Users From the the User List Action 1. In the Access Rights Management dialog box, click the Users/ Groups tab. 2. Highlight the role. 3. Deselect the check box(es) of the individual user(s) or group(s) that you want to remove from the role. 4. Repeat steps 2 and 3 for each role that you want to remove users from. 5. Click OK. You can remove users from the User list. To remove users from the User list: Step Opening Protected Studies Action 1. In the Access Rights Management dialog box, click the Users/ Groups tab. 2. Highlight the User. 3. Click Remove. 4. Repeat steps 2 and 3 for each user that you want to delete from the User list. 5. Click OK. Whenever you open a study that is protected by Access Rights and requires a password, the Document Roles Log In dialog box opens. Note: If you use Windows user/groups, PHA-Pro automatically logs the user in, using Windows Authentication. If No Authentication has been selected, then the user opens the file normally. To open a study that is protected by Access Rights and requires a password: Step Action 1. From the Role drop-down list, select your role. 2. In the Password field, type the password that gives you access to the study. Tip: 3. Remember that passwords are case-sensitive. Click OK. The study opens on your screen. Switching Roles If you are working with a study that is protected by Access Rights and you have the ability to work with more than one role, you can switch roles. April 2, 2013 340 PHA-Pro Chapter 13: Protecting Your Documents To switch roles: Step 1. Action Save the file. Note: Always save your file before changing roles. This is especially important if you are switching to read-only. You will not be able to save any changes made to your files prior to switching to readonly, if you are in the read-only mode. 2. 3. Go to Tools>Protection. Select Role from the pop-up menu. The Document Roles dialog box opens, allowing you to change your role. For more information, see Opening Protected Studies on page 340. 4. From the Role drop-down list, select your role. 5. If required, enter the password that gives you access to the study in the Password field. Tip: 6. Remember that passwords are case-sensitive. Click OK. The study opens on your screen. Editing Roles You can modify the authentication method and permissions for a role. To edit a role: Step 1. Action Go to Tools>Protection. The Protection drop-down menu opens. 2. Click Access Rights. The Access Rights Management dialog box opens, displaying all roles you have defined. Note: You must have the proper permission to open the Access Rights Management dialog box. 3. Select the role you want to edit. 4. Click Edit. Or Double-click the option of interest. The Edit Role dialog box opens. 5. Change any of the information displayed in the Name, Authentication Method, Password and Comment fields as required. 6. Click OK. The Edit Role dialog box closes. 7. In the Access Rights Management dialog box, select and deselect check boxes under Access Rights to change the permissions for the roles. 8. Repeat steps 3 to 7 for each role you want to edit. 9. Click OK. April 2, 2013 341 PHA-Pro Deleting Roles Chapter 13: Protecting Your Documents To remove a role: Step 1. Action Go to Tools>Protection. The Protection drop-down menu opens. 2. Click Access Rights. The Access Rights Management dialog box opens. Note: You must have the proper permission to open the Access Rights Management dialog box. 3. Click the role you want to delete. 4. Click Remove. 5. Repeat steps 3 and 4 for each role that you want to remove. 6. Click OK. 7. Save your file before closing it. The roles are permanently deleted. Removing Access Rights To remove Access Rights: Step 1. Action Go to Tools>Protection. The Protection drop-down menu opens. 2. Click Access Rights. The Access Rights Management dialog box opens. Note: You must have the proper permission to open the Access Rights Management dialog box. 3. Select every role in the dialog box: 1. 2. Hold down the Ctrl key on your keyboard. Click each role one at a time. Or 1. 2. Click the first role. Shift+Click the last role. 4. Once all of the roles are highlighted, click Remove. 5. Click OK. A dialog box opens asking you if you want to disable the Access Rights for this document. 6. Click Yes. The Enter Role’s Password dialog box opens. 7. Enter password and click OK. Access Rights are no longer active for the session. 8. Save your file. All roles are permanently deleted. Access Rights is no longer active. April 2, 2013 342 PHA-Pro Chapter 14: Advanced Exporting Features CHAPTER 14: ADVANCED EXPORTING FEATURES PHA-Pro offers two advanced exporting features which require some programming knowledge - batch file export and XML export/import features. In this appendix you will learn how to create the necessary scripts to carry out the functions. This section discusses the following topics: Exporting Data Using Batch Files on page 344. Using the XML Import/Export Function on page 348. Exporting/Importing XML Data Using Batch Files on page 362. April 2, 2013 343 PHA-Pro Chapter 14: Advanced Exporting Features Exporting Data Using Batch Files PHA-Pro allows you to create a batch file to export data from your files. This requires that you create both a text file that contains the script and a batch file to run the script. You can export your data in multiple formats at the same time as well as from multiple studies. You can also use this feature to export and import XML files as well. For more information, see Exporting/Importing XML Data Using Batch Files on page 362. This section discusses the following topics: Writing a Batchscript File on page 344. Sample Batchscript File on page 345. Writing the Batch File on page 345. Sample Batch File Script on page 346. Exporting the Data on page 346. Correcting Errors on page 346. Writing a Batchscript File You write your script for the batchscript file and then save the script as a text file. To write a batchscript file: Step Action 1. Open the program that you use to write your script. 2. Create the path to the file that you want to extract the data from. The command for the line is Open path= followed by the file name including the file path information in quotations. An example would be: Open path="C:\Program Files\PHA-Pro 7\Sample Studies\Sample HAZOP.pha" As you can see in the above example, it has the required parameter "path". It could also have the optional parameters "username" and "password" if the document has user access. Note: You can only have one document open at a time. If you use the command a second time in the batchscript file, it closes the previous document first. April 2, 2013 344 PHA-Pro Chapter 14: Advanced Exporting Features Step 3. Action Create the export information. Note: Each set of export information is on its own line. Each line includes the following parameters: • • • • • A Export path = This command provides the script with the name and type of the file including the file path. sheet = This command informs the script which sheet of data is to be exported. format = This command informs the script of the format the exported data takes. Export formats can include word, comma-delimited and tab-delimited. headings = This command informs the script if you want to include the headings for the information. layout = This optional command is useful when you are exporting data in a format that can be used in different ways. For example tab and comma-delimited formats can be used in either databases or spreadsheets. sample line of script would be: Export path="C:\batchtest\process_comma1.txt" sheet="Nodes" format="comma" headings="true" Sample Batchscript File 4. Repeat step 3 for each export command for that file. 5. Repeat steps 2 to 4 for each file from which you want to export data. 6. Once you have completed the batchscript file, save as a text (*.txt) file. A sample batchscript is: Export path="C:\batchtest\process_comma3.txt" sheet="Nodes" format="comma" headings="true" layout="spreadsheet" A batch export file could look like the following: Open path="C:\Program Files\PHA-Pro 7\Sample Studies\Sample HAZOP.pha" Export path="C:\batchtest\process_comma1.txt" sheet="Nodes" format="comma" headings="true" Export path="C:\batchtest\process_comma2.txt" sheet="Nodes" format="comma" headings="false" Export path="C:\batchtest\process_comma3.txt" sheet="Nodes" format="comma" headings="true" layout="spreadsheet" Export path="C:\batchtest\process_comma4.txt" sheet="Nodes" format="comma" headings="false" layout="database" Export path="C:\batchtest\process_tab1.txt" sheet="Nodes" format="tab" headings="true" Export path="C:\batchtest\process_tab2.txt" sheet="Nodes" format="tab" headings="false" Export path="C:\batchtest\process_tab3.txt" sheet="Nodes" format="tab" headings="true" layout="spreadsheet" Export path="C:\batchtest\process_tab4.txt" sheet="Nodes" format="tab" headings="false" layout="database" Export path="C:\batchtest\deviations.doc" sheet="Deviations" format="word" Open path="C:\Program Files\PHA-Pro 7\Sample Studies\LOPA Sample.pha" Export path="C:\batchtest\LOPA.doc" sheet="LOPA" format="word" The above script exports data from two separate files into multiple files with different formats for the data. Writing the Batch File To run the script, you need to create a batch file. April 2, 2013 345 PHA-Pro Chapter 14: Advanced Exporting Features To create a batch file: Step Action 1. Open the program that you use to write your script. 2. Go to the folder where the program is located. 3. Run the software executable. 4. Enter the name, along with the complete file path, of the batchscript file. 5. Enter the name and location of the errors file. Tip: 6. Sample Batch File Script This file is important in helping you to trouble shoot any errors. By creating the name and location of the file, you make it easier to find and correct any errors. Once you have completed the file, save as a batch (*.bat) file. The batch file should resemble the following: cd "C:\Program Files\PHA-Pro 7\" phapro.exe --batch "C:\batchtest\batchscript.txt" "C:\batchtest\errors.txt" Exporting the Data To export the data: Step Action 1. Create your batch and text files and save them to you computer. 2. On your Windows Bar, click Start. The menu opens 3. Select the Run command. The Run dialog box opens. 4. Using the Open field, navigate to the folder containing the batch file. 5. Highlight the batch file. 6. Click Open. The batch file is listed in the Open field. 7. Click OK. The script is run, and the files with the exported data are created in the target folder. Correcting Errors If you run the batch file and the files are not exported, you have to find and correct the errors. All errors in the batchscript file are listed in the errors.txt file. If the errors file is empty, the error is in the batch file. To correct errors: Step Action 1. Using Windows Explorer go to the folder where errors.txt is found. 2. Open the errors.txt file. April 2, 2013 346 5.open the batch file. Save the file. 4. Lists the error messages . 6. Make the corrections to the appropriate file. 2013 347 .open the batchscript file. Re-run the batch file.PHA-Pro Chapter 14: Advanced Exporting Features Step 3. April 2. Action If the file is: • • Empty . PHA-Pro Chapter 14: Advanced Exporting Features Using the XML Import/Export Function Currently many companies and industries benefit from using XML primarily for exchanging data between back-end servers. Adding Groups of Elements on page 352. The PHA-Pro’s XML data import/export feature also allows you to: • • • Consolidate several studies into a large master file in PHA-Pro without having to copy and paste. Adding Unmatched Elements on page 353. This section discusses the following topics: Creating a Profile on page 349. Creating a Profile Using the Auto Command on page 349. Adding Elements on page 351. Importing an XML File on page 360. Duplicating a Profile on page 350. avoiding cut and paste from other electronic sources or typing from printed reports. XML documents facilitate workflow solutions and integration with the automation of business processes. Deleting Attributes on page 356. Adding Attributes on page 354. 2013 348 . However. April 2. Editing Attributes on page 356. Importing Data from Unmatched Elements Process on page 361. minimizing lost information. Combine data from multiple applications. XML data can be easily republished and disseminated via Web services to target most devices and formats. Adding Unmatched Attributes on page 355. XML has many other uses and benefits. Filtering Your XML Export Data on page 356. Deleting a Profile on page 351. Editing a Profile on page 351. Exporting Data to an XML File on page 358. Viewing Auxiliary Data on page 360. Retrieve data directly into PHA-Pro. Preparing to Import an XML File on page 359. which include: • • • XML-enabled forms allow engineers to capture data in the field accurately and efficiently. Editing Elements on page 354. Deleting Elements on page 354. On the right hand side. you must remember that XML is case sensitive. etc. doctype. 6. For more information.PHA-Pro Creating a Profile Chapter 14: Advanced Exporting Features Before you can import or export your data using XML. click Study. This ensures that the correct profile is in all of your studies. Adding Groups of Elements on page 352 and Adding Attributes on page 354. On the left hand side. Click OK. 11. When creating your XML profiles. Creating a Profile Using the Auto Command If you want to export the entire file. The profile that is used to import the information has to match the profile that was used to export the information. Click the beside the Profile drop-down field. 7. or a large section of the file. The new profile is created and the dialog box closes. PHA-Pro has the ability to convert the entire hierarchy (except Markers) into an XML profile in one step. "Valid" is a technical term referring to the presence of and conformance to a DOCTYPE declaration 10. Action In Project Settings. (Optional) Note: The default entry is: <?xml version="1. you must create a profile for that operation. click Hierarchy. 8. creating the profile and adding each element individually can be time consuming. 2013 349 . Select XML from the File Format drop-down menu.0" encoding="UTF-8"?> Note: The doctype entry must match the doctype found at the beginning of the xml script of the files to be imported. click the Import/Export tab. 5. April 2. 2. The Hierarchy section opens. you should create and save them in your corporate template. Enter a name for the profile in the Profile Name field. 4.): field. Tip: When creating your XML import/export profiles. but it can still be a legal XML document as long as it is well-formed. To create a profile: Step 1. The Profile Properties dialog box opens. see Adding Elements on page 351. 9. 3. The Import/Export page opens. Indicate if this profile is for importing or exporting (or both) by selecting the appropriate check boxes. Note: An XML document with no DOCTYPE declaration is not valid. Add the necessary elements or nodes. Enter the doctype in the Text to output at beginning of file (XML version. Click the Prolog tab. 2. Click the Prolog tab. 12. Delete any unwanted elements. 7. The Hierarchy section opens.): field. see Editing Elements on page 354. The new profile is created and the dialog box closes. Enter the doctype in the Text to output at beginning of file (XML version. 2. The Import/Export page opens. Action Select the profile from the Profile drop-down list. To duplicate a profile: Step 1. 13. Indicate if this profile is for importing or exporting (or both) by selecting the appropriate check boxes. 6. Action Click Hierarchy in Project Settings. 2013 350 . 4. April 2. 3. On the right hand side. 11. Click the Duplicate Profile icon - . see Deleting Elements on page 354. 9. Click Auto. The Profile Properties dialog box opens. 8. Click OK. Select XML from the File Format drop-down menu. etc. You would uncheck the Import box for the elements containing that data. Enter a name for the profile in the Profile Name field.0" encoding="UTF-8"?> Note: An XML document with no DOCTYPE declaration is not valid. "Valid" is a technical term referring to the presence of and conformance to a DOCTYPE declaration 10. (Optional) For example. Duplicating a Profile PHA-Pro allows you to duplicate your profiles. For more information. Edit any elements.PHA-Pro Chapter 14: Advanced Exporting Features To create an XML profile using the Auto command: Step 1. you may not want to import certain data into your study. click the Import/Export tab. doctype. click Study. (Optional) Note: The default entry is: <?xml version="1. This allows you to create variations of your longer and more complicated profiles quickly and efficiently. A “2” is added at the end of the profile name in the Profile field. On the left hand side. The entire hierarchical structure is recreated as a nested XML profile. but it can still be a legal XML document as long as it is well-formed. Click the beside the Profile drop-down field. 5. (Optional) For more information. see Editing Elements on page 354 and Deleting Elements on page 354. 2013 351 . Action Select the profile from the Profile drop-down list. Select Element from the Type drop-down list. 4. Click the Add button next to the XML Element field.PHA-Pro Chapter 14: Advanced Exporting Features Step 3. Note: You cannot have any blank spaces in the Element name. Click Select for Content. 2. select the profile to which you want to add the element. April 2. Adding Elements Once you have created your profile. 7. Click the Select button next to the Repeat for each field. see Editing a Profile on page 351. To add XML elements: Step Action 1. Action Edit the profile. The profile is removed. The dialog box is closed and the element is edited. 2. Click Root Element in the XML Elements field. The New Element dialog box opens. 3. From the Profile drop-down list. Edit or delete any elements. Select the column for which you want the information to be repeated. 4. Click OK. 4. Click . For more information. These elements define the information that are to be exported or imported. Enter the name of the element in the Element Name field. 2. 3. Action Select the profile from the Profile drop-down list. 8. you add the XML elements. 6. 5. Deleting a Profile To delete a profile: Step 1. The Profile Properties dialog box opens. Editing a Profile To edit a profile: Step 1. Edit the profile. For more information. Click . From the Profile drop-down list. Action Select the data that you want to be used as content. To add grouped XML elements: Step Action 1. Click the Import tab. Add the XML elements that you want to add. click Conditional Export and set the conditions. Adding Groups of Elements PHA-Pro allows you to group your information together. To add more nodes to your XML tree repeat steps 2 to 7. 2. 11. 2013 352 . as required: • • 13. If you want to filter your export data. April 2. Select Group of Elements from the Type drop-down list. 7. select the Profile to which you want to add the grouped elements. Click the Select button next to the Repeat for each field. The New Element dialog box opens. 10. 5. see Filtering Your XML Export Data on page 356. For more information.PHA-Pro Chapter 14: Advanced Exporting Features Step 9. Update <Element name>. The results of using this profile to export information can be seen in Figure 14-3. recommendations. Select the sheet or column for which you want the information to be repeated. Click the Add button next to the XML Element field. responsibility and status are three separate elements. Click OK. Select or de-select the following check boxes. 3. 12. 8. 4. Click Root Element in the XML Elements field. Figure 14-1: In this example. Add <Element name>. The XML element is added. 6. click the Select button. 7. 12. From the Profile drop-down list. 3. 11. When you are complete. The Default Value dialog box opens. Adding Unmatched Elements PHA-Pro allows you to import data that does not correspond to fields in your existing data base. To add unmatched elements of data to your profile: Step Action 1. click OK. select the Profile to which you want to add the nested element(s). Select the field that you want to reference on the tree. 6. 9. see Importing Data from Unmatched Elements Process on page 361. If the Export check box is selected. Click OK. 2. For more information. or enter the appropriate text in the field. You can view this information using the Auxiliary Data feature. Under Content. Click Root Element in the XML Elements field. The New Element dialog box opens. 8. 10. see Viewing Auxiliary Data on page 360. April 2. Click the Add button next to the XML Element field. It retains the data outside of the study’s database. From the Text drop-down list. The results of using this profile to export information can be seen in Figure 14-4. Click OK. 2013 353 . You can also import this data at a later date. enter a valid list of xml elements. For more information. In the text box. select the type text that you want entered. Select Unmatched element from the Type drop-down list. The Edit Text Reference dialog box opens. click the Default Data for Export button. responsibility and status are nested within recommendations. 4. 5.PHA-Pro Chapter 14: Advanced Exporting Features Figure 14-2: In this example. Edit the element. the current codes and categories or markers in one study. while allowing you to use the data from another. This would allow you to retain. you can turn off the import function of some elements allowing you to retain the original information. These IDs can help identify information if it is being imported back into the document after being modified. Select the element you want to edit. The New Element dialog box opens. 2013 354 . Deleting Elements The ability to delete individual elements in your XML profile is especially useful when using the Auto or Duplicate Profile commands. For example. April 2. Click the Add button next to the XML Element field. The dialog box is closed and the element is edited. you can create attributes that are IDs for records. 2. select the profile to which you want to add the attribute. Click Remove. Select the element you want to delete. Click the element that you want to add the attribute to in the XML Elements field. Adding Attributes XML elements can have attributes in the start tag. For example. For example. Click OK. saving you time in creating the profile as well as retaining the nesting. The properties dialog box opens 3. just like HTML. From the Profile drop-down list. 4. To edit an element: Step Action 1. The element is deleted. 2. To delete elements from a profile: Step Action 1. 3. They are used to provide information that is not a part of the data. 4. Attributes are used to provide additional information about elements. you can copy a hierarchy and remove the few elements that you do not need. To add an attribute: Step Action 1. for example. Select Attributes from the Type drop-down list.PHA-Pro Editing Elements Chapter 14: Advanced Exporting Features The ability to edit individual elements in your XML profile is especially important when using the Auto command. Click Edit. 2. 5. • Random 128 bit . The New Element dialog box opens. This name will appear in the element tag. April 2. 1.3. 6. Click Root Element in the XML Elements field.. From the Type drop-down list. 8. select the appropriate name. Select the Fixed Text radio button.adds a random 128 bit code. 5.. and you add them to the xml document. • If you want different attribute content for each record: 1. To add unmatched elements of data to your profile: Step Action 1. 9. Tip: If you selected ID from the Text drop down list: 1. Tip: If you are going to be re-importing a modified XML document back into the study. If appropriate. 4. complete the fields that appear by selecting the appropriate information from the drop-down list. we suggest that you use the Random 128 bit option. Select or de-select the following check boxes. 2. Click the Add button next to the XML Element field. 3. The dialog box closes and the attribute is added. Select the field that you want to reference on the tree. 2. 2013 355 . 7. Click the Select button. From the Profile drop-down list. both boxes must be checked. Click the Import tab. Click OK. 6.adds a number in sequence. Adding Unmatched Attributes You can also add unmatched attributes in the same manner. • External . Select the Study Data radio button. or enter the appropriate text in the field. Tip: If you are combining documents into one master document. 2. Select Unmatched element from the Type drop-down list. Under Content. and completing any text field. 3. • Add <Attribute Name> to existing <XML Element name>. Complete the Content section: • If you want the same attribute content for all records: 1. 2. From the ID Name drop-down list.the attribute content is empty. 4. select one of the following: • Sequential . select the Profile to which you want to add the nested element(s). Enter the attribute content in the Content text field. as required: • Use <Attribute Name> to identify existing <XML Element name>. From the Text drop-down list. click the Select button. Action Enter the attribute name in the Name field. select the type text that you want entered.PHA-Pro Chapter 14: Advanced Exporting Features Step 5. Select the field that you want to reference on the tree.2. The dialog box is closed and the attribute is edited. Click OK. For example. Select the attribute you want to delete.PHA-Pro Chapter 14: Advanced Exporting Features Step Action 7. Click Edit. 2013 356 . When you are complete. 8. Filtering Your XML Export Data You can filter your xml export data by adding a formula that sets conditions on the data in an element. if you are revalidating a study. Select the attribute you want to edit. The attribute is deleted. 9. From the Text drop-down list. click OK. or enter the appropriate text in the field. 12. Click OK. 2. April 2. Another use of referencing makers would be to flag information that you want to import into your libraries. 11. The properties dialog box opens 3. select the type text that you want entered. and then import the data into your library. If the Export check box is selected. Edit the attribute. To edit an attribute: Step Action 1. You can also filter data by adding a formula that references markers in the data field. click the Default Data for Export button. For example. enter a valid list of xml attributes. Deleting Attributes To remove an attribute from an element: Step Action 1. you could export only the data that has not been revalidated by referencing the validation marker. 2. 4. Click OK. The Default Value dialog box opens. Click Remove. You first export the flagged data. you can create a filter that allows you to export only recommendations whose dollar value is over $5000 or those recommendations whose actual value exceeds the estimated value. Editing Attributes 10. In the text box. • Text – commands to convert text from lower case to upper case. /. True. constant or operator. Set the conditions for the export by defining the formula in the workspace: Selecting the Reference: 1. *. IF. or vice versa. The Export Condition dialog box closes. cosine and tangent. • Math & Trig – mathematical and trigonometric functions. THEN. which lets you If you want to reference a marker in a data element: 1. OR. of functions: • Constants – Pi. 3. 2013 357 . Click 2. Click OK Note: You cannot type the name of a reference in the workspace. sum. you must use the insert reference button. 3. minimum. exponents. 4. Select the marker from the drop-down list. • Logical – Boolean operators: AND. 2. to open a pop-up menu containing the following categories Note: When you select an option on this menu. square root. E and logical operators. From the Export if formula result is drop-down list. Click 2. NOT. select the appropriate answer: • • 5. including logarithms. April 2. Click OK. product. an additional menu opens. Tip: to open the Insert Reference dialog box. ELSE. 2. cube root. 3. Click OK. < and =). >. ENDIF. Click OK. In the Insert Reference dialog box. average. allowing you to select a specific function. select a data element from your file. The Export Condition dialog box opens. -. mean and total count. sine. Select the Evaluation Context from the drop-down list. Selecting the Function: 1. 3. Note: Into this workspace you can only type: • Numbers. • Mathematical operators (+. Action Click the Conditional Export button on the General tab. • Statistical/Combining – functions for maximum. Select the formula.PHA-Pro Chapter 14: Advanced Exporting Features To set the filter conditions: Step 1. right-click the data element that you want the formula to check for the marker. False. Select the data element. responsibility and status columns are exported without nesting the information. sets the logical condition if the conditions are not met.if you want to export the unmarked data. Click the Save in drop-down arrow to select where you want to store your file. Action Go to Data>Export. The last section. Select the profile you want to use. The Export drop-down menu. Click Save. i.xml extension. Tip: From the Export if formula result is drop-down list. 5. 3. The third section. April 2. The Export to File dialog box opens. ENDIF. closes the formula. the marker is not present.PHA-Pro Chapter 14: Advanced Exporting Features Tip: The formula for selecting data elements that are marked with a marker is: IF COUNT( Marker ) > 0 THEN TRUE ELSE FALSE ENDIF.e. type the new name for your file. appears. The next section.if you want to export the marked data. The recommendations. • False . 4. checks to see if the marker is present in the data field. • • • • The first section of the formula. (Optional) The Save as type field adds the . IF COUNT( Marker ) > 0. In the File name field. 2. listing all the export profiles. sets the logical condition if the conditions are met. 2013 358 . ELSE FALSE. This location can be on your computer or company network. THEN TRUE. select: • True . Figure 14-3: This XML export is based on the profile shown in Figure 14-1. Exporting Data to an XML File To export data to an XML file: Step 1. see Adding Elements on page 351. Tip: Remember that XML is case sensitive. or make any necessary edits in an existing profile so that the structure in the file and in the profile match.PHA-Pro Chapter 14: Advanced Exporting Features Figure 14-4: This XML export is based on the profile shown in Figure 14-2. Preparing to Import an XML File The import feature allows you to transfer data in XML from other spreadsheets. Ensure that all the required fields are in your hierarchy. see Adding Items to the Hierarchy on page 262. you must review the file and either create a new profile. 3. April 2. For more information. use the DTD to obtain the element names instead of the file. Tip: 2. Tip: When you create a profile in PHA-Pro. You must change the name <RootElement> to the name of the root element in the import file. If there is a DTD for the file. Before using the import function. such as MS Excel. see Editing Elements on page 354. The recommendations. <RootElement>. Adding Groups of Elements on page 352. Or If you are creating a new profile. responsibility and status columns are exported using nested information. All the necessary information is there in a condensed form. The field names have to be exactly the same as the XML element names. For more information. 2013 359 . Editing Elements on page 354 and Deleting Elements on page 354. see Creating a Profile on page 349. For more information. ensure that all the required fields are in the profile and are properly nested. ensure that you have added all the fields to the profile and that they are all properly nested. or databases into PHA-Pro. the software automatically names the root element. If you are using an existing profile. Tip: Add the fields to your hierarchy if necessary. For more information. To prepare to import an XML file: Step 1. Action Open your XML file to get a list of all the fields in the file. Select the file you want to upload. To view auxiliary data: Step Action 1. copy and paste the prolog from the Profile Properties dialog box over the prolog in the XML file. 3. Click auxiliary data. Compare the Prolog in the Profile Properties dialog box with the Prolog in the XML file. The dialog box closes. Select the information that you want to view by selecting the appropriate radio button: • • 4. These files must use the same xml profile or the upload operation will fail. 3. Tip: 5. Click Open. The Upload is completed and the fields are populated. The auxiliary data view opens.PHA-Pro Chapter 14: Advanced Exporting Features Step Action 4. The data is shown in the Data: field at the bottom of the page. If the prologs do not match. The profile is now ready to import the data from the XML file. Open the profile whose auxiliary data you want to view. Highlight the attribute or data that you want to view. Viewing Auxiliary Data If you import unmatched elements or attributes. 4. you use the auxiliary data view. the file is ready to be imported. ID numbers. 2013 360 . For more information. If you want to upload multiple files that use the same xml profile. 2. Importing an XML File Once the structure. April 2. Step 1. 5. Select the profile that you are using to import the file. or if you want to view existing attributes. The Import from File dialog box opens. Action Go to Data>Import. Import drop-down menu opens. and the elements in the profile and in the file match each other. 2. you can ctrl+click all of the files. Show all study items. as for example. see Preparing to Import an XML File on page 359. Navigate to the folder where the file you want to import is stored. 6. Once you have the same structure in both the file and the profile. To import an XML file into your workplace risk assessment study Note: In order to import an XML file into your study. Show only items with ID or XML data. the profile structure must match the XML structure in the file. click Prolog in the Profile Properties dialog box. Modify the XML Profile. Re-import the file. For more information. 2013 361 . Action Add the appropriate field(s) to your hierarchy.PHA-Pro Importing Data from Unmatched Elements Process Chapter 14: Advanced Exporting Features Importing data from unmatched elements is a five-step process. Ensure that the file and the Profile match. To import data from unmatched elements: Step 1. 3. 2. see Adding Items to the Hierarchy on page 262. 5. Export the data. 4. April 2. export to XML using a profile) are distinguished by whether the "sheet=" parameter is specified or the "profile=" parameter is specified. This allows you to export your XML data to. see Using the XML Import/Export Function on page 348. the profile in the XML must match the profile in the study into which the data is being imported. A batch file. When using the EXPORT command to export to XML. Note: You cannot export information from multiple PHA-Pro files into one xml file. and Importing from XML on page 363. The two uses of the command (export a sheet to Word/HTML/Text/DB vs. Here is a sample command: April 2. For more information. A batchscript file. You create the XML batchscript files in the same manner as you create the other batchscript files. see Writing a Batchscript File on page 344. For more information. For more information. you need to create: • • • An XML profile in each PHA-Pro file. but you can import information from multiple XML files into one PHA-Pro file using the Batch command.PHA-Pro Chapter 14: Advanced Exporting Features Exporting/Importing XML Data Using Batch Files You can also create a batch file for your XML export and import profiles. Before you can export or import XML files using batch files. it has same name as the old export command. 2013 362 . Sample XML Export Batchscript File on page 363. format. i. Exporting to XML on page 362. Importing from XML on page 363. headers. or to import XML data from. Sample XML Import Batchscript File on page 363. Save Command on page 363. the following parameters must be specified: profile="<profile name>" path="<path of the file you want to export the data to>" The following parameters are NOT specified when exporting to XML (they only apply to sheet export): sheet. headings. Exporting to XML The batch file command to export to XML is called "EXPORT". layout.e. Sample XML Combined Batchscript File on page 363. see Sample Batch File Script on page 346. multiple files in one operation. with some slight variations. If you are importing the XML data. This section discusses the following topics: Exporting to XML on page 362. When you create the profile. April 2. For more information. OPEN path="C:\My PHA-Pro Documents\Study 1. Here is a sample command: IMPORT profile="My XML Export Profile" path="c:\XML Documents\New XML File. Save Command The "SAVE" command allows you to save the results of IMPORT command.xml" Note: You must open the PHA-Pro file (opened by the OPEN command) that you are importing into before using the IMPORT command. 2013 363 . Here is a sample command: SAVE path="C:\My PHA-Pro Documents\New Study. headings.xml" Note: You must have an open document (opened by the OPEN command) before using the EXPORT command. Sample XML Export Batchscript File Here is an example of a batch file using the EXPORT command: Importing from XML The command to import from XML is called "IMPORT".xml" OPEN path="C:\My PHA-Pro Documents\Study 2. Sample XML Import Batchscript File Here is an example of a batch file using the IMPORT command: OPEN path="C:\My PHA-Pro Templates\Master Recommendations List Template. The only parameter it supports is "path".xml" IMPORT profile="Recommendations" path="C:\XML Files\Study 2 Recommendations.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study 1 Recommendations.pha" Note: The file named in the SAVE command cannot be the same as the file in the OPEN command.xml" The following parameters must be specified: profile="<profile name>" path="<path of the file you want to import the data from>" The following parameters are NOT specified when importing from XML: sheet. headers. format. layout.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study 2 Recommendations.g. Sample XML Combined Batchscript File You can create a batchscript file that exports data in XML format from several studies and combines them into one master study. to different paths). see Adding Attributes on page 354.PHA-Pro Chapter 14: Advanced Exporting Features EXPORT profile="My XML Export Profile" path="c:\XML Documents\New XML File.xml" SAVE path="C:\My PHA-Pro Documents\Master Recommendations List.pha" Note: You can SAVE the same study more than once (e.pha" IMPORT profile="Recommendations" path="C:\XML Files\Study 1 Recommendations. you should create IDs using the random 128 bit feature. pha" 364 .pha" IMPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" OPEN path="C:\My PHA-Pro Documents\Study 2.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.pha" EXPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" IMPORT profile="Recommendations" path="C:\XML Files\Study Recommendations.xml" SAVE path="C:\My PHA-Pro Documents\Master Recommendations April 2. 2013 1 2 List 1 2 List.xml" OPEN path="C:\My PHA-Pro Templates\Master Recommendations Template.PHA-Pro Chapter 14: Advanced Exporting Features Here is an example of a batchscript that first exports data from two studies and then combines them in a master study using import: OPEN path="C:\My PHA-Pro Documents\Study 1. conditional data mirroring and graphs. April 2. Logical Functions on page 376. you click the function icon and a drop-down menu opens. Statistical / Combining Functions on page 367. Text Functions on page 373. Date Functions on page 378. This section discusses the following topics: Constants on page 366. 2013 365 . This section describes the functions and their syntax. Other Functions on page 379. Math & Trig Functions on page 369.PHA-Pro Appendix A: Function Descriptions APPENDIX A: FUNCTION DESCRIPTIONS When you create your formulas for formula items. E The value of E. 2013 Syntax These functions are values and have no real syntax on their own. FALSE Logical “False” value. 366 . a mathematical constant. TRUE Logical “True” value. or a string composed of only spaces. BLANK Empty value. NULL Empty value. April 2.PHA-Pro Appendix A: Function Descriptions Constants Function Description PI The value of PI. ) v1 (Required). . .) N1. n2. and counts numbers within the list of arguments v2.. ..) AVERAGE Provides the average of the numbers in the list MEAN Provides the mean of the numbers in the list N1. Tip: You can multiply a maximum of 255 values.. 2013 List is the name of the list or column.. [v2]..n2. or ranges within which you want to count numbers. are 1 to 255 numbers for which you want to find the average value.. FIRST(list) FIRST First value in a list LAST Last value in a list List is the name of the list or column.. cell references.... n2. AVERAGE(n1. MEAN(n1.v2.n2.. The first item. 367 . are 1 to 255 numbers for which you want to find the minimum value. MIN(n1.... COUNT(v1. SUM(v1.v255) SUM Add the numbers in the list together..) MIN The smallest number/item in list... N1.) MAX The largest number/item in list.. .... (Optional). but only numbers are counted.. . Tip: You can add a maximum of 255 values. n2.v255) PRODUCT multiply the numbers in the list together valuen is the value or the reference to a cell containing the value that you want to multiply.PHA-Pro Appendix A: Function Descriptions Statistical / Combining Functions Function Description Syntax MAX(n1.. cell reference.v2. n2... or range within which you want to count numbers. COUNT Counts the number of cells that contain numbers.n2.. Up to 255 additional items.. are 1 to 255 numbers for which you want to find the mean value. are 1 to 255 numbers for which you want to find the maximum value. Tip: The arguments can contain or refer to a variety of different types of data.n2... LAST(list) April 2. N1. PRODUCT(v1... valuen is the value or the reference to a cell containing the value that you want to add. 2013 Syntax GETCHILDREN(Formula) Formula is the formula used to define the information required.PHA-Pro Appendix A: Function Descriptions Function Description GETCHILDREN Gets the information for all of the children of list item. 368 . April 2. Digits is the number of digits to which you want to round. Base is the base of the logarithm. LN(n) N is the positive real number for which you want the natural logarithm. digits) ROUND Rounds a number to a specified number of digits. 369 . ABS(n) ABS Tip: SIGN Determines the sign of a number. TRUNCATE(n. Digits is a number specifying the precision of the truncation. N is the positive real number for which you want the logarithm.base) LOG(x. ROUND(number. FLOOR(n. Significance is the multiple to which you want to round. zero (0) if the number is 0.y) Returns the logarithm of a number to the base you specify.PHA-Pro Appendix A: Function Descriptions Math & Trig Functions Function Description Syntax Returns the absolute value of a number. LOG10(v) LOG10 Returns the base-10 logarithm of a number v is the positive real number for which you want the base-10 logarithm. away from zero. Returns 1 if the number is positive. to the nearest multiple of significance The absolute value of a number is the number without its sign. toward zero. Tip: LN is the inverse of the EXP function.digits) TRUNCATE Truncates a number to an integer by removing the fractional part of the number. 2013 If base is omitted. it is assumed to be 10. The default value for num_digits is 0 (zero). Tip: April 2. to the nearest multiple of significance N is the numeric value you want to round.significance) N is the value you want to round.significance) CEILING Rounds number up. Returns the natural logarithm of a number. N is the real number of which you want the absolute value.71828182845904). LN Tip: Natural logarithms are based on the constant e (2. N is the number you want to truncate. and -1 if the number is negative FLOOR Rounds number down. SIGN(n) N is any real number. LOG(n. Significance is the multiple to which you want to round. N is the number that you want to round. CEILING(n. v is the exponent applied to the base e.PHA-Pro Appendix A: Function Descriptions Function Description Syntax EXP(v) Returns e raised to the power of number. the base of the natural logarithm. April 2. multiply the result by 180/PI( ) or use the DEGREES function. Tip: To express the cosine in degrees. N is the base number. N is the angle in radians for which you want the cosine. SIN(n) SIN Returns the sine of the given angle in radians N is the angle in radians for which you want the sine. Tip: EXP is the inverse of LN. Tip: If number is negative. POWER(n. multiply the result by 180/PI( ) or use the DEGREES function. P is the exponent to which the base number is raised. Tip: If number is negative. v is the number for which you want the cube root. COS(n) COS Returns the cosine of the given angle in radians.p) POWER(x. It can be any real number. Tip: To calculate powers of other bases. Tip: To express the tangent in degrees. TAN(n) TAN Returns the tangent of the given angle in radians. SQRT(value) SQRT Returns a positive square root. 2013 N is the angle in radians for which you want the tangent.71828182845904. CBRT returns the #NUM! error value. multiply the result by 180/PI( ) or use the DEGREES function. Tip: To express the sine in degrees. use the exponentiation operator (^). EXP Tip: The constant e equals 2. the natural logarithm of number. 370 . SQRT returns the #NUM! error value. CBRT(v) CBRT Returns a positive cube root. value is the number for which you want the square root.y) Returns the result of a number raised to a power. of a number. of a number. If number is not an integer. The arccosine is the angle whose cosine is number. X is the x-coordinate of the point. N is any real number. v is the cosine of the angle you want and must be from -1 to 1. or inverse cosine.y) Y is the y-coordinate of the point. the DEGREES function. it is truncated. multiply the angle is given in radians in the result by 180/PI( ) or use range -pi/2 to pi/2. arctangent is the angle whose tangent is number. N is any real number for which you want to find the hyperbolic cosine. TANH(n) DEGREES Converts radians into degrees. Tip: To express the arcsine in The returned angle is given in degrees. Tip: To express the arctangent in degrees. COSH(n) N is any real number. ACOS(v) ACOS Returns the arccosine. DEGREES(angle) Angle is the angle in radians that you want to convert.y) Same as ATAN2(x. ISODD Returns TRUE if number is odd. of a number. The returned Tip: To express the arctangent in degrees. the angle whose sine is number. or N is the tangent of the angle you inverse tangent.and y-coordinates.y) SINH Returns the hyperbolic sine of a number SINH(n) COSH Returns the hyperbolic cosine of a number. The angle is given in radians between -pi and pi. or FALSE if number is even.PHA-Pro Appendix A: Function Descriptions Function Description Syntax ASIN Returns the arcsine. ATAN2(x. The want. or inverse tangent. The returned angle is given in radians in the range 0 (zero) to pi. excluding -pi. ATAN ATAN (n) Returns the arctangent. TANH Returns the hyperbolic tangent of a number. RADIANS Converts degrees into radians. or inverse v is the sine of the angle you sine. multiply the radians in the range -pi/2 to pi/2. Tip: To convert the result from radians to degrees. 2013 Angle is the angle in degrees that you want to convert. ATAN2XY Same as ATAN2(x. The arcsine is want and must be from -1 to 1. RADIANS(angle) April 2. ISODD(n) N is the value to test.y) Returns the arctangent. multiply it by 180/PI() or use the DEGREES function. 371 . ATAN2(x. multiply the result by 180/PI( ) or use the DEGREES function. result by 180/PI( ) or use ASIN(v) the DEGREES function. of the specified x. April 2.PHA-Pro Appendix A: Function Descriptions Function Description ISEVEN Returns TRUE if number is even. it is truncated. 372 . 2013 Syntax ISEVEN(n) N is the value to test. If number is not an integer. or FALSE if number is odd. <Text2 >. UPPER(text) text is the text you want converted to lowercase. LOWER Converts a text string to all lower case. COMBINETEXT Combines text from two text strings. the formula should look like: COMBINETEXT(<TextField 1>. Syntax UPPER(text) text is the text you want converted to uppercase. VALUE(text) VALUE text is the text enclosed in Converts a text string that represents a number to a number quotation marks or a reference to a cell containing the text you want to convert. joining text is additional text you want to use to join the two sets of data. strings that you are comparing. Text can be a reference or text string. you will get an error message. you must enter two sets of "" otherwise."". In this case."") Compares two text strings. Tip: If you just want to insert information from one field. returns: • EXACT TRUE if they are exactly the EXACT(string1.PHA-Pro Appendix A: Function Descriptions Text Functions Function Description UPPER Converts a text string to all upper case. April 2. "joining text") Text1 is your first text. Tip: EXACT is case-sensitive but ignores formatting differences. 2013 373 . Text2 is your second data set. COMBINETEXT(<Text1>.string2) same. Text can be a reference or text string. string1 and string2 are the text • FALSE otherwise. string2.n1. number (optional) is the number of occurrences of the text at which to start the replacement. Tip: April 2. Otherwise. only that instance of string2 is replaced. n1 specifies the character at which to start the substitution.num) string1 is the text or the reference to a cell containing text for which you want to substitute characters. For example.string3. REPLACE(string1. Substitutes new text for old text in a text string.PHA-Pro Appendix A: Function Descriptions Function Description Syntax SUBSTITUTE(string1. string3 is the text you want to replace string2 with. based on the number of characters you specify. number) string1 is the text in which you are going to make the replacement. string1 is the text in which you are going to make the replacement. string2 is the text that is going to be replace. REPLACEALL Tip: Use REPLACEALL when you want to replace all instances of specific text in a text string. If you specify number1.nr2.string2.string2) REPLACE Replaces part of a text string. all occurrences are replaced. every occurrence of string2 in text is changed to string3. with a different text string. Replaces all instances of old text with new text in a text string. string3 is the text that is going to be entered. 2013 If no number is indicated. n2 specifies the numbers of characters to be replaced.strin g3. SUBSTITUTE Tip: Use SUBSTITUTE when you want to replace specific text in a text string string2 is the text you want to replace. the function starts to replace at the second occurrence of the text. if number is 2. 374 . REPLACE(string1. string2 is the text that is going to be entered. number1 specifies which occurrence of string2 you want to replace with string3. number1. LAST(David. 2013 375 .d) returns 1. or column.text_in. STRUCTURELEV EL A constant variable that provides the level of the list item in the list. number1 is the starting position. omit number2. based on the number of characters you specify. text1+LINEBREAK+text2 LINEBREAK Enters a line break that can be combined with text values. FIRST(string1. Syntax FIND(text_find. it is assumed to be 1. containing the item whose list value you want to know. Tip: FIND is case sensitive and does not allow wildcard characters. list is the list. string1 is the text string that contains the value.char#) text_find is the text you want to find. string1 is the text string that contains the value. For example. MID(text_ret. and return the number of the starting position of the first text string from the first character of the second text string. text1 is the text before the line break. STRUCTUREMAXCHILDLEVEL April 2.d) returns 5. Tip: FIRST is not case sensitive. If you omit char#. string2 is the value you are searching for.string2) FIRST Gets the location in a text value where another text value first appears. number2 is the number of characters specified. Tip: LAST is not case sensitive. The first character in text_in is character number 1. Tip: If you want to go from the starting point to the end of the string. string2 is the value you are searching for. FIRST(David.number2) MID Returns a specific number of characters from a text string. starting at the position you specify. ITEMNUMBER(list) ITEMNUMBER Provides a list number for an item in a list as a text value. text_ret is the text returned.string2) LAST Gets the location in a text value where another text value last appears. LAST(string1. text2 is the text after the line break. STRUCTURELEVEL STRUCTUREMA XCHILDLEVEL A constant variable that returns the maximum child level that belongs to list item. char# specifies the character at which to start the search. text_in is where you are searching. For example.PHA-Pro Appendix A: Function Descriptions Function FIND Description Locates one text string within a second text string. The first condition that you want to test that can evaluate to either TRUE or FALSE. NOT(logical) Logical is a value or expression that can be evaluated to TRUE or FALSE.... After executing the statements following Then or Else. Returns TRUE if any argument is TRUE.. (Optional)... NOT returns TRUE.PHA-Pro Appendix A: Function Descriptions Logical Functions Function Description Syntax Returns TRUE if all of its arguments are TRUE AND OR NOT One common use for the AND function is to expand the usefulness of other functions that perform logical tests. Use NOT when you want to make sure a value is not equal to one particular value... THEN . THEN . ISSTRUCTURELEAF April 2.. NOT returns FALSE. For example. the IF function performs a logical test and then returns one value if the test evaluates to TRUE and another value if the test evaluates to FALSE. [ELSE . By using the AND function as the logical_test argument of the IF function. returns FALSE if all arguments are FALSE. IF condition THEN statements [ELSE elsestatements] ENDIF Closes a block of code that begins with an "if. are conditions you want to test that can be either TRUE or FALSE. .then" statement. IF . the statements following Then are executed.) Logical1. If condition is True. AND(logical1.logical2.. If logical is FALSE..] ENDIF ISSTRUCTURE LEAF Separates list items that have children (not a leaf) from those that do not have children (leaf).ELSE When executing a block If (second syntax).logical2.. 2013 376 . Reverses the value of its argument.. if logical is TRUE. Additional conditions that you want to test that can evaluate to either TRUE or FALSE. logical2.... you can test many different conditions instead of just one. If the condition is false... [logical2]. condition is tested... OR(logical1. execution continues with the statement following EndIf.. the statements following Else are executed. IF .) logical1 (Required).. . . Any value or expression that can be evaluated to TRUE or FALSE. . The value that you want to be returned if the logical_test argument evaluates to TRUE. a property.. the IF function returns the value 0 (zero).. the formula =IF(A1>10."10 or less") returns "Over 10" if A1 is greater than 10. if the value of this argument is the text string "Over budget" and the logical_test argument evaluates to FALSE. there is no comma following the value_if_true argument). a function. . there is only a comma following the logical_test argument). Otherwise. value_if_true (Required). (that is. if the value of this argument is the text string "Within budget" and the logical_test argument evaluates to TRUE. the IF function returns the text "Over budget. A10=100 is a logical expression.. To display the word TRUE. and "10 or less" if A1 is less than or equal to 10. value_if_true. For example.) The IF function returns one value if a condition you specify evaluates to TRUE. 2013 377 .. April 2. The value that you want to be returned if the logical_test argument evaluates to FALSE." If logical_test evaluates to FALSE and the value_if_false argument is omitted..PHA-Pro Appendix A: Function Descriptions Function Description Syntax IF(logical_test. the IF function returns the logical value FALSE. If logical_test evaluates to FALSE and the value of the value_if_false argument is omitted (that is."Over 10".): logical_test (Required). use the logical value TRUE for the value_if_true argument. a method. if the value in cell A10 is equal to 100. This argument can use any comparison calculation operator. For example. IF(. there is no comma following the value_if_true argument). and another value if that condition evaluates to FALSE." If logical_test evaluates to TRUE and the value_if_true argument is omitted (that is. the IF function returns the text "Within budget. or a procedure. [value_if_false]) The IF function syntax has the following arguments (argument: A value that provides information to an action. the expression evaluates to FALSE. an event. For example. the expression evaluates to TRUE.. value_if_false (Optional). For example. the IF function returns 0 (zero). in the IF function.. 378 . 2013 Syntax TODAY( ) There are no arguments for this formula. April 2.PHA-Pro Appendix A: Function Descriptions Date Functions Function Description TODAY Returns the serial number of the current date. For example if you wanted the cost of all level three items in a structure list. Function is another function.PHA-Pro Appendix A: Function Descriptions Other Functions Function Description Syntax Function(parameter WHEREcondition) Function is the function being carried out. This FIND_USAGE is often a parameter of another function. etc. you would write: MIN(FIND_USAGE(ProcessFMEARisk Priority Number)) STUDYID Inserts the Study ID April 2. WHERE Used to specify a filter condition for a parameter of MAX. condition is the filter being applied. 2013 STUDYID 379 . you would write: SUM(GETCHILDREN(Cost where STRUCTURELEVEL=3)) Function(FIND_USAGE(reference )) Searches the hierarchy where a particular code is referenced.SUM. For example to find the minimum RPN value. parameter is the parameter of the function. Reference refers to an item in the hierarchy. COUNT. such as low temperatures. cause problems? What environmental protection measures are in place to contain releases? Could failures of individual components. such as control valves and level switches. shutdown or standby operation? What will happen on emergency shutdown? Are there any problems maintaining equipment or individual components? What is the sparing philosophy and how does it affect system and equipment reliability? What will happen if instrumentation control systems fail? Are there adequate protective systems? If so. is some redundancy needed? Have you considered: • • • • • • • Power failure? Instrument air failure? Cooling water failure? Steam failure? Have the effects of all of these been considered in relation to flare and blowdown system sizing? Do system components such as control valves fail safe if their actuating media fail? Have you considered: • • • • • Equipment isolation? Drainage? Venting? Blinding? Emergency interlocks? April 2. • • • • • • • • • • • • • • • • • • • • • What are the functions of the equipment? In what ways can the equipment functionally fail? What are the major hazards associated with the material being handled by the equipment? Is there potential for flammable/toxic releases? Is the process adequately controlled? Is there any chance of exothermic runaway reactions? What potential interactions between upstream or downstream equipment or conditions could lead to problems? What are the “worst event” and “worst credible” scenarios? Could adjacent facilities pose a risk? Could external events create problems? Is there an emergency response plan? Could supporting utility failures be problematic? Could environmental conditions.PHA-Pro Appendix B: Checklist Preparation APPENDIX B: CHECKLIST PREPARATION The following guideline is intended to help you prepare a checklist for use with the Checklist and What If/Checklist methodologies. your checklist may need additional items. Depending on the requirements of your study situation. be problematic? Could there be any problems with startup. 2013 380 . 2013 381 . such as presulfiding. you may also find it beneficial to review the libraries of PHA-Pro®. onsite catalyst loading/unloading. stainless steel in presence of chlorides)? Note: When creating a checklist.PHA-Pro Appendix B: Checklist Preparation • • • The need for closed drainage systems? Have you considered any special operations. such as: • • • • • • • • • High pressure/low pressure interfaces? Possibility of reverse flow? Chances of seal ruptures? Equipment plugging? Gas breakthrough on level control failure? Bypasses being left open around control valves? Tube ruptures in furnaces and heat exchangers? Water hammer/two-phase flow damaging lines? Stress corrosion cracking (for example. April 2. onsite regeneration and so forth? Have you looked at common problems. problem areas. Note: A description of the OSHA Checklists is provided in the "Read Me" file installed by the setup program.S.PHA-Pro Appendix C: Checklist to Assist with Compliance for OSHA 1910. including the following: • • • • • • • • • • • • • • • General information required by OSHA. Age of processing facility. Maximum number of potentially affected employees. Potentially hazardous phenomena that could occur. Operating history parameters. can use the additional checklists that come with PHA-Pro® in electronic format. Possible health and safety effects. workplace risk assessment scheduling priorities. workplace risk assessment schedule and type. Highly hazardous chemicals inventory. Types of potential hazards present. These checklists are provided separately since OSHA workplace risk assessment compliance calls for the user to address a number of issues that are not usually addressed during the course of a workplace risk assessment. Aggravating factors. April 2. Flammable materials inventory. Incidents with potential to cause catastrophic consequences. Facility siting.119 APPENDIX C: CHECKLIST TO ASSIST WITH COMPLIANCE FOR OSHA 1910.119 Organizations needing to perform Process Hazards Analyses to meet the requirements of the U. Code of Federal Regulations. 2013 382 . 29 OSHA 1910.119. Team member experience. Methods for Studying Plant Modifications on page 385. Batch Processes and APPENDIX D: ANALYZING OPERATING INSTRUCTIONS. BATCH PROCESSES AND PLANT MODIFICATIONS This section discusses the following topics: Methods of Analyzing Operating Instructions and Batch Operations. April 2. 2013 383 . on page 384.PHA-Pro Appendix D: Analyzing Operating Instructions. Batch Operation The Batch Operation Library component is common to all items regardless of whatever specific type is chosen. • With Guide Word HAZOP. Sooner. Batch Operation (type used with general library). and then provide the Deviation. select the Parameter.PHA-Pro Appendix D: Analyzing Operating Instructions. Provide a description. For each Guide Word. Later. Batch Processes and Methods of Analyzing Operating Instructions and Batch Operations. Startup/Shutdown/Standby (type used with Knowledge Based HAZOP). • • • • Operating Procedure For the What If methodology. The Guide Word Library can provide pertinent information through the Procedural Step Link. such as Filling. Startup/Shutdown/Standby When using Knowledge Based HAZOP. For Deviations. select Operating Procedure as the subsystem and use together with the What If Library. select Copy from Library and select from the specific Guide Words: No. Operating Procedure (type used with What If Library). such as “Filling Reactor. and so on. April 2. select Procedural Step as the Node Type when using the Guide Word HAZOP Library. A number of methods are available for analyzing operating instructions and batch processes. select the Startup/Shutdown/Standby Node Type in conjunction with the Knowledge Based Library. including the following: Procedural Step • • • • Procedural Step (type used with Guide Word HAZOP Library).” together with Design Conditions/Parameters and Drawings referenced. 2013 384 . select the Plant Modifications Node together with any applicable Node types.PHA-Pro Appendix D: Analyzing Operating Instructions. when using the Knowledge Based HAZOP Library. General Category (type used with What If Library). April 2. Select deviations that you consider applicable with the Node. select General category as the subsystem together with any other applicable subsystems when using the What If Library. Modification When using Guide Word HAZOP. 2013 385 . including the following: • • • Modification (type used with Guide Word HAZOP Library). select the Modification Node Type when using the Guide Word HAZOP Library. Plant Modifications When using Knowledge Based HAZOP. General Category With What If. Batch Processes and Methods for Studying Plant Modifications A number of methods are available for studying plant modifications. Plant Modifications (type used with Knowledge Based HAZOP library). By learning the order of procedures in this tutorial. Further Customization on page 426. This section discusses the following topics: Creating a Blank Template on page 387. Adding the Risk Matrix on page 396. 2013 386 . Rearranging the Sheets on page 421.PHA-Pro Tutorial A: Creating a Template From Scratch TUTORIAL A: CREATING A TEMPLATE FROM SCRATCH Using Project Settings you can empty a template and create a new one from scratch. Adding Codes and Categories on page 401. Displaying the Hierarchy in Sheets on page 407. and the detailed step by step procedures elsewhere in the manual. Formatting your Forms and Worksheets on page 419. Preparation for Creating a New Template on page 389. Adding Administration Information to the Hierarchy on page 395. you can create a customized template for your company. April 2. Creating the Hierarchy on page 392. Adding Markers on page 404. Naming Convention. 5.PHA-Pro Tutorial A: Creating a Template From Scratch Creating a Blank Template Let’s create and save a blank template in PHA-Pro. 3. Delete all folders and sub folders until only the three default folders are left. under Project Settings. To create a blank template: Step 1. Save the blank template as Blank Template. In other words. Note: The Sheets still exist but are blank. Action Go to Hierarchy. Markers. You will add information to these folders working down in order Tip: These folders have similar right panes. This shows that the Hierarchy and Sheets under Project Settings are independent of each other. 4. Data Check. Figure A-1: Hierarchy with only the default folders left. 2013 387 . but. and Sheet. namely . Now go to Sheets. Column Headings and Headers are displayed in Worksheets and Labels are displayed in Forms. Tip: 2. April 2. You will notice that there are certain default folders that you cannot delete from project settings. You should save the file as Blank Template first. There should be only three folders in sheets and the yellow and green Settings and Data Check tabs in your file now. Codes and Categories. These folders are: • • • Risk Systems. you display the items of the hierarchy in sheets. Delete all sheets. you create the hierarchy. PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-2: Sheets with the Hierarchy items removed. April 2. 2013 388 . but with all the Worksheets and Forms still present. Figure A-3: Sheets with only the default folders left. the following information is included: • • • • Determining your Worksheet Information Administration information for your study . we will use two ways for calculating the risk ranking based on the following criteria: Severity Risk Criteria Code Description 1. PFDs.PHA-Pro Tutorial A: Creating a Template From Scratch Preparation for Creating a New Template Before you can create your new template you should determine: • • • • Column Headings and Headers for worksheets. (Worksheet) For this exercise let's create a worksheet for a typical qualitative risk analysis technique. (Form) Study . as shown below: Figure A-4: The above worksheet shows the criteria that we want in our study. Very High April 2. Only after you have laid out these requirements should you create your new template. Determining your Worksheet Information on page 389. Determining your Recommendations on page 390. Determining your Risk Ranking on page 389. Determining your Risk Ranking For this example. Labels for forms. Determining your Administration Information In the Administration collection.Company name. 2013 389 . System intends to. etc. System intends not to. Design Schematics. If you will be using a Risk Matrix or other form of risk ranking. (Worksheet) Documents . High 4. Duration of the study. Low 2.P&IDs. This section discusses the following topics: Determining your Administration Information on page 389. Creating the Hierarchy on page 392.Scope. Risk ranking criteria. Project Name or (ID). Objectives. (Form) Team members. Medium 3. Insignificant 2. Certain Risk Ranking Criteria Code Description I Insignificant A Acceptable C Acceptable with Control U Undesirable Method 1 -Determining Risk Ranking using a Risk Matrix Likelihood Using the above Criteria. Description Catastrophic Likelihood Risk Criteria Code Description 1. we can get the following matrix: 5 C C U U U 4 A C C U U 3 A A C C U 2 I A A C C 1 I I A A C 1 2 3 4 5 Severity Method 2 .Risk Ranking by product of the Severity and Likelihood Risk = Consequence x Frequency = Severity x Likelihood Using the above criteria. April 2. Action Taken. but is not limited to the following column headings: • • • • Recommendations. Medium 3. 2013 390 .PHA-Pro Tutorial A: Creating a Template From Scratch Code 5. Person Responsible. High 4. the risk ranking will be between 1 and 25: Determining your Recommendations Let’s have another worksheet for tracking your recommendations. Places Used. This information can include. Very High 5. Actual Start Date. 2013 391 .PHA-Pro Tutorial A: Creating a Template From Scratch • • Cost. Estimated End Date. Dates .Estimated Start Date. April 2. Actual End Date In this exercise we are only using the Recommendations and Places Used column headings for this worksheet. For a detailed procedure on adding items to the hierarchy. e. when you just need a data field. we would apply the Risk Technique (Scenarios. At the lowest level of the hierarchy. etc. Risk Ranking. Right click and select Add from the drop-down menu. Components and finally Items. Likelihood. •SAFEGUARDS.. then use the "yellow folder" Group item. (Figure A-6) Or Click the Add on the Hierarchy bar. Select List item from the New Hierarchy Item list. "Address". Figure A-5: Breakdown Tree . "Company Name". Add List items and name them as follows: • SYSTEMS. Select Study under Hierarchy. Step Action 1. This allows it to be analyzed in manageable portions.this breaks the System down into Subsystems. etc. •SCENARIOS. Causes. On the other hand. Severity. •CONSEQUENCES. •CAUSES. Recommendations. use UPPER case for List name and Title case for column headings and data fields. Note: When you need to be able to add new rows. You can add more items under the List as required. Safeguards.PHA-Pro Tutorial A: Creating a Template From Scratch Creating the Hierarchy General for qualitative risk analysis. 3.) Creating the Hierarchy The steps here present the high level of adding items to the hierarchy. see Adding Items to the Hierarchy on page 262. April 2. such as in a worksheet. you will always use the "three blue striped" List item. For this exercise. The following diagram illustrates a typical breakdown tree. 4. Consequences. •SUBSYSTEMS. 2. you have a process or a system that is broken down into indentures. 2013 392 .g. Note: List item has one default Text Field called Description. Under CAUSES in the Hierarchy add a List of References 10. Figure A-6: Study has been highlighted under Hierarchy. "Address". On the other hand. April 2. Go to Study in the Hierarchy 6.RECOMMENDATIONS.PHA-Pro Tutorial A: Creating a Template From Scratch Step Action 5. From the right-click drop down menu.g. Select List item from the New Hierarchy Item list. Name this List item . Add has been selected. such as in a worksheet. etc. Note: When you need to be able to add new rows. Link to RECOMMENDATIONS. when you just need a data field. Right click and select Add from the drop-down menu Or Click the Add on the Hierarchy bar. 9. then use the "yellow folder" Group item. 2013 393 . 7.. e. "Company Name". you will always use the "three blue striped" List item. 8. April 2. This name describes the item fully within the study. if your study had two or more risk techniques in the same hierarchy. then you may have separate column headings that are similar . 2013 394 . For instance. Global Name: This is an optional alternate name for a hierarchy item that is used primarily in conjunction with data mirroring or split function.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-7: Hierarchy tree showing SYSTEMS and RECOMMENDATIONS. You can use data in Copy From or AutoType from different columns in the worksheet by using the same Keyword in the hierarchy. Keywords: They are used in conjunction with Copy From and AutoType filters. For more information. see Splitting the Hierarchy on page 277 and Data Mirroring on page 287. You would have Causes A in one branch and Causes B in another branch. This name is used on menus for Send To command of the data mirroring or split functions (if the template is set up to use this command). Figure A-8: Project Settings showing both the left pane containing the Hierarchy and the right pane that has the pages that allow you to customize each item. There may be different messages and prompts in the software where Global Name is used to identify an item.for example “causes”. April 2. • • • Drawing. When you are finished. Drawings. • • • Study. For information on adding items to the hierarchy. Duration. System Intends Not To. it should resemble the structure shown in By grouping the fields in the hierarchy. • • • • • Full Name. System Intends To. Roles. End. Figure A-9: The hierarchical structure of the Administration folder. Phone. Add the groups and fields: • Facility Information. Comments. • • • • • Company Name Project Name. Add the following lists and fields: • Team. Scope. Objective. Title. File Path.PHA-Pro Tutorial A: Creating a Template From Scratch Adding Administration Information to the Hierarchy Next go to the Administration folder in Hierarchy. see Adding Items to the Hierarchy on page 262. 2013 395 . • • Start. you will be able to add groupings to the fields on the forms when you create them. 6. 3. Note: You can create a Risk Calculation ranking in a similar manner if you want to use the product of Severity and Likelihood. Make the matrix a 5 x 5 as per the risk criteria 4. U (Undesirable) . 2013 396 . For the criteria. and select • Swap Axis • Move Axis to Opposite Side • Reverse Axis Order from the drop-down menu. To add the risk matrix: Step Action 1. see Determining your Risk Ranking on page 389. Add the criteria to the Severity. C (Acceptable with Control) .PHA-Pro Tutorial A: Creating a Template From Scratch Adding the Risk Matrix Once you have created your hierarchy. Your matrix should resemble the one in Figure A-10.Red. Click Add and select the 2D Risk Matrix from the list. Click Risk Settings. Color the matrix using the color button: (Figure A-15) I (Insignificant) . see Creating a Risk Matrix on page 245. For more information.White (Default). April 2.Yellow. 2. your new Risk Matrix should resemble the above diagram.Green. you can add the risk settings. See Figures A-11 to A-14. 7. A (Acceptable) . Figure A-10: After carrying out steps 1 to 7 in adding a Risk Matrix. 5. Rearrange the axes by right-clicking the axes. Likelihood and Risk Ranking and fill the matrix according to the requirements. Name the matrix Risk Matrix. April 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-11: Adding the Severity Codes. 2013 397 . Figure A-12: Adding the Likelihood Codes Figure A-13: Adding the Risk Rankings. PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-14: Adding the Risk Ranking Codes to the Matrix Figure A-15: Coloring the cells of the Matrix. 2013 398 . Figure A-16: The finished matrix. April 2. and Risk Ranking boxes checked.§ Action On the Risk Matrix page. click the Usage tab. Select CONSEQUENCES from the Linked Item drop-down field. 2013 399 . (Figure A-17) Select CONSEQUENCES because you would rank Severity for CONSEQUENCES rather than SCENARIO. and enter the name of the matrix. in the Description field because you will see this under Show Column in the worksheet. Note: The drop-down menu shows UPPER case names. The dialog box closes and the matrix is linked to the hierarchy. Click OK. To link the matrix to the hierarchy: Step 1.PHA-Pro Linking the Matrix to the Hierarchy Tutorial A: Creating a Template From Scratch Once you have created your matrix. 6. CAUSES. The Usage page opens 2. not the column headings. or SAFEGUARDS or RECOMMENDATIONS. you have to link it to an item in the hierarchy. Select Add. These are the names of the List Items. The Add/Edit Risk Matrix Usage dialog box opens 3. Leave the Severity. 5. Likelihood. April 2. 4. Uncheck the Default box. (Figure A18) Figure A-17: You select the field to which you want to link the Matrix in the Add/Edit Risk Matrix dialog box. RM. 2013 400 . April 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-18: Your new Matrix is now linked to the Consequences field in the hierarchy. Click Finish. Select Add. 2. Use the Use name of linked item option. (Figure A-20) 5. etc. To add and link the category: Step Action 1. Partial. Right-click Consequences. For more information. Action Create your category in the study. New Code and Category icon appears in the left pane and the pages for customizing the category appear in the right pane. Adding the Consequence Category For our exercise. in an attendance sheet. For example. (Optional) For more information. (Figure A-23) April 2. Name the category Consequences in the Naming Convention page. The category is linked. (Figure A-19) 4. Add codes to the category. 2. To add a category with codes: Step 1. we are going to create and add a category called Consequence Code/Category to our new study and then link the category to the hierarchy. Hierarchy item dialog box opens. 9. Open the Hierarchy 6. Once you have created your risk system. Absent. 2013 401 . Click Add on the bar Or Right-click the field and select Add from the pop-up menu. 8. see Defining Data Linkages on page 285. Link the codes to a Hierarchy item. Click the Codes and Categories in Project Settings. Link to the Consequences code/category. Early. (Figure A-21) 10. you can create an Attendance Codes and Categories so you will have a drop-down list to pick from. Select Reference. see Adding Codes on page 249. instead of typing Present. 3. Add the codes and descriptions on the Values tab. 3. For more information. Pop-up menu opens 7.PHA-Pro Tutorial A: Creating a Template From Scratch Adding Codes and Categories Codes and Categories are just drop-down tables that you can use in worksheets. see Adding Categories on page 248. (Figure A-22) 11. you now add codes and categories for your study. Late. Figure A-20: Enter the codes and their descriptions on the Values page.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-19: Name the category in the Naming Convention page. Figure A-21: Select the Use name of linked item check box. April 2. 2013 402 . 2013 403 . April 2. select Consequence Code/Category.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-22: Under Link To. Figure A-23: You can see the created link in the Hierarchy. The you • • • Column contains field provides a choice of three types of fields can add to the marker: Text. The new marker with a note field is added. and enter the name of the new column. In our example. (Figure A-28) April 2. Go to the List of Marked Items page 6. 4. Click Markers in Project Settings. Select the symbol that you want to use for the marker on the Symbol page. 3. Date. 2013 404 . Number. which contains a note field. Click Add on the bar Or Right-click the field and select Add from the pop-up menu. New Markers icon appears in the left pane and the pages for customizing the marker appear in the right pane.PHA-Pro Tutorial A: Creating a Template From Scratch Adding Markers Next. Followup. Select Text field. see Creating New Markers on page 253. To our study. we are selecting the glasses symbol from Wingdings. called Followup. (Figures A-24 and A-25) 5. (Figure A-27) Tip: 9. For more information. 2. we are going to add a marker. Go to Show Column>New Column. (Figure A-26) 8. we will add a marker to your study. Click OK. in the Name page. Adding the Followup Marker To add a marker called Followup to the study: Step Action 1. Note. in the name field. 7. The New Column dialog box opens. Right click the Ref # heading. Enter the name of the marker. the Symbol dialog box opens. and select Show Column>New Column. April 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-24: When you click Choose Symbol. We then formatted it using the fields on the Symbol page. Select the icon that you want to use and click OK. 2013 405 . Figure A-25: The eyeglass symbol has been added as the marker symbol. Figure A-26: The pop-up menu has opened. PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-27: Select text from the Column contains drop-down menu and name this column “Note”. April 2. and Markers are repeated under the Hierarchy. Figure A-28: The Note field has been added to the marker and the Marker has been created. 2013 406 . You can see that both the Marker and the Note have been added to the Markers folder in Hierarchy as well. Codes and Categories. Note: All three folders .Risk Systems. you need to go to Sheets to create the worksheets and forms for the hierarchical items. Collection to organize all Administration Forms and worksheets under one tab. Adding a Team Members Page on page 410. Enter Facility Information as the name and click Next. Adding a Facility Information Form on page 407. To add a form to Sheets: Step Action 1.Name dialog box opens. The New Sheets . Additional Worksheets on page 410. 3.PHA-Pro Tutorial A: Creating a Template From Scratch Displaying the Hierarchy in Sheets Once you have created the hierarchy. (Figure A-30) 4. moving fields around the form. Adding the Recommendations Worksheet on page 417. Adding the Systems Worksheet on page 413. Or Right-click the folder and select Add from the pop-up menu. Adding the Risk Technique Worksheet on page 414. Formatting and Re-arranging the Sheets Once you have created your sheets you can format them . Risk Technique Recommendations. The New Sheets . For more information on adding sheets. (Figure A-29) 3. 2013 407 . see Adding New Sheets on page 295. Three worksheets for the Risk Technique: 1. see Customizing Sheets on page 305 and Chapter 7: Customizing Forms and Worksheets on page 158.Data fields dialog box opens. Systems and subsystems. This section discusses the following topics: Formatting and Re-arranging the Sheets on page 407. You will add: • • • Forms and Worksheets for the administrative collection.hiding columns. For more information. we are going to add a Facility Information Form to Sheets. The New Sheets dialog box opens. grouping headers. Click Sheets in Project Settings. Adding a Facility Information Form For our example. 2. Adding the Drawing Worksheet on page 412. (Figure A-31) April 2. Click Add on the Sheets bar. 2. Displaying the Risk Technique in Worksheets on page 412. Select Form and click Next. (Figure A-33) 7. select Form. Figure A-29: From the New Sheet dialog box.Name dialog box. Breakdown is determined automatically by default. The New Sheets . Figure A-30: Enter Facility Information. (Figure A-32) 6. 2013 408 . Action Select the Data Fields and click Next. Mainly this is used for page breaks in sheets. the name of the form. Click Finish. April 2. (Figure A-35) Tip: You can drag and drop the labels around the form as required. Continue grouping Data Fields as required.PHA-Pro Tutorial A: Creating a Template From Scratch Step 5. in the New Sheet . Right-click form and go to Show Enclosing Group Box>[Name of Group]. The Facility Information form is complete. (Figure A-34) 8. The Facility Information form opens.Breakdown dialog box opens. Figure A-32: The Breakdown page is automatically configured. April 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-31: Select the items that you want displayed as data fields on the form. 2013 409 . Figure A-33: The Facility Information Form after you click Finish in the Breakdown dialog box. Click Sheets in Project Settings. Or Right-click the field and select Add from the pop-up menu. (Figure A-36) 4. The New Sheets . namely . 2. Enter the Team Members as the name and click Next.Name dialog box opens.Team Members and for Drawings. The New Sheets . 3. Additional Worksheets We are going to add some additional worksheets for the Administration collection. Figure A-35: The finished Facility Information form. Click Add on the Sheets bar. The New Sheets dialog box opens. you can group your data fields. Select Worksheet and click Next. Adding a Team Members Page To add a worksheet to list our team members: Step Action 1.Columns dialog box opens. (Figure A-37) April 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-34: By right-clicking the form. 2013 410 . The groupings and names of the form’s groups are based on the groups that you creating in the hierarchy. Click Finish. The New Sheets . The Team Members worksheet opens. April 2. 7.Headers dialog box opens. 6. (Figure A-38) The Team members worksheet does not require headers in this example. Click Next. (Figure A-39) Figure A-36: Enter Team Members in the Use the Following name field.PHA-Pro Tutorial A: Creating a Template From Scratch Step 5.Breakdown dialog box opens. it would appear as a heading over the four columns chosen. 2013 411 . The New Sheets . Action Select the columns and click Next. If you select Team. Figure A-37: Select the items that you want displayed as columns. 2013 412 . April 2. Adding the Drawing Worksheet In a similar manner to the Team Members worksheet. ( ) Figure A-40: The Drawings worksheet is created in the same manner as the Team Members worksheet. we need to create worksheets for the study. create the Drawings worksheet. so click Next. Risk Technique. Figure A-39: The Team Members worksheet after the wizard finished. Notice the multiple column headings.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-38: The Team Members worksheet does not require headers. Recommendations. Displaying the Risk Technique in Worksheets After creating the sheets for the Administration information. We are going to create three worksheets for the risk technique: • • • Systems & Subsystems. Breakdown dialog box opens. (Figure A-41) The New Sheets . Note: There is nothing above Systems in the hierarchy. 4. Or Right-click the folder and select Add from the pop-up menu.PHA-Pro Adding the Systems Worksheet Tutorial A: Creating a Template From Scratch To add the SYSTEMS worksheet: Step Action 1. 2013 413 . 2. Select SYSTEMS as Name and click Next. Click Sheets in Project Settings. April 2.Columns dialog box opens. (Figure A-42) The New Sheets . 5. Select Worksheet and click Next. 3. 6. The New Sheets dialog box opens. Click Finish.Name dialog box opens. The SYSTEMS worksheet opens. The New Sheets . so skip Headers. 7. (Figure A-43) Figure A-41: Select SYSTEMS from the Use the name of the following hierarchy item field. Select Systems and Subsystems as columns and click Next. Click Add on the Sheets bar.Headers dialog box opens. Click Next. The New Sheets . April 2.Columns dialog box opens. In this master list. Notice that there are only two columns displayed. Click Sheets in Project Settings. we would have had multiple headings. 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-42: Select the Systems and Subsystems hierarchy items as columns. The New Sheets . Enter Risk Technique as the name and click Next. If we selected SYSTEMS and SUBSYSTEMS. 4. 5. 3. 2013 414 . the Recommendations are only listed once. if they are repeated in the study. Select the remaining items as columns and click Next. Select Worksheet and click Next. To add the Risk Technique worksheet: Step Action 1. The New Sheets dialog box opens. Figure A-43: The SYSTEMS worksheet. Adding the Risk Technique Worksheet We are now going to create a worksheet call Risk Technique. Click Add on the Sheets bar.Headers dialog box opens. Note: Select Recommendations column from under the CAUSES list. (Figures A45 to A-47) The New Sheets . (Figure A-44) The New Sheets .Name dialog box opens. The other RECOMMENDATIONS list is the master list. Or Right-click the field and select Add from the pop-up menu. Click Finish. 7. Action Select Systems and Subsystems as headers and click Next. (Figure A-48) The New Sheets . The Risk Technique worksheet opens. (Figure A-49) Figure A-44: Name the worksheet Risk Technique. 2013 415 .Breakdown dialog box opens. April 2. Figure A-45: Check the columns for this worksheet.PHA-Pro Tutorial A: Creating a Template From Scratch Step 6. April 2.under CAUSES and in the master list outside the Hierarchy at the bottom. 2013 416 .PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-46: Scroll down to keep selecting columns. The one at the bottom is to be used for the Recommendations worksheet. It’s the “Master list”. Figure A-47: Notice there are two sets of RECOMMENDATIONS . create the RECOMMENDATONS worksheet. ( ) Figure A-50: Select the two fields under the RECOMMENDATIONS list (outside SYSTEMS level) for the columns in the worksheet. Figure A-49: The Risk Technique worksheet opens when the wizard is finished. 2013 417 .PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-48: Select Systems and Subsystems at the top as the Headers. This allows you to access Systems and Subsystems in the worksheet as drop-down headers. April 2. Adding the Recommendations Worksheet In a similar manner to the SYSTEMS worksheet. etc. for example . Here you may add more columns.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-51: The RECOMMENDATIONS worksheet is created in the same manner as the Systems worksheet.Responsibility. April 2. End Date. Start Date. 2013 418 . Actions Taken. 2013 419 . Change the column widths. April 2. For more information. (Use Print Preview to view the changes). see Customizing Columns on page 172. For more information. Drag and rearrange the columns. For more information. Formatting Worksheets on page 419. see Customizing Headers and Data Fields on page 159. • • Set filters for Print and Copy From. Formatting Forms You can format forms by clicking on the form and selecting the appropriate function.PHA-Pro Tutorial A: Creating a Template From Scratch Formatting your Forms and Worksheets You can now format the forms and worksheetsthat you have created. You may: • • • • • Hide the extra headings Rename the column headings. Format the columns and headings .color. Set headers and footers for your worksheet in Print. Tip: You can use Shift or Ctrl key to select more than one column to format them at once. You can also drag and drop the fields in a form. Formatting Worksheets When you created the worksheets earlier in the chapter. Figure A-52: The right-click opens a pop-up menu which allows you to format your Form. etc. you will have noticed that some display multiple column headings when they are first displayed. font. This section discusses the following topics: Formatting Forms on page 419. see Adding a Facility Information Form on page 407. cell. Figure A-55: The Risk Technique worksheet after the extra headings have been hidden and the columns have been rearranged. header. a pop-up menu opens. In the above example. April 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-53: The Risk Technique worksheet as it first appears. 2013 420 . or data field. Figure A-54: When you right-click a heading. we are hiding the Code heading. This allows you to format the worksheet. Collection. you create a tab called Administration that lists these sheets. Drag the following sheets into Administration: (Figure A-58) • • • 5. 3. in which the sheets are listed in the collection in the sheets hierarchy. Renaming a Tab on page 423. see Arranging the Sheets in a Collection on page 421. The order. appear on the same template tab. Under Sheets. For example. This section discusses the following topics: Arranging the Sheets in a Collection on page 421. Once you have the correct order. Name it Administration. All sheets that belong to a collection. You do this by placing the sheets in descending order from start to finish. Facility Information. is the order that their icons are displayed on the left hand side of the tab. click the Administration tab. You do not have to group sheets together. you want to place them in the order in which the sheets are to be used in the study. For more information. When you do this. rearrange the sequence of the sheets by drag and drop with the mouse. 2013 421 . (Figure A-57) 4. When the sheets have been added to the Administration collection. To create and arrange sheets in the Administration collection: Step Action 1. Rearranging Tabs on page 424. Arranging the Sheets in a Collection We are going to create an Administration collection so that the Facility Information. Each independent sheet appears as a tab across the top of the template. (Figure A-56) 2. Team Members and Drawings are organized under Administration tab. you can create a collect. Team Members Drawings. You can leave them as independent sheets. (Figure A-59) April 2. Finish the new sheets wizard without selecting any worksheets to get a blank Administration collection. Team Members and Documents sheets to it.ion called Administration and add the Facility Information. you can group related sheets into a collection. Add a new sheet .PHA-Pro Tutorial A: Creating a Template From Scratch Rearranging the Sheets Once you have created and formatted your sheets. The descending order of the sheets hierarchy is represented in a left to right order. the new collection opens. Figure A-58: Drag and drop the sheets into the Administration collection.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-56: Select Collection from the New Sheet dialog box. both the icon list and the page are blank. 2013 422 . Since you have not added any pages to the collection. April 2. Figure A-57: When you click Finish. In the Use the following Name field. Figure A-60: You can access Sheets Property by right clicking the tab. For our example. 3. Click OK. 2013 423 . April 2. you will see icons for the added sheets. Renaming a Tab You can easily rename your tabs.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-59: When you click on the Administration tab. Select Sheet Properties. and that the individual tabs have been removed from across the top. enter Systems & Subsystems. (Figure A-60) 2. (Figure A-61) 4. Right-click the SYSTEMS tab. we are going to change the name SYSTEMS to Systems & Subsystems. To rename a tab: Step Action 1. (Figure A-62) 2.PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-61: Enter the new name in the Use the following name field. (Figure A-64) Figure A-62: In the exercise we want to move the Settings and Data Settings tabs to the right. If you compare the order of the sheets in Sheets with the order of the tabs across the top. This allows you to place the tabs the you use the most often in a location that is handy for you. To rearrange the tabs: Step Action 1. you will notice that the tabs are in the same order. that the sheets are listed ( ). Repeat Step 2 until the sheets are in the appropriate order. Drag and drop the sheets into the appropriate order from top to bottom. you can see the relationship. April 2. (Figure A-63) 3. If you compare the order of the tabs with the list of the sheets in Sheets. Rearranging Tabs You can rearrange the tabs that are across the top. Go to Sheets in Project Settings. 2013 424 . going from left to right. drag and drop the Settings and Data Check sheets to the bottom of the list. we can see that they are at the right hand side of the tabs. 2013 425 .PHA-Pro Tutorial A: Creating a Template From Scratch Figure A-63: In Sheets in Project Settings. April 2. Figure A-64: When we look at Sheets. when we look at the tabs. we can see that Settings and Data Check are at the bottom of the list. Create formulas to do statistical analysis. Comparing different studies. Creating Libraries. Revalidating or updating existing studies. Establishing Data Checks. Protecting files. assigning different levels of access to files.PHA-Pro Tutorial A: Creating a Template From Scratch Further Customization You can now use additional features that would help you with the study.. April 2. and more.. but are not limited to: • • • • • • • • Printing and setting filters for printouts. These include. Modifying existing template for different purposes. 2013 426 . you can set up data mirroring in your study. It is ideal for linking independent worksheets in your study. This section discusses the following topics: Adding Data Mirroring on page 428. 2013 427 . For example you might want to link the following sets of worksheets: • • • Work Orders with Risk Analysis. it allows you link the data selectively and ensures that your studies are updated when changes are made in the future.PHA-Pro Tutorial B: Data Mirroring TUTORIAL B: DATA MIRRORING Data mirroring allows you to dynamically link different worksheets to avoid duplication of work. By working through this tutorial. Entering Information in the Data Mirrored Fields on page 432. Unlike the Reference function. PFC with PFMEA and CP. April 2. and with the detailed step by step procedures elsewhere in the manual. BOM with Risk Analysis. only the first two fields listed are mirrored. For example if you have three fields under each list. all three will be mirrored. Click Hierarchy. Figure B-1: In the Hierarchy. 2.Process and Process*. 2013 428 . Click Add. 3. 5. 4. Go to Project Settings. and PHA-Pro automatically mirrors the fields under the list. Open the Data Mirroring Sample file. For this tutorial. ( When you add data mirroring to your study. parallel hierarchical structures . the two parallel hierarchies are similar but not the same. April 2.PHA-Pro Tutorial B: Data Mirroring Adding Data Mirroring Data mirroring works when you have separate worksheets using separate. The Add Mirroring dialog box opens. parallel structures in your hierarchy. The hierarchy in this tutorial has two similar. (Figure B-2) 6. If you have two fields under one list and three under the other. you mirror one list field to another. you must first create a file call Data Mirror Sample File with the hierarchy shown in figure B-1. To add data mirroring to the study: Step Action 1. Click Mirroring. The Mirroring tab opens. Select Process. Figure B-3: When you click Add on the Mirroring page. From the drop-down lists. the Add Mirroring pop-up window opens.PHA-Pro Tutorial B: Data Mirroring Step Action 7. (Figure B-4) 9. 11. 10. the Mirroring page opens. Select Process*. Go to the Options section. 2013 429 . (Figure B-7) Figure B-2: When you click the Mirroring tab. April 2. use the default option .Prompt. Select PROCESS*. Click OK. and the mirror data field(s) appear in the field(s) to mirror field. Show Data Mirroring commands on menu. Select these options by checking the appropriate check box: • • Show “Send To” command on menu. For this exercise. It shows the list fields that you can mirror to. The Add Mirroring dialog box closes. you can select the copy options. (Figure B-3) 8. Repeat for the Add Process drop-down list. April 2. 2013 430 . and Prompt is the default for the options.PHA-Pro Tutorial B: Data Mirroring Figure B-4: When you click OK. Figure B-5: From the Add Process* drop-down list. the Add Mirroring pop-up window closes. The mirrored field is listed. select the option for adding information. 2013 431 .PHA-Pro Tutorial B: Data Mirroring Figure B-6: From the Remove Process* drop-down list. select the option for removing information. April 2. Repeat for the Remove Process drop-down list. Figure B-7: You then select the check boxes to ensure that the data mirroring commands appear in the right-click pop-up menu. Click No. The Risk Analysis worksheet should resemble Figure B-10. indicating that the cell is active. April 2. Dialog box opens on screen. which contains the Process field. 5. New row appears with Processes cell being active. Finish entering “Separation”. Repeat steps 6 to 8. (Figure B-8) Box closes and cell is active. Adding Missed information on page 434. A thick border surrounds the cell. Adding Hyperlinks to the Processes* Field on page 436. Click Yes. you are going to add data to the Risk Analysis page. and click Enter. 2. 4. This section discusses the following topics: Entering Information on page 432. (Figure B-9) Box closes and cell is active. Repeat steps 2 to 4 and enter the word “Fastening” rather than “Separation”. enter “Restructuring” Dialog box appears on screen. 8. and click Enter. 6. 3. Adding Hyperlinks to the Processes Field on page 435. 2013 432 . After you have entered “Fastening”. Entering Information To enter information in a data mirrored field: Step 1. Adding the Receiving Information on page 435. Begin to enter “Separation” in the cell. entering the word “Receiving”. 10. Action Double-click the Processes cell. Repeat steps 6 to 8. Finish entering “Restructuring”. 9. New row appears with Processes cell being active.PHA-Pro Tutorial B: Data Mirroring Entering Information in the Data Mirrored Fields Now that you have created the mirroring for the study. entering the word “Shipping”. Adding Process Numbers on page 434. 7. The Work Order worksheet should resemble Figure B-11. you must answer Yes to mirror the data.PHA-Pro Tutorial B: Data Mirroring Figure B-8: Because Prompt was the option selected. Figure B-11: The Work Order worksheet after all the data has been entered in the Processes column in the Risk Analysis page. Figure B-10: The Risk Analysis worksheet after all the data has been entered in the Processes column. Figure B-9: The advantage of using Prompt instead of automatically mirroring data is that you can choose not to mirror some data. 2013 433 . April 2. To mirror the “Shipping” information: Step Action 1. Figure B-13: The Work Order worksheet after adding the Process Numbers to the Risk Analysis worksheet. (Figure B-14) The row is now mirrored. you realize that “Shipping” also has to be added to the Work Order worksheet. Adding Missed information After adding the information. Click the Risk Analysis tab. The cell can be edited. Go to Send To>Process*. 2013 434 .PHA-Pro Adding Process Numbers Tutorial B: Data Mirroring In a similar fashion. add the following Process Numbers to the file: Process Process Number Separation 1234 Fastening 1345 Restructuring 1456 Shipping 1567 Receiving 1678 Figure B-12: The Risk Analysis worksheet after adding the Process Numbers. 3. 2. You are now going to mirror the information using the Send To command. Right-click the Shipping Cell cell. (Figure B-15) April 2. 4. This is the field to which you are adding the hyperlink. 7. 3. Go to Project Settings. 2013 435 . Select Processes. In the left hand pane. This allows you to move from the data field on one page to its linked data on another without having to use the right-click menu. 5. Figure B-15: We have now mirrored both the process and the process number to the Work Order page. Select the Show hyperlink in cell check box. click the Mirroring tab. (Figure B-19) April 2. (Figure B-17) 6. Figure B-16: The Work Order page after Receiving has been added. In the right hand pane. The hyperlink is now added to the Processes field. To add hyperlinks between mirrored data fields: Step Action 1.PHA-Pro Tutorial B: Data Mirroring Figure B-14: We are going to use the Send To command to send the information that we did not originally mirror. Adding the Receiving Information In a similar fashion. add the Receiving information to the Work Order sheet. Click Link Options. 2. click Hierarchy. Adding Hyperlinks to the Processes Field PHA-Pro allows you to insert hyperlinks between the linked data fields. (Figure B-18) This option allows the hyperlink to be exported along with the data in the file. Select the Include in printed/exported output check box in the Hyperlink options dialog box. Adding Hyperlinks to the Processes* Field In the same manner. Figure B-18: To export the hyperlink along with the data. April 2. Figure B-19: The Risk Analysis sheet showing the hyperlink added to Processes. 2013 436 . select the Include in printed/ exported output check box. add hyperlinks to the Processes* field.PHA-Pro Tutorial B: Data Mirroring Figure B-17: When you click the Show hyperlink in cell check box. a link options button appears. 2013 437 . April 2.PHA-Pro Tutorial B: Data Mirroring Figure B-20: The Work Order sheet showing the hyperlinks added to the cells. you can learn to create customized charts for your studies. By following the detailed step by step procedures in this tutorial. Creating a 3-D Bar Chart on page 451. This section discusses the following topics: Creating 2-D Bar. April 2.PHA-Pro Tutorial C: Plotting Your Analyses TUTORIAL C: PLOTTING YOUR ANALYSES PHA-Pro allows you to easily create charts from scratch. 2-D Line and Pareto Charts on page 439. 2013 438 . The New Sheet . 5. Name the Chart by creating a custom label: 1. Click Next. (Figure C-4) 7. Click Next. The New Sheet . 4. Click Chart. (Figure C-3) Click Next. 8. April 2. you are going to create a 2-D bar chart using the HAZOP Sample.pha file.PHA-Pro Tutorial C: Plotting Your Analyses Creating 2-D Bar. Enter “Cost of Recommendations” in the available field. The New Sheet . 9. displaying a list of objects you can add to your file. Formatting the Chart on page 443. 2-D Line and Pareto Charts The simplest charts to create are the 2-D Line. you do not have to enter a formula. Action Right-click any tab and select Add from the drop-down menu. The chart will graph the recommendations and their cost. Note: For most 2-D charts and Pareto charts. Never drill down to a lower level. (Figure C-5) Note: Nodes and Recommendations are the upper level choices. Creating a 2-D Bar Chart In this example. Click Use the following name. Formatting the Pareto Chart on page 447.x-axis dialog box opens. Click the Recommendations radio button. Click 2-D Bar. you just have to select y-axis field. you usually only have to identify the x-axis and y-axis data. 6. 2. To create a 2-D bar chart: Step 1.Chart Types dialog box opens. This section discusses the following topics: Creating a 2-D Bar Chart on page 439. Click Next. 2-D Bar and Pareto charts.Name dialog box opens. 2013 439 . (Figure C-2) 3. and PHA-Pro does the rest. (Figure C-1) The New Sheet dialog box opens.Formula dialog box opens. The New Sheet . 2. When creating these charts. Creating a Pareto Chart on page 446. Adding the Cumulative Total on page 447. (Figure C-9) Figure C-1: You can add a chart either by going to Project Settings>Sheets or simply right-clicking a tab. From the Relative to drop-down list. 2013 440 . select Chart on the New Sheet dialog box. select Cost of Implementation. 14.PHA-Pro Tutorial C: Plotting Your Analyses Step 10. April 2. Figure C-2: Once you have clicked Add. 11. (Figure C-6) Note: You cannot type the name of a reference field in the workspace. Action Click to open the Insert Reference dialog box to select a data element from your file. Click Finish. Click OK. 12. you must use the insert reference button.Formula dialog box closes and the chart appears. (Figure C-8) The New Sheet . In the dialog box. (Figure C-7) 13. select X-axis items. select 2-D Bar Chart. always select the axis from the highest hierarchical point. Figure C-4: After naming the chart.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-3: Name the chart and then click Next. April 2. 2013 441 . Figure C-5: When selecting the x-axis for a 2-D line. 2-D bar or Pareto Chart. . Click Inset Reference and. April 2. Then select X-axis items from the Relative to: drop-down list.. Figure C-7: Select the y-axis reference from the hierarchy.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-6: The y-axis is selected in the New Sheet .Formula dialog box. 2013 442 . Ensure that the dialog box is open to Chart. by selecting 8 from the Size list. 5.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-8: After clicking OK. 4. Formatting the Chart As you can see from used. (Figure C-11) 6. the chart requires formatting before it can be To format the chart: Step Action 1. Right-click the chart. . and the reference is entered in the field. Change the Width to 8 inches. 3. (Figure C-10) The Chart Options dialog box opens. (Figure C12) April 2. 7. 2. 2013 443 . Select the Swap X and Y axes check box. Change Font Size to 8. Figure C-9: The chart needs to be formatted before it can be distributed. Click the Font tab. Select Format Chart from the pop-up menu. the Insert Reference dialog box closes. (Figure C-13) 10. as well as swap X.PHA-Pro Tutorial C: Plotting Your Analyses Step Action 8.and Y-axes. 16. 11. The Chart Options dialog box closes and the chart is displayed. Figure C-11: The Chart tab in the Chart Options dialog box allows you to set the width and height of the chart. Select Blue from the Color palette. Change the Axis Title to Cost of Implementation. 15. Select Horizontal from the Label Rotation drop-down list. (Figure C-15) 14. Click Item Value in left pane. Select Cross Hatched from the Pattern drop-down list. (Figure C-16) 17. Click Y-axis in the left pane. 13. Replace Item Value in the Legend field with Cost in Dollars. Click Bar Fill tab. (Figure C17) Figure C-10: Select Format Chart on the right-click pop-up menu to access the Chart Options dialog box. 2013 444 . April 2. Click OK. (Figure C-14) 12. Click X-axis in the left pane. 9. Item Value has been changed to Cost in Dollars in both panes. and set the text length. or number. the name under Values changes. from the worksheet. Figure C-13: The Label tab for the X-axis allows you to change the name. Figure C-14: The Label tab for the Y-axis allows you to change the name and rotate the label. rotate the label. April 2.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-12: The Font tab allows you to choose the font. Figure C-15: When you change the name in the Legend field. select if you want the item text. font size and whether you want the text to be bold and/or italic. 2013 445 . In the above figure. x-axis dialog box opens. Click Next. Click Pareto Graph. 2. 2. Click Use the following name. April 2. displaying a list of objects you can add to your file. The New Sheet . 5. 7. Enter “Cost of Recommendations” in the available field. 2013 446 . 6. Creating a Pareto Chart Using the same fields.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-16: The Bar Fill tab allows you to change the pattern and the color of the bars. The New Sheet . To create a Pareto chart: Step 1. you are going to create a Pareto chart. Click Next. Click Chart. (Figure C-3) Click Next. (Figure C-2) 3. 4. Action Right-click any tab and select Add from the drop-down menu. (Figure C-1) The New Sheet dialog box opens. Name the Chart by creating a custom label: 1. Figure C-17: The formatted chart is now ready for distribution.Name dialog box opens.Chart Types dialog box opens. The New Sheet . (Figure C12) 5. Click OK. Right-click the chart and select Format Chart from the pop-up menu. 3. Enter “Value in Dollars” in the Axis Title field. (Figure C-7) 13. it still needs to be formatted before it can be distributed. select X-axis items. 2. (Figure C19) Adding the Cumulative Total PHA-Pro allows you to add the cumulative total cost to the Pareto chart. 9. 7. select Actual Cost. The dialog box closes and the chart appears. Never drill down to a lower level. Click OK. 4. 12.PHA-Pro Tutorial C: Plotting Your Analyses Step 8. In the dialog box. (Figure C-5) Note: Nodes and Recommendations are the upper level choices. Click Next. 14. The New Sheet . you just have to select y-axis field. Click Value (Item Value) in the left pane. Click the Font tab. Note: For most 2-D charts and Pareto charts. 11. Change Font Size to 8. Click Finish. 8. The Chart Options dialog box closes and the chart is visible. by selecting 8 from the Size list. 9. To format the Pareto chart: Step Action 1. 10. 2013 447 . you must use the insert reference button.Formula dialog box opens. April 2. you do not have to enter a formula. (Figure C-6) Note: You cannot type the name of a reference field in the workspace. From the Relative to drop-down list. 6. Change the Width to 8 inches. Action Click the Recommendations radio button. Click to open the Insert Reference dialog box to select a data element from your file. Select Y-axis in the left pane. Enter “Cost in Dollars” in the Legend field. (Figure C-18) Formatting the Pareto Chart Although the chart is created. 3. Deselect the Show check box. If you left the Cumulative Percentage of Total line in the chart. April 2. Select Format Chart from the pop-up menu. 7. Figure C-18: The Pareto chart needs to be properly formatted. In the left pane. 2. (Figure C-21) 6. (Figure C-22) Click OK. 2. Click Cumulative Percentage of Total. The cumulative total bars are moved to the top of the Cost in Dollar bars. Right-click the chart. 4. Click the Show check box. click Cumulative Total. The Chart Options dialog box closes and the chart is visible. it should resemble Figure C-24. If you took the line out of the chart. The Cumulative Total bars are added next to the Cost in Dollar bars. Click Stacked Bars. (Figure C-20) 5. 2013 448 . If you want to remove the Cumulative Percentage line: (Optional) 1.PHA-Pro Tutorial C: Plotting Your Analyses To add the cumulative total: Step Action 1. it should resemble Figure C-23. First you select Show and. 2013 449 .. April 2. Figure C-20: Adding the stacked Cumulative Total bars is a two step approach.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-19: Using the Chart Options dialog box.. the chart can be quickly and easily formatted for distribution. Figure C-21: Then you select Stacked Bars. 2013 450 . April 2. in Chart Options. Figure C-24: The Pareto chart with the Cumulative Percentage line removed. Figure C-23: To remove the Cumulative Percentage line. you select Cumulative Percentage and deselect the Show check box.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-22: The resulting chart has both the Cumulative Total stacked bar and the Cumulative Percentage line. Name the Chart by creating a custom label: 1. 8. 4. 2013 451 .y-axis dialog box opens. Often in creating the bar chart you are counting consequences of an event. In a 3D Bar chart. You are going to create a chart that examines the consequences of Severity versus Likelihood for Capital Losses. 12. New Sheet . Click Next.Chart Types dialog box opens. Select 3-D Bar Chart. Select Next. Open the General Matrix. The New Sheet dialog box opens. The New Sheet . displaying a list of objects you can add to your file. you set your risk parameters as your x. You set your data points for your formula.Name dialog box opens.and y. 6. Enter “Number of Consequences by Severity and Likelihood (Before Risk Reduction)” in the available field. which is found under statistical/combining in the formula field. 14. Formatting the Chart on page 459. Open the General Matrix. (Figure C-26) 7. Action Right-click any tab and select Add from the drop-down menu.pha file. Click Next. 10. Creating a 3-D Bar Chart This tutorial uses the Sample HAZOP. Select Severity as your x-axis. 9. (Figure C-25) Click Next. 5. Click Use the following name. (Figure C-28) April 2. When you create your 3-D charts. 13.x-axis dialog box opens.axes. (Figure C-27) 11. This section discusses the following topics: Creating a 3-D Bar Chart on page 451. usually under consequences.PHA-Pro Tutorial C: Plotting Your Analyses Creating a 3-D Bar Chart Creating a 3-D bar chart is more complicated than creating a 2-D chart because you have to create and enter a formula into the formula field. Select Likelihood as your y-axis. To create a 3-D bar chart: Step 1. 2. Click Chart. you will find that the most common function that you use is Count. New Sheet . 3. The New Sheet . In the field open Risk Systems. In the field open Risk Systems. 2. 32. (Figure C-29) Note: You cannot type the name of a reference field in the workspace. Go to Nodes>Deviations>Causes>Consequences. 17. (Figure C-32) 28.PHA-Pro Tutorial C: Plotting Your Analyses Step 15. (Figure C-35) 37. Go to Nodes>Deviations>Causes>Consequences. Select X-axis items in the Relative to drop-down list. Click OK. Click OK. 26. Select the Severity reference. 2013 452 . 21. Select Breakdown item in the Relative to drop-down list. 20. (Figure C-30) 22. Click to open the Insert Reference dialog box to select a data element from your file. 38. 16. Open the General Matrix. In the Formula field. 27. (Figure C-31) 24. Select Breakdown item in the Relative to drop-down list. Note: You cannot type the name of a reference field in the workspace. Note: You cannot type the name of a reference field in the workspace. Click OK. 29. 23. 31. (Figure C-33) 30. Click to open the Insert Reference dialog box. 36. Enter “=” in the field. Open the General Matrix. New Sheet . Action Click Next. you must use the insert reference button. 18. Note: You cannot type the name of a reference field in the workspace. enter “COUNT(”. you must use the insert reference button. you must use the insert reference button. Select the Likelihood reference. Enter “AND”. Open Before Risk Reduction. Click to open the Insert Reference dialog box. Click to open the Insert Reference dialog box. Select the Severity. Enter “=” in the field. (Figure C-34) 35. 33. 34. April 2. 19. 25. Open Before Risk Reduction.Formula opens. you must use the insert reference button. Click Finish. At the end of the formula. April 2. 40. (Figure C-38) Figure C-25: Naming a 3-D Bar chart is the same as naming a 2-D bar or line chart. 2013 453 . (Figure C-36) 41. The chart opens. The dialog box closes. Select Y-axis items in the Relative to drop-down list. (Figure C-37) 43.PHA-Pro Tutorial C: Plotting Your Analyses Step Action 39. Figure C-26: On the Chart Type dialog box. enter “)”. Select the Likelihood. or a Pareto Chart. select 3-D Bar Chart. Click OK. 42. Figure C-28: Select Likelihood from the General Matrix as your y-axis.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-27: Drill down through Risk Systems to the General Matrix. and select Severity as your x-axis. April 2. 2013 454 . April 2. and under Before Risk Reduction.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-29: Entering the formula for a 3-D chart is more complicated than for a 2-D chart or Pareto chart. 2013 455 . First you enter the function . you have to drill down under Nodes to Consequences.in this case it is “COUNT(”. Figure C-30: To count the consequences. select Severity. This number is relative to the breakdown of information. PHA-Pro Tutorial C: Plotting Your Analyses Figure C-31: You have to create a relationship between the breakdown of information and the risk matrix. select Severity under the General Matrix. April 2. 2013 456 . Enter an “=” to the Formula page... Figure C-32: And then. in the Insert Reference dialog box. 2013 457 . Figure C-34: Open the Insert Reference dialog box and select Likelihood under Before Risk Reduction in Consequences. April 2. You must also create the same relationship for the y-axis. Add “AND” after the formula you just created.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-33: By selecting x-axis items in the relative to drop-down list you have set up the relationship between the information in the Consequences category and the matrix. Figure C-36: Select Likelihood under the General Matrix. April 2. Enter an “=” and.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-35: Again you have to relate the information back to the matrix... 2013 458 .. making it relative to the y-axis items. 2013 459 . April 2. Enter “Number of Consequences” in the Axis Title field. the dialog box closes and the chart appears. To format the chart: Step 1. Chart Options dialog box closes. you notice that the z-axis is not named. Figure C-38: After clicking Finish. You are going to add a label to the z-axis. In the left pane. 2. Select Format Chart from the pop-up menu. Action Right-click the chart. Click OK. select z-axis. 4. 3. and rotate the chart. (Figure C39) 5. Pop-menu opens.PHA-Pro Tutorial C: Plotting Your Analyses Figure C-37: Close the formula by adding a parenthesis “)” at the end. Formatting the Chart When you examine the chart. April 2.PHA-Pro Tutorial C: Plotting Your Analyses Step 6.. Add the title in the Chart Options dialog box. How the left button down. (Figure C-41) The chart is rotated. 3. Figure C-40: To rotate the chart. Action Rotate the chart 180 degrees to the left: 1. Figure C-41: Drag the cursor to rotate the chart to the new view. 2013 460 . (Figure C-40) Drag the button to the left. Figure C-39: As can be seen in the previous diagram.. there was no title for the z-axis. 2. Place the mouse on the right side of the chart. place the cursor on the chart and hold down the left mouse button and. 2013 461 . Creating a Simple Dependency Matrix on page 466. Creating the Hierarchy on page 464. Dependency Matrices in PHA-Pro on page 463.PHA-Pro Tutorial D: Creating Dependency Matrices TUTORIAL D: CREATING DEPENDENCY MATRICES In this tutorial. This section discusses the following topics: What are Dependency Matrices? on page 462. We are going to make two versions of the same matrix. one uses manual data mirroring and the other uses conditional data mirroring. we are going to examine dependency matrices. Creating a Cascading Dependency Matrix with Conditional Data Mirroring on page 476. April 2. 2013 462 . April 2. The intersection of the row and column is the matrix selection that correlates adjoining X and Y values. The dependency matrix helps you to compare two or more lists. one list is represented by a row across the top of the sheet and the other a column at the left side of a sheet.PHA-Pro Tutorial D: Creating Dependency Matrices What are Dependency Matrices? Frequently decision making in risk assessments is based on two or more conditions being met. When you have 2 lists. the horizontal list is Priority Levels. the associated cause and consequence pair are qualified for LOPA analysis. based on the severity ranking. Figure D-1: Each of the above lists and matrix represent different hierarchy items as well as separate pages in the study. you can automatically generate data and send to the Control Plan.PHA-Pro Tutorial D: Creating Dependency Matrices Dependency Matrices in PHA-Pro Dependency Matrices are available only in the root directory of the template hierarchy. A Destination List for conditional or manual Data Mirroring from Matrix Selection and its adjoining HORIZONTAL and VERTICAL values. A vertical list at the left of the worksheet with optional associated Category and Formula columns. April 2. a wizard helps you to set the parameters of the matrix as required. depending on the entry in the matrix. the matrix is Level 1 Dependency Matrix. 2013 463 . Tip: Destination lists can include other dependency matrices. The Matrix selection area has a reference field or reference field in a list. In our tutorial. At a minimum. In our tutorial. Stature can automatically enter data elsewhere in the study. In a regular Process-FMEA. You would find the dependency matrices and conditional data mirroring useful in the following circumstances: • • • • In a HAZOP. the destination list is High Priority To Do List. In our tutorial. The QFD I/II/III process of APQP methodology can automatically cascade qualified data from QFD I to II and then to III. Dependency Matrices and Conditional Mirroring When used in conjunction with conditional data mirroring. A horizontal list across the top of the worksheet and an optional associated horizontal formula row at the bottom. 2. the default parameters of the Dependency Matrix are: 1. the vertical list is Recommended Controls. 3. 4. based on weighted scores and importance of the requirements. When you select the Dependency Matrix item in the Hierarchy. FMEAs and other quality specifications can be joined to the Requirements Matrix by automatically qualifying and then mirrored. In our tutorial. 2013 464 .PHA-Pro Tutorial D: Creating Dependency Matrices Creating the Hierarchy For the tutorials in this chapter. there are four sheets: ( • • • • ) Priority. • Under Hierarchy. April 2. (Figure D-6) High Priority To Do List. you need to create a new study called dependency matrix. Under Sheets. High Priority to Do List.1 and 2. “2” means do nothing. “1” means cascade to the next level. (Figure D-5) Recommended Controls. Final To Do List. These provide the necessary fields to create two cascading dependency matrices. There are 2 codes . (“1” means cascade to the next level and 2 means do nothing. consisting of the following hierarchy items and sheets: • Under Codes and Categories. Figure D-3: There are four List Hierarchy items. Each list contains one text field. there are four Lists: • • • • Recommended Controls Priority Levels. It has a simple hierarchy. there is one category: • Dependency Matrix. Final To Do List.) Figure D-2: There two codes in the Dependency Matrix category. It uses a Number field for the codes and has a text field for the description. 2013 465 .High. April 2. we are going to have three priority levels . Figure D-5: For these tutorials. Figure D-6: The Recommended Controls worksheet consists of a list of recommended actions. The High Priority To Do List and the Final To Do List are destination lists and are empty. You can make this list any length that you want. Medium and Low.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-4: There is one sheet to go with each of the List fields. 9. (Figure D-11) For the Matrix Intersection: 1. Change the Full Name to Level 1 Dependency Matrix.PHA-Pro Tutorial D: Creating Dependency Matrices Creating a Simple Dependency Matrix The first dependency matrix we are going to create is a simple matrix with manual data mirroring. (Figure D-12) 12. 2. (Figure D-14) April 2. 10. Click the Mirror data to the following list check box. (Figure D-10) 8. This allows you to add new controls to the bottom of the dependency matrix. Select Dependency Matrix. (Figure D-7) 2. 11. Select Dependency Matrix in Codes and Categories. Click Next. Click Next. (Figure D-8) 4. Select Reference field as the Type of field. 7. 14. (Figure D-9) 6. Click Next. Click Next. we are going create a matrix with conditional data mirroring. (Figure D-13) We are not creating and adding any formulas to the dependency matrix. Select High Priority To Do List. We are using priority levels as the x-axis since they do not change in number. 3. Click Next. Click Next. To create a simple dependency matrix: Step Action 1. 5. 15. Select Recommended Controls as the y-axis. In the next exercise. Click Next. Select the Mirror manually using the send to command radio button. Select the Destination List: 1. Select Priority Levels as the x-axis. 2013 466 . Highlight Study and click Add. Tip: Dependency matrices have to be at the top level when they are created. This means that all levels can always be seen by the user. For this exercise we are going to create a manually mirrored matrix. 2. 13. “”): 1. Click . 8. 17. Select the Use the name of the following hierarchy item radio button. Select Dependency Matrix. Click Finish.PHA-Pro Tutorial D: Creating Dependency Matrices Step 16. (Figure D-18) 18. 5. 6. (Figure D-15) Place the cursor before the first comma in the parentheses. 23. 19. Select the Level 1 Dependency Matrix radio button. or 1. Select the Level 1 Dependency Matrix. 20. 3. “”. Click Next. You can name the sheet. Select Recommended Control text field. 2. (Figure D-17) The dependency matrix has been added to the hierarchy. 25. 2. (Figure D-21) The dependency matrix is finished. Click Sheets. Click Finish. by carrying out one of the following: 1. Enter “” before the closing parenthesis. 7. Goto Text>COMBINETEXT. Enter Level 1 Dependency Matrix in the Use the following name field. (Figure D-20) 24. 21. Name the sheet Level 1 Dependency Matrix. (Figure D-19) 22. (Figure D-16) Enter “” before the second comma. (Figure D-22) April 2. Action Enter the formula for destination field value COMBINETEXT(Recommended Controls. 4. The New Sheet dialog box opens. Click OK. Click . Click Add. Click New. 2013 467 . PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-7: From Study. select Add to open the New Hierarchy Item .Type window. Figure D-8: Select Dependency Matrix and click Next. 2013 468 . April 2. 2013 469 . April 2. This makes it easier to use the matrix.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-9: Name the matrix Level 1 Dependency Matrix. we are using Priority Levels for the X-Axis. Figure D-10: Since the number of priority levels is small and is not going to change. we are using that list as the Y-Axis. This allows the codes in the Dependency Matrix category to be used in the Dependency Matrix.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-11: Since we are going to be adding further actions to Recommended Controls. 2013 470 . Figure D-12: We are going to use a Reference Field for the Matrix intersection. April 2. PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-13: We are not using any formulas directly in the matrix. 2013 471 . April 2. so just leave these fields blank. As well for this tutorial we are using manual data mirroring to mirror the data to that list. Figure D-14: We are using the High Priority To Do List as the recipient list of the tasks that have been marked as high priority. 2013 472 . Figure D-16: The data from the Recommended Control cell is the data to be entered.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-15: We are going to use the COMBINETEXT function to create the data that is to be entered in the High Priority To Do List. April 2. Figure D-19: We now have to add the Dependency Matrix to the Sheets section.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-17: This formula enters only the text from the Recommended Control field. 2013 473 . April 2. The two sets of double quotations enter blanks when the combined text is entered in the target field. the study hierarchy looks like this. Figure D-18: Once you have created the Level 1 Dependency Matrix. You could also select the Use Name of the following hierarchy item and link it to Level 1 Dependency Matrix hierarchy item. Figure D-21: Select Level 1 Dependency Matrix and click Finish to create the page. April 2. 2013 474 .PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-20: We are going to change the name to Level 1 Dependency Matrix by entering the name in the text field. April 2. 2013 475 .PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-22: The finished Level 1 Dependency Matrix. (D-23) April 2. 14. Any time that gets a “1” in the High Priority column in the Level 2 Dependency Matrix is automatically listed in the Final To Do list. Tip: The interim list does not have to be shown. Click Next. We are going to use the dependency matrices along with conditional data mirroring to focus the to do lists to show only those actions that were marked as high priority in the dependency matrix. (Figure D-11) For the Matrix Intersection: 1. 2. (Figure D-13) We are not creating and adding any formulas to the dependency matrix. When we are finished. Click Next. Click Next. 11. Click Next.PHA-Pro Tutorial D: Creating Dependency Matrices Creating a Cascading Dependency Matrix with Conditional Data Mirroring In the second example. 13. Select Dependency Matrix in Codes and Categories. Any item that get a “1” in the High Priority column becomes automatically listed in both the High Priority To Do List and in the Level 2 Dependency Matrix. (Figure D-8) 4. we are going to create two dependency matrices with conditional data mirroring. (Figure D-12) 12. 3. (Figure D-7) 2. Click Next. Select High Priority To Do List. 2. Highlight Study and click Add. (Figure D-10) 8. We are going to use the same hierarchy as we did in the first example. Change the Full Name to Level 1 Dependency Matrix. 7. 9. Click Next. all of the Recommended Controls items are listed in the Level 1 Dependency Matrix. Click the Mirror data to the following list check box. Select Recommended Controls as the y-axis. This allows you to add new controls to the bottom of the dependency matrix. Select the Destination List: 1. Select Dependency Matrix. Select Reference field as the Type of field. 5. 10. Select Priority Levels as the x-axis. Select the Mirror data when the following condition is true radio button. We are using priority levels as the x-axis since they do not change in number. (Figure D-9) 6. 2013 476 . Creating the Level 1 Dependency Matrix To create the level 1 dependency matrix: Step Action 1. the formula looks like: Priority Levels = "High" AND Dependency Matrix = 1 1. (Figure D-20) 25. (Figure D-19) 23. 24. Click Next. Under Recommended Controls. Click Sheets. Click . Click New. 1. 8. (Figure D-24) In the formula box after Priority Levels enter = “High” (Figure D-25) Enter a space. 9. (Figure D-18) 19. 21. select the Dependency Matrix reference item found under New Dependency Matrix.that the Priority level is High and that the Dependency Matrix is 1. 10. Click OK. Under Recommended Controls. Click Finish. Click Add. 3. Enter “” before the closing parenthesis. 3. (Figure D-15) Place the cursor before the first comma in the parentheses. (Figure D-17) The dependency matrix has been added to the hierarchy. When finished. 2013 477 . 2. 5. 6. 5. (Figure D-16) Enter “” before the second comma. 2. Goto Logical>AND (Figure D-26) Enter a space. 26. Select Recommended Control text field. 11. 8. “”. Click OK. 22. The New Sheet dialog box opens. (Figure D-25) 17. (Figure D-22) April 2. (Figure D-27) 12. Select Dependency Matrix. Click . 4. (Figure D-21) The dependency matrix is finished. “”): 18. Click Finish. Select the Level 1 Dependency Matrix. Click . Click .PHA-Pro Tutorial D: Creating Dependency Matrices Step 15. Click Next. Name the sheet Level 1 Dependency Matrix. Click . 4. 7. Click OK. select the Priority Levels list item found under New Dependency Matrix. Goto Text>COMBINETEXT. In the formula box after Dependency Matrix enter = 1 16. 6. Enter the formula for destination field value COMBINETEXT(Recommended Controls. 20. 7. Action We want to set two conditions . 2013 478 .PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-23: For this tutorial we are going to enter a formula for conditional data mirroring. This is found under the Recommended Controls list. April 2. Figure D-24: Select the Priority levels found under the new dependency matrix icon. Figure D-26: We need to add the AND condition to the formula since we want both conditions of the formula to apply. April 2.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-25: The first half of the form has now been entered in the Formula box. 2013 479 . Items that are mirrored in the Level 2 Dependency Matrix appear in the Final To Do List. Figure D-28: Enter the remainder of the formula in the field and click Next. 2013 480 . To create the Level 2 Dependency Matrix: Step Action 1. Creating the Level 2 Dependency Matrix The items that are mirrored from the Level 1 Dependency Matrix appear in the Level 2 Dependency Matrix. (Figure D-8) April 2. 3. Select Dependency Matrix. you can use a different hierarchy items for creating your cascading matrices.PHA-Pro Tutorial D: Creating Dependency Matrices Figure D-27: We are going to start the second half of the formula by selecting the reference to the Dependency Matrix found under the Recommended Controls list. (Figure D-7) 2. Although in this exercise. we are still using Priority Levels as the x-axis and Dependency Matrix as the reference field. Highlight Study and click Add. Click Next. 13. 2013 481 . the formula looks like: Priority Levels = "High" AND Dependency Matrix = 1 1. Click . (Figure D-11) 10. Click Next. Click Next. Change the Full Name to Level 2 Dependency Matrix. Select Reference field as the Type of field. select the Dependency Matrix reference item found under New Dependency Matrix. (Figure D-27) 12. Under High Priority To Do List. Select Final To Do List. 2. Select Priority Levels as the x-axis. 11. select the Priority Levels list item found under New Dependency Matrix.that the Priority level is High and that the Dependency Matrix is 1. Click OK. 9. Under High Priority To Do List. When finished. 2. (Figure D-24) In the formula box after Priority Levels enter = “High” (Figure D-25) Enter a space. 8. (Figure D-9) 6. Select Dependency Matrix in Codes and Categories. For the Matrix Intersection: 1. (Figure D-28) April 2. 14. Click Next.PHA-Pro Tutorial D: Creating Dependency Matrices Step Action 4. 11. 6. We are using priority levels as the x-axis since they do not change in number. Select the Destination List: 1. 5. Click OK. Click . Select High Priority To Do List as the y-axis. Select the Mirror data when the following condition is true radio button. 9. 2. (Figure D-10) 8. In the formula box after Dependency Matrix enter = 1 16. Click Next. 10. We want to set two conditions . Goto Logical>AND (Figure D-26) Enter a space. (Figure D-13) We are not creating and adding any formulas to the dependency matrix. (Figure D-12) 12. 3. Click the Mirror data to the following list check box. (D-23) 15. 5. Click Next. Click . 7. Click Next. 7. 4. 2013 482 . the task should automatically be mirrored to the destination list. Click Finish. 6. Enter “” before the closing parenthesis. 22. 4. Goto Text>COMBINETEXT. The dependency matrix is finished. The dependency matrix has been added to the hierarchy. You can now start using the dependency matrix.PHA-Pro Tutorial D: Creating Dependency Matrices Step 17. 7. 19. April 2. (Figure D-19) 23. “”. You can. If you select “1” in either the Medium or Low priority levels. Select High Priority TTD List text field. 20. Click New. Select Dependency Matrix. however. Click Add. Click Sheets. Name the sheet Level 2 Dependency Matrix. Click . 8. 25. 5. Click Finish. the task should not be automatically mirrored. Click . 21. 3. 2. still mirror the data by using the Send To command. Click Next. Action Enter the formula for destination field value COMBINETEXT(High Priority TTD List. (Figure D-15) Place the cursor before the first comma in the parentheses. 24. The New Sheet dialog box opens. 26. 18. Click OK. “”): 1. When you select “1” in the High priority level. (Figure D-16) Enter “” before the second comma. Select the Level 2 Dependency Matrix. H.119. R. October 1996. New York: Van Nostrand Reinhold.E.” Chemputers. 1996.. and W. Utilization of PC-Based Hazard and Operability Study Data. et al. Richmond Hill. 1992. Knowlton. Washington. October 1991. 2003. “Use of Computer Software for Process Hazards Analysis (workplace risk assessment). T. “Size Up Plant Hazards This Way. 63-66. 1991. 77-80. R.J. 114-116.J. An Introduction to Hazard and Operability Studies. 1995. D. Second ed.G.PHA-Pro Suggested Reading SUGGESTED READING Center for Chemical Process Safety. A Manual of Hazards & Operability Studies. Kletz. “Lessons from HAZOP Experiences. Hyatt. 48-68.E. and J. April 2. Guidelines for Hazard Evaluation Procedures.E. W.” Hydrocarbon Processing. Jones. Kelly. “Eliminating Potential Process Hazards. T.F. Vol. N. Hessian Jr. N. April 1985. Process Safety Management of Highly Hazardous Chemicals. 1992. 1992. Lawley. Hyatt.. Greenberg. 1992.” Chemical Engineering. H. Greenberg. Chemetics International.T. San Diego. Guidelines for Process Hazards Analysis...Ch. Shen-Orr.” Hydrocarbon Processing. 2013 483 . 1992. R. Kletz. April 1992. T. “Buy workplace risk assessment Software with Confidence. D. Risk Assessment and Risk Management for the Chemical Process Industry. Broomfield.” Hydrocarbon Processing. Gordon.. 1990. E. “Oversights and Mythology in a HAZOP Program.R. HAZOP and HAZAN. Cramer. 247-258. R. H. Knowlton. Computer Control and Human Error.W. Identifying and Assessing Process Industry Hazards. Institution of Chemical Engineers.. N. Hyatt.I.” Hydrocarbon Processing. Institution of Chemical Engineers.R. CA. and C. the Guide Word Approach. Kletz. Early II. Hazards Identification & Risk Analysis. April 1976.C. Third ed. OSHA 1910. August 19-22. 24th Annual Loss Prevention Symposium. IV. A. Chemetics International.L. J. G. April 2. Vol. Lees. Wells. Process Ind. Loss Prev. Safety in Process Plant Design. G. J.R. 6.PHA-Pro Suggested Reading Roach. and P. et al. 83-91. Scholing. 47-60. No. April 1993. “What Is Your Corporate Perspective on Loss Prevention?” Hydrocarbon Processing.L.. “ARCO Chemical’s HAZOP Experience. 1993. Vol.” J. 12. Sweeney. October 1997. “Preliminary Safety Analysis..” The Chemical Engineer.C.” Process Safety Progress.. 69-74. Rieff. 1. Halsted Press. 456462. R. 1980. October 1981. “Some Features of and Activities in Hazard and Operability (HAZOP) Studies. and F. 2.P. Wells. No. 2013 484 . 298 drop-down lists to data fields 161 drop-down lists to forms 161 filters to autotype 155 filters to copy from 149 forms 297 formulas 272 global names 284 headers 160 keywords 284 linked diagrams 302 main headings 169 new markers 253. 190 Alternate network installation setup 6 Approving draft 314 revision 314 Assigning password 332 April 2. 2013 485 . 164 risk matrix 245 structure lists 266 users to roles 339 Visio diagram 299 Visio diagrams 300 worksheets 295 XML attributes 354 XML elements 351 XML nested elements 352 XML nodes 352 XML record IDs 354 Advantages Checklist Analysis 30 FMEA 34 HACCP 38 knowledge based HAZOP 26 PrHA 36 What If 28 What If/Checklist 31 Aligning column headings 186 data in columns 179.PHA-Pro Index INDEX Numerics 2-D bar chart adding 223 inserting 223 2-D line chart adding 223 inserting 223 2-D scatter plot chart adding 226 creating 226 3-D bar chart adding 224 inserting 224 A Access rights column level 337 disabling 342 document protection 334 field level 337 removing 342 security feature 334 setting 335 studies 334 turning off 342 turning on 335 Accessing change log 318 revision history 321 sheet properties dialog box 305 Activating autotype 152 filters in autotype 156 filters in copy from 150 libraries 139 Adding 2-D bar chart 223 2-D line chart 223 2-D scatter plot chart 226 3-D bar chart 224 a collection 303 blank sheets 301 cascading filters to autotype 156 cascading filters to copy from 150 categories 248 charts 298 check boxes 162 clipbooks 284 code to likelihood scales 242 code to risk ranking scales 242 code to severity scales 242 codes 249 collections 303 columns 172 data fields 160 data mirroring 287 data mirroring hyperlinks 292 data to structured lists 124 dependency matrices 267. 254 new sheets 295 notes 108 objects from other applications 299 pages to New File Wizard 72 Pareto graph 223 pictures 301 print filters 201 radio button groups 163 radio buttons 163. 299 removing 121 April 2. 298. 2013 486 .PHA-Pro Index read-only access 330 Attached files checking file size 134 deleting 133 filtering 131 opening 133 printing 133 saving 133 thumbnails 132 Attaching files 132 AutoType activating 152 activating filters 156 adding cascading filters 156 adding filters 155 creating cascading filters 156 creating filters 155 creating multiple columns 154 deactivating 153 deactivating filters 156 feature 152 libraries 138 making drop-down 156 making read-only 156 setting options 153 turning off 153 turning off filters 156 turning on 152 turning on filters 156 using 153 B Backup files 81 Backup options setting parameters 81 Baselines creating 317 definition 311 names 311 Batch exports creating batch files 345 text files 344 XML data 362 Batch file exporting data 344 exporting XML data 362 importing XML data 363 Batch imports XML data 363 Breakdown page breaks 296. 194 formatting fonts 189.PHA-Pro Index using 121 C Calculation fields adding 271 Callouts column headings 183 labels 165 Categories exporting 250 importing 251 linking to data 252 Cause by Cause methodology HAZOP 22 Cells changing numbering in 105 changing text flow 189. 178. 193. 194 formatting 192 formatting colors 190. 193. 193. workspace to window 69 Changing display options columns 172 Changing order of data fields 169 data rows 91 headers 169 hierarchy levels 279 Changing text flow cells 189. 189 194 April 2. 2013 487 . 189 columns 178. 189. 192 Change Log accessing 318 clearing 319 description 318 printing 319 redoing changes 318 reviewing 318 revisions 318 saving 319 undoing changes 318 Changes redoing 106 undoing 106 Changing file locations 8 languages 73 list levels in structured lists 124 numbering in a list cell 105 password 333 password options 333 role order 336 text flow 167. 185. 194 column headings 185. 189 headers 167. 189 Charts adding 298 adding 2-D bar 223 adding 2-D line 223 adding 2-D scatter plot chart 226 adding 3-D bar 224 adding Pareto graph 223 changing data elements for x-axis 232 customizing Pareto charts 234 customizing size 230 displaying the legend 235 editing formula for z-axis 232 formatting axis line colors 230 formatting background colors 230 formatting fonts 230 formatting label colors 230 hiding the legend 235 main titles 230 modifying scale for y-axis 232 modifying scale for z-axis 232 modifying x-axis titles and labels 231 modifying y-axis titles and labels 232 moving the legend 235 Check Boxes adding 162 editing 163 Checking data 326 spelling 115 Checklist methodology 29 Checklist Analysis advantages 30 limitations 30 procedure 29 time requirements 30 Checksum 323 definition 323 security feature 323 viewing 323 Clearing change log 319 Client installation setup 6 Clipbooks adding 284 adding to text fields 284 definition 284 Closing files 86 Workspace 68 Codes and Categories 248 adding categories 248 April 2. 2013 488 .PHA-Pro Index data fields 167. 189 displaying 183 formatting 183 formatting colors 185 formatting fonts 184 help text dialog box 183 hiding 183 modifying callouts 183 Columns adding 172 aligning data 179. 2013 489 . 189 conditional formatting 181 displaying 173 formatting colors 178 formatting fonts 177 hiding 173 limiting access 337 making read-only 180 moving 176 numbering data in 176 repositioning 176 resizing 176 reversing order 102 Comma-delimited files exporting reports as 212 Comparing documents 327 Conditional Exports XML 356 April 2. 194 formatting for charts 230 formatting for column headings 185 formatting for columns 178 formatting for data fields 167 formatting for headers 167 formatting for risk matrices 244 Column headings aligning 186 changing text flow 185. 190 changing display options 172 changing text flow 178.PHA-Pro Index adding codes 249 deleting categories 250 deleting codes 249 editing codes 249 exporting 250 importing 251 linking categories to data 252 re-arranging codes 250 Collapsing structured lists 124 sub lists 124 Collections adding 303 Colors formatting for cells 190. 254 multiple columns in autotype 154 multiple columns in copy from 148 new file 71 reports 197 revision 314 risk matrix 245 text files for batch exports 344 thumbnails 132 versions 314 XML elements 351 XML nested elements 352 XML nodes 352 XML profile 349 April 2. 2013 490 .PHA-Pro Index Conditional formatting columns 181 data fields 170 Consequences identifying 23 Copy From activating filters 150 adding cascading filters 150 adding filters 149 creating cascading filters 150 creating filters 149 creating multiple columns 148 deactivating filters 150 feature 146 libraries 138 searching 147 setting options 147 turning off filters 150 turning on filters 150 using 146 Copying data 93 data from libraries 138 sheets 305 Corporate Logo adding to headers and footers 208 adding to report 208 Creating 2-D scatter plot chart 226 baselines 317 cascading filters in autotype 156 cascading filters in copy from 150 collections of data 199 dependency matrices 267 drop-down lists for data fields 161 drop-down lists for forms 161 filters in autotype 155 filters in copy from 149 headers and footers 206 linked diagrams 127 markers 253. 189 conditional formatting 170 displaying 161 formatting colors in 167 formatting fonts in 166 grouping 169 grouping under main headings 169 hiding 161 renaming 165 reordering 169 replacing with list fields 286 ungrouping 170 Data linkages defining 285 125 April 2. 2013 491 . 257 New File Wizard 72 page icons 308 pages in New File Wizard 72 sheets 305 spellchecker 115 tabs 308 Cutting data 93 rows in structured lists 124 D Data adding to structured lists 124 aligning in columns 179.PHA-Pro Index Customizing hierarchy 277 markers 256. 190 checking 326 copying 93 creating collections 199 cutting 93 dragging and dropping in structured lists finding 117 indenting in structured lists 124 linking data elements 285 linking to categories 252 marked as revalidated 219 marking 110 numbering 176 pasting 94 sorting in structured lists 125 Data check defining tests 324 identifies problems 324 performing 326 resolving issues 326 Data fields adding 160 adding drop-down list 161 changing order of 169 changing text flow 167. 290 options 288. 96 hyperlink options 292 mirroring tab 287. 290 removing 293 right-click menu commands 97 Data rows changing order of 91 re-arranging 91 re-ordering 91 Database files exporting reports as 213 Date fields adding 262 Dates finding 117 formatting 101 recording 100 replacing 118.PHA-Pro Index Data mirroring 287 adding 287 adding hyperlinks 292 dialog box 291 entering information 95. 2013 492 . 119 dBase 5 files exporting reports as 213 dBase III files exporting reports as 213 dBase IV files exporting reports as 213 Deactivating autotype 153 filters in autotype 156 filters in copy from 150 libraries 141 Defining data check tests 324 data linkages 285 roles 335 Definitions baselines 311 checksum 323 global names 284 keywords 284 revisions 311 structured list 123 studies 311 Deleting attached files 133 categories 250 codes 249 codes from likelihood scales 242 codes from risk ranking scales 242 codes from severity scales 242 markers from a cell 110 April 2. PHA-Pro Index markers from a file 257 notes 109 pages from New File Wizard 72 revalidation markers 219 roles 342 rows in structured lists 124 sheets 307 users from user list 340 XML attributes 356 XML elements 354 XML profile 351 Dependency Matrix adding sheet 298 adding to hierarchy 267 creating 267 Description change log 318 revision history 321 Descriptions hierarchy icons. 2013 493 . 259 Deviation examining causes 23 Deviation by Deviation methodology HAZOP 22 Disabling access rights 342 password management 333 read-only access 330 Displaying column headings 183 columns 173 data fields 161 headers 161 list numbers in structured lists 125 pages 306 sheets 306 Document protection access rights 334 password management 332 read-only access 330 Documents comparing 327 zooming in 76 zooming out 76 Downloading embedded pictures 135 Draft approving 314 Dragging and Dropping data in structured lists 125 E Editing check boxes 163 April 2. 356 XML profile 351 Emailing files 80 Embedded Pictures downloading 135 editing 135 formatting 136 managing 135 replacing 135 saving 135 working 135 Enabling password management 332 read-only access 330 Enclosing data fields 169 headers 169 Examining causes of deviation 23 Expanding sub lists 124 expanding structured lists 124 Exporting codes and categories 250 data to XML file 358 data with batch files 344 filtered XML data 356 library data 141 multiple views of file 198 reports 211 reports as comma-delimited files 212 reports as database files 213 reports as dBase 5 files 213 reports as dBase III files 213 reports as dBase IV files 213 reports as FoxPro 3.PHA-Pro Index codes 249 embedded pictures 135 naming conventions Renaming hierarchy item 278 notes 109 print filters 203 radio button groups 164 radio buttons 164 risk matrix codes 244 roles 341 symbols 112 XML attributes 356 XML elements 354.0 files 213 reports as MS Word 211 reports as tab-delimited files 212 April 2. 2013 494 . 2013 495 . 192 formatting for charts 230 formatting for column headings 184 formatting for columns 177 formatting for data fields 166 formatting for headers 166 33 April 2.PHA-Pro Index single view of file 197 XML using batch file 362 F Failure Mode and Effects see FMEA Files attaching 132 backup 81 changing locations 8 closing 86 creating new 71 emailing 80 moving 8 opening 84 opening attached 133 saving 82 saving for first time 83 saving under different name 83 updating using templates 78 Filtering attached files 131 data for printing 201 on-screen data 201 XML export data 356 XML export data using markers 356 Filters autotype 155 cascading 150. 156 copy from 149 on-screen data 201 printing 201 Finding data 117 dates 117 text 117 FMEA advantages 34 Failure Mode and Effects methodology how to use 33 limitations 34 methodology 33 when to use 33 Folders maintaining short cuts 13 re-installing short cuts 13 Fonts formatting column headings 184 formatting for cells 189. 194 in data fields 167 in headers 167 Formatting fonts for columns 177 in cells 189. 192 in column headings 184 in data fields 166 in headers 166 Forms adding 297 adding checking boxes 162 adding drop-down lists 161 editing check boxes 163 Formula fields adding 272 Formulas referencing markers 272 referencing notes 272 FoxPro 3.PHA-Pro Index Footers see Headers and Footers Formatting cells 192 column headings 183 dates 101 embedded pictures 136 grid lines 179 labels 159 reports 205 shapes in linked diagrams 128 Formatting colors for columns 178 in cells 190.0 files exporting reports as 213 G Generating PDF files 213 Global Names definition 284 Global names adding 284 hierarchy 284 Grid lines formatting 179 Grouping data fields 169 headers 169 Groups adding 262 H HACCP advantages 38 Hazard Analysis Critical Control Points limitations 38 37 April 2. 2013 496 . knowledge based 26 cause by cause methodology 22 deviation by deviation methodology 22 guide word methodology 23 guide word time requirements 24 Hazards and Operability analysis 20 limitations. knowledge based 26 team requirements 24 time requirements 25 Headers adding 160 changing order of 169 changing text flow 167.PHA-Pro Index methodology 37 preliminary steps 37 procedure 37 seven principles of 37 time requirements 37 Hazard Analysis Critical Control Points see HACCP Hazards and Operability Analysis see HAZOP HAZOP advantages. 2013 497 . 189 displaying 161 formatting colors in 167 formatting fonts in 166 grouping 169 grouping under main headings 169 hiding 161 modifying placement 168 renaming 165 reordering 169 ungrouping 170 Headers and Footers adding corporate logo 208 creating 206 Help text dialog box column headings 183 labels 165 Hiding column headings 183 columns 173 data fields 161 headers 161 list numbers in structured lists 125 main headings 170 pages 306 sheets 306 Hierarchy adding date fields 262 adding dependency matrices 267 adding formula fields 272 adding global names 284 adding groups 262 April 2. PHA-Pro Index adding keywords 284 adding list fields 264 adding list of references 263 adding lookup in matrix fields 266 adding number fields 263 adding references 263 adding simple calculation fields 271 adding structure lists 266 adding text fields 262 changing order of levels 279 customizing 277 data field icons 259 icon descriptions 259 importing items 275 removing items 277 renaming item 278 reordering levels 279 splitting 277 Hyperlinks data mirroring 292 I Icons data field 259 keyword driven 309 Identifying consequences 23 safeguards 24 Importing codes and categories 251 data from an XML file 360 hierarchy items 275 PHAWorks file 84 risk matrix 246 XML using batch file 363 Indenting data in structured lists 124 Inserting copy of a sheet 305 symbols 111 Installation alternate network 6 single workstation 3 Windows server 4 Isolating rows 121 K Keywords adding 284 definition 284 hierarchy 284 icon 309 April 2. 2013 498 . PHA-Pro Index L Labels formatting 159 help text dialog box 165 modifying callouts 165 renaming data field labels 165 Languages changing 73 supported 73 Libraries activating 139 copying data from 138 deactivating 141 exporting data from 141 listed in the Workspace 138 modifying 140 opening 140 opening protected libraries 340 printing data from 141 Limitations Checklist Analysis 30 FMEA 34 HACCP 38 knowledge based HAZO 26 PrHA 36 What If 28 What If/Checklist 31 Linked diagrams adding 302 creating 127 deleting shapes 130 formatting shapes 128 moving a shape 129 moving multiple shapes 130 Linking data elements 285 List fields adding 264 replacing data fields 286 List of References adding 263 Lists numbering options 280 Logo see Corporate Logo Lookup in Matrix fields adding 266 M Main headings adding 169 grouping 169 grouping data fields 169 grouping headers 169 April 2. 2013 499 . 257 revisions 315 Moving columns 176 files 8 Workspace 69 MS Word exporting reports as 211 N Names baselines 311 revisions 311 studies 311 Naming conventions editing 278 Network installation alternate 6 client setup 6 Windows 4 April 2.PHA-Pro Index hiding 170 Maintaining folder short cuts 13 Managing embedded pictures 135 structured lists 123 Markers 110 adding new 253. 290 Modifying header placement 168 libraries 140 markers 256. 2013 500 . 254 customizing 256. 257 referencing in formulas 272 removing from a cell 110 removing from a file 257 Methodology Checklist 29 FMEA 33 Guide Word HAZOP 23 HACCP 37 HAZOP 20 PrHA 35 What If 27 What If/Checklist 31 Mirroring see Data mirroring Mirroring tab data mirroring 287. 257 deleting from a cell 110 deleting from a file 257 deleting revalidation 219 filtering XML export data 356 marking data 110 modifying 256. 254 creating 253. PHA-Pro Index New File Wizard adding pages 72 creating new file 71 customizing 72 customizing pages 72 deleting pages 72 Nodes recording 23 Notes 108 adding 108 deleting 109 editing 109 filtering XML export data 356 referencing in formulas 272 removing 109 Number fields adding 263 numbering options 279 Numbering changing in a list cell 105 Numbering data 176 Numbering options lists 280 number fields 279 O On-screen data filtering information 201 Opening attached files 133 files 84 libraries 140 PHAWorks file 84 protected libraries 340 protected studies 340 P Page Breaks breakdown 299 Page breaks breakdown 296. 298 Page Icons Customizing 308 Pages displaying hidden 306 hiding 306 Pareto chart adding 223 customizing 234 definition 233 inserting 223 Password management disabling 333 document protection 332 enabling 332 April 2. 2013 501 . PHA-Pro Index removing 333 security feature 332 turning off 333 turning on 332 Passwords assigning 332 changing 333. 309 PHA methods supported by PHA-Pro 19 PHAWorks file importing 84 Pictures working with embedded 135 Prefix adding to calculation field 272 adding to column name 296 adding to number field 263 used in Sheet Properties 296 Preliminary Hazards Analysis see PrHA Previewing reports 209 PrHA advantages 36 how to use 35 limitations 36 methodology 35 Preliminary Hazards Analysis 35 procedure 36 time requirements 36 when to use 35 Print filters adding 201 editing 203 removing 203 Printing as PDF files 213 attached files 133 change log 319 library data 141 multiple views of file 198 reports 210 April 2. 341 changing options 333 selecting options 332 setting options 332 Pasting data 94 rows in structured lists 125 PDF files generating 213 printing as 213 Performing data check 326 PHA 299. 2013 502 . PHA-Pro Index revision history 322 selecting data elements 200 single view of file 197 using filters 201 Privileges changing for roles 341 Procedure Checklist Analysis 29 HACCP 37 PrHA 36 What If 27 Project Hierarchy see Hierarchy Project Settings sections 237 Proposing recommendations 24 R Radio Button Groups adding 163 editing 164 removing 164 Radio Buttons adding 163. 164 editing 164 removing 164 Read-only access assigning 330 columns in a worksheet 180 disabling 330 document protection 330 enabling 330 security feature 330 turning off 330 turning on 330 Re-arranging codes 250 data rows 91 roles 336 sheets 307 Recommendations proposing 24 Recording dates 100 nodes 23 Redoing changes 106 changes in the change log 318 References adding 263 Re-installing folder short cuts 13 Removing April 2. 2013 503 . 2013 504 .0 files 213 exporting as MS Word 211 exporting as tab-delimited files 212 formatting 205 printing 210 selecting paper size 205 setting header and footers 206 setting paper orientation 205 specifying colors 206 using print preview 209 April 2.PHA-Pro Index access rights 342 breakdown 121 data mirroring 293 items from hierarchy 277 markers from a cell 110 markers from a file 257 notes 109 password management 333 print filters 203 radio button groups 164 radio buttons 164 sheets 307 users from roles 339 Renaming data field labels 165 data fields 165 headers 165 revisions 316 risk systems 241 sheets 305 studies 316 Reopening Workspace 68 Re-ordering data rows 91 sheets 307 Reordering hierarchy levels 279 Replacing data fields with list fields 286 dates 118. 119 embedded pictures 135 text 118 Reports adding a corporate logo 208 adjusting margins 206 creating 197 defining headers and footers 206 exporting 211 exporting as comma-delimited files 212 exporting as database files 213 exporting as dBase 5 files 213 exporting as dBase III files 213 exporting as dBase IV files 213 exporting as FoxPro 3. 2013 505 .PHA-Pro Index Repositioning columns 176 Re-ranking codes in likelihood scales 243 codes in risk ranking scales 243 codes in severity scales 243 Resizing columns 176 workspace 68 Resolving data check issues 326 Restoring rows 121 Revalidation marking data 219 procedure 216 Reviewing change log 318 revision history 321 Revision History accessing 321 description 321 printing 322 reviewing 321 rolling back 321 saving 322 Revisions approving 314 creating 314 definition 311 listed in change log 318 modifying 315 names 311 renaming 316 rolling back 321 Risk matrix adding 245 creating 245 editing a code 244 formatting colors 244 importing 246 Risk systems 240 editing likelihood levels 241 editing risk ranking levels 241 editing severity levels 241 renaming 241 renaming axis labels 241 Roles adding users 339 changing order 336 changing passwords 341 changing privileges 341 defining 335 deleting 342 April 2. PHA-Pro Index editing 341 re-arranging 336 removing users 339 setting 335 switching 340 Rolling Back revision history 321 revisions 321 Rows deleting from structured lists 124 isolating 121 pasting in structured lists 125 restoring 121 S Safeguards identifying 24 Saving attached files 133 change log 319 embedded pictures 135 files 82 files for first time 83 files under different name 83 revision history 322 Screening Level Risk Analysis see PrHA Searching copy from 147 Windows authentication 338 Security re-logging in 313 Security features access rights 334 checksum 323 password management 332 read-only access 330 Selecting data elements to print 200 paper size for reports 205 password options 332 users 337. 338 Setting access rights 335 backup option parameters 81 password options 332 roles 335 Setup alternate network installation 6 client installation 6 Sheet properties dialog box 305 Sheet properties dialog box 305 accessing 305 April 2. 2013 506 . PHA-Pro Sheets accessing sheet properties 305 adding a collection 303 adding blank sheets 301 adding charts 298 adding collections 303 adding dependency matrices 298 adding forms 297 adding linked diagrams 302 adding new 295 adding objects from other applications adding pictures 301 adding Visio diagram 299 adding Visio diagrams 300 adding worksheets 295 copying 305 creating copy 305 customizing 305 deleting 307 displaying hidden 306 hiding 306 inserting copy of 305 re-arranging 307 removing 307 removing breakdown 121 renaming 305 re-ordering 307 using breakdown 121 Short Cuts maintaining to folders 13 re-installing to folders 13 Simple Calculation fields adding 271 Software launching 9 starting 9 uninstalling 14 updating 12 Sorting data in structured lists 125 Specifying colors for reports 206 Spellchecker customizing 115 using 115 Spelling checking 115 Splitting hierarchy 277 Starting software 9 Structure Lists adding to hierarchy 266 Structured Lists Index 299 April 2. 2013 507 . PHA-Pro Index adding data 124 changing list levels 124 collapsing 124 collapsing sub lists 124 cutting rows 124 definition 123 deleting rows 124 displaying list numbers 125 dragging and dropping data 125 expanding 124 expanding sub lists 124 hiding list numbers 125 indenting data 124 managing 123 pasting rows 125 sorting data 125 working with 123 Studies access rights 334 definition 311 names 311 opening protected studies 340 protection 334 renaming 316 Sub Lists collapsing 124 expanding 124 Suffix adding to calculation field 272 adding to number field 263 Switching roles 340 x.and y. 2013 508 .axes on charts 230 Symbols 111 editing 112 inserting 111 T Tab-delimited files exporting reports as 212 Tabs customizing 308 Team requirements guide word HAZOP 24 Templates updating existing files 78 Tests defining for data check 324 Text finding 117 replacing 118 Text fields adding 262 adding clipbooks 284 April 2. 194 U Undoing changes 106 changes in change log 318 Unenclosing data fields 170 headers 170 Ungrouping data fields 170 headers 170 Uninstalling software 14 Updating downloading from the web 12 existing files with templates 78 software 12 User list deleting users 340 Users adding to roles 339 deleting from user list 340 removing from roles 339 selecting 337. 189.PHA-Pro Text Flow changing 167. 178. 338 Using breakdown 121 V Versions creating 314 Viewing checksum 323 Visio diagrams April 2. 185. Thumbnails attached files 132 creating 132 Time requirements Checklist Analysis 30 guide word HAZOP 24 HACCP 37 knowledge-based HAZOP 25 PrHA 36 What If study 28 What If/Checklist 31 Toggle feature 70 Turning off access rights 342 password management 333 read-only access 330 Turning on access rights 335 password management 332 read-only access 330 Index 193. 2013 509 . PHA-Pro adding Index 300 W What If advantages 28 limitations 28 methodology 27 procedure 27 time requirements 28 when to use 27 What if how to use 27 What If/Checklist advantages 31 limitations 31 methodology 31 time requirements 31 Windows Authentication searching 338 Windows server installation 4 Word see MS Word Working embedded pictures 135 with structured lists 123 Worksheets adding 295 filtering data 201 Workspace 68 changing to window 69 closing 68 converting to window 69 listing active libraries 138 moving 69 reopening 68 resizing 68 toggle feature 70 X XML adding attributes 354 adding elements 351 adding nested elements 352 adding nodes 352 adding record IDs 354 Auto command 349 conditional exports 356 creating elements 351 creating nested elements 352 creating nodes 352 creating profile 349 deleting attributes 356 deleting elements 354 deleting profile 351 duplicating a profile 350 April 2. 2013 510 . 356 editing profile 351 exporting data to file 358 exporting using batch file 362 filtering export data 356 filtering export data using markers 356 importing data from a file 360 importing data from multiple files 360 importing using batch file 363 Z Zooming In documents Zooming Out documents 76 76 April 2.PHA-Pro Index editing attributes 356 editing elements 354. 2013 511 .